Confirming shift assignments is an essential step to secure attendance, prevent no-shows, and ensure your event operations run smoothly. This guide walks you through setting up a streamlined process in WeezCrew to broadcast schedules and collect one-click volunteer confirmations.
Step 1: Create a Schedule Validation Custom Field
First, set up a custom field that members can update directly from the confirmation email without logging into an account.
Navigate to Custom Fields.
Select the Members entity type.
Configure the field parameters:
Field Name: Enter I confirm my schedule (Tip: If you run multiple events, include the edition name, e.g., I confirm my schedule - Edition 1).
Field Type: Select Dropdown List.
Category: Assign it to your event category to maintain clean field organization.
Critical Requirement: Switch to advanced settings and enable Update via link (The value of this field can be updated by members via a link = Yes).
Click Save to create the custom field.
Step 2: Build the Email Campaign Template
Prepare the notification email containing the dynamic confirmation action link.
Go to the Campaigns module in WeezCrew.
Create a new message template in Email format (e.g., named Shift Schedule Confirmation).
Draft your email body (include shift assignment recap variables, briefing details, or attachments such as the schedule PDF).
Generate the Action Link:
In the campaign link settings, configure an action link that sets the field I confirm my schedule to True (Yes) upon click.
Attach this generated dynamic link variable to your call-to-action button or hyperlinked text (e.g., a button labeled I confirm my schedule).
Save your campaign template.
Step 3: Configure Tracking Views (Assigned vs. Confirmed)
To track confirmations in real time, build filtered dynamic views in your member directory.
Create an Organization Folder: In the views sidebar, create a working folder (e.g., Schedule Confirmations) and drag it to the top of your list for quick access.
Build the "Assigned Volunteers" View:
Filter by assignment status: select all Assigned members.
Save this dynamic view inside your dedicated folder.
Build the "Confirmed Schedules" View:
Add a filter condition: I confirm my schedule = True / Yes.
Click Edit Columns to display your confirmation field in the roster.
Save this dynamic view as Confirmed Schedules.
Build the "Pending Schedules" View:
Add a filter condition: I confirm my schedule = Empty / False / No.
Save this view to instantly isolate volunteers who require a follow-up reminder.
Step 4: Dispatch the Campaign and Monitor Live Confirmations
Broadcast the request to your assigned team and follow up as responses come in.
Open your Assigned Volunteers dynamic view.
Select the target members (or use the bulk actions menu to select all).
Click Send Campaign and select your Shift Schedule Confirmation template.
Confirm and launch the dispatch.
Operational Monitoring
Delivery & Engagement Tracking: Monitor live email delivery metrics inside the campaign report (e.g., Delivered, Opened).
Instant Profile Sync: As soon as a volunteer clicks the confirmation button inside their email, their profile updates instantly, moving them automatically into your Confirmed Schedules dynamic view.