The Assignments module in WeezCrew gives event organisers a centralized dashboard to manage shift assignments, dispatch assignment roadbooks via email, and track the real-time delivery status of confirmation emails.
1. Navigating the Assignments Dashboard
To access the module, navigate to Shifts in the main menu and select the Assignments tab.
Here, you can monitor members at different stages of the assignment process:
Unassigned Members: Volunteers or staff waiting to be allocated to a shift.
Awaiting to be Sent: Members who have been assigned to shifts, but whose confirmation email or assignment roadbook has not yet been dispatched.
2. Assigning Members and Dispatching Emails
Assign Shifts: Click on an unassigned member or select Assign, then choose the appropriate shift and time slots (for example, Main Stage Bar or Wine Bar).
Review Pending Notifications: Once assigned, members automatically move into the Awaiting to be Sent queue.
Send Confirmation Emails: Click Send Confirmation Emails (or send all) to trigger automated emails containing shift details and roadbooks. The status will immediately update to reflect delivery.
3. Automatic Re-Notification when Schedules Change
WeezCrew automatically tracks schedule changes to ensure volunteers always have accurate shift information:
If you edit a member's profile or modify their assigned shifts (e.g., removing or adding a shift slot), their email status automatically reverts to "Awaiting to be Sent".
This indicates that their schedule has changed and an updated confirmation email needs to be sent out.
4. Tracking Email Delivery Statuses with Member Filters
To monitor who has received or opened their shift details, you can create custom filtered views in the Members list.
Creating Saved Views by Email Status
Navigate to the Members module, click Filters, select Assignment Email Status, and filter by one of the following statuses:
Pending / Awaiting to be Sent: Members with new or updated shift assignments who still need a confirmation email.
Delivered: The email was successfully delivered to the member’s inbox, but has not yet been opened.
Opened: The member has opened and viewed their assignment email.
Bounced: Delivery failed due to an invalid email address or system error.
Tip: Save these filtered searches (e.g., name a view "Awaiting Assignment Email") for quick 1-click access from your member views.
5. Resending Assignment Emails
When you need to update members who have pending schedule changes, you can resend notifications in two ways:
Bulk Dispatch from Assignments: Go to Shifts > Assignments and click the bulk send button to notify all pending members at once.
From the Filtered Member View: Open your saved Awaiting to be Sent view, select the desired members, click Actions, and choose Resend Assignment Email. Once sent, members automatically drop out of the pending list.