Scheduling and Replacements

This page covers the Assignments tab and the replacement workflow that sits behind it.

Assignments Tab

The Assignments tab is where roster data turns into a working schedule.

Holy Resource lets coordinators:

• choose the dates and events to cover
• generate a draft
• review the results in Assignments and Rota Preview
• finalize, export, or resend from the resulting schedule workflow

The system is designed to help, not to remove human oversight. The first generated version is still a draft that leaders can review.

Schedule Templates

Inside the scheduling workflow, coordinators can also open Schedule Templates.

These templates use spreadsheet-style layouts and are documented in Volunteer Templates.

Replacement And Backout Automation

When somebody can no longer serve, Holy Resource does not require a full rebuild immediately.

The replacement workflow is centered around the Backout Automation Queue, which has two views:

• Vacancies for open slots that still need help
• Broadcast Offers for replacement offers that were already sent out

This gives coordinators a place to see whether an open role already has a replacement path in motion.

Volunteer Offer Responses

Replacement offers are meant for the invited person, not just for coordinators.

The invited volunteer can open the offer, sign in if needed, and accept or decline from the dedicated replacement-offer flow.

If the link opens in a browser first, Holy Resource can use a simple bridge page to help the person open the app and continue.

Scheduling and replacement sequence

Step-by-step explanation:

1. The scheduling cycle starts with the coordinator choosing the dates, events, and optional schedule template they want to use.
2. Holy Resource then generates a draft assignment set from the volunteer roster and role definitions that already exist in the system.
3. That draft is not treated as final immediately. The coordinator reviews it through the Assignments and Rota Preview views to make sure the suggested schedule is believable and usable.
4. If the draft looks right, the coordinator can finalize it, export it, or resend it as needed. That is the normal path when nothing unexpected happens.
5. The alternative branch begins when an assigned volunteer can no longer serve. In that case, the coordinator does not need to rebuild the whole schedule from the beginning.
6. Instead, the coordinator opens the vacancy in the Backout Automation Queue and sends a replacement offer.
7. The invited replacement volunteer receives that offer and may first land on a bridge page if they opened the link in a browser. That bridge helps move them into the in-app offer flow when needed.
8. The replacement volunteer then accepts or declines the offer. Holy Resource updates the vacancy and broadcast-offer state so the coordinator can see whether coverage is complete.
9. The coordinator reviews the queue again and decides whether the slot is now covered or whether more follow-up is needed.

In plain language, the diagram shows that volunteer scheduling is not a single generate-once action. It is a cycle: prepare the roster and roles, generate and review the draft, then handle real-life backouts through the replacement queue instead of starting over every time someone drops out.

Suggested Weekly Workflow