Volunteer Scheduler ProVSP Help TopicsSetup Jobs and SubdivisionsHow can I add subdivisions without deleting positions from the current schedule?

How can I add subdivisions without deleting positions from the current schedule?

To change your job configuration for future schedules and avoid deleting positions without a subdivision on your current schedule, follow these steps:

In the desktop software:

  1. Go to the Jobs pane in VSP and edit the job in question.
  2. In the upper left side of the Edit Job dialog, in the Subdivisions section, click "New..." and create a new subdivision - leave both the Internal Name and Schedule Label sections blank and this subdivision will appear in gray lettering and say "<main>".
  3. Add the other subdivisions you would like in this job and qualify each person as desired. Be sure to leave everyone qualified in the "<main>" subdivision. 
  4. Go to the Recurring Shifts pane in VSP and edit your shifts to specify that instead of choosing volunteers from your "<main>" subdivision, that you now need X number of volunteers from each of the new subdivisions. Repeat this process for all shifts that require volunteers from this job. After doing so, when you run your next schedule volunteers will be pulled from the new subdivisions.
  5. When the current schedule expires, go back into the Jobs pane, edit your job, and delete your "<main>" subdivision. Deleting the "<main>" subdivision will not negatively impact your schedule, and you will then be left with just the job.

Note: Make sure to delete "<main>" subdivision after the current schedule is done to avoid deleting assignments relating to it that may still exist on the current schedule.

In the Admin view of the Web Terminal as a Web Admin:

  1. Go to the Jobs pane, select the job you wish to add subdivisions to, then click on the blue "+" button in the upper right and select "New subdivision" from the drop-down menu.
  2. Leave the "Subdivision name" field blank and click "OK" to create this new subdivision, which will automatically be given the name "<main>".
  3. Next, add the other subdivisions you would like in this job and qualify each person as desired. (Instead of leaving "Subdivision name" blank for these additional subdivisions, name them as you want them to be named.) Be sure to leave everyone qualified in the "<main>" subdivision, since this is the one being used in your current schedules.
  4. Go to the Recurring Shifts pane and edit your shifts to specify that instead of choosing volunteers from your "<main>" subdivision, that you now need X number of volunteers from each of the new subdivisions. Choose NOT to apply these changes to your current schedule. Repeat this process for all shifts that require volunteers from this job. After doing so, when you run your next schedule volunteers will be pulled from the new subdivisions.
  5. When the current schedule expires, go back into the Jobs pane, edit your job, and delete your "<main>" subdivision. Deleting this subdivision will not negatively impact your schedule, and you will then be left with just the ministry.

Note: Make sure to delete "<main>" subdivision after the current schedule is done to avoid deleting assignments relating to it that may still exist on the current schedule.