Track responses and send reminders

Once you have notified your volunteers, the Schedule page shows you who has seen the email, who accepted or declined, and lets you nudge anyone who has not answered yet.

Before you begin

You need permission to manage the Schedule tab.
You need to have notified at least one volunteer already. See Notify volunteers about their assignments.

Read a person's status pill

Each assigned volunteer appears as a small colored pill with their name on the schedule grid. Its color and icon tell you where they stand at a glance.

Hover over a pill. A short tooltip appears. For someone who declined and left a note, the tooltip shows their reason in quotes.
Click the pill. A menu opens with a live status line at the top, such as "Assigned, not yet notified," "Notified via email 2h ago," "Confirmed," or "Declined."
Read the decline note. When someone declined and gave a reason, that reason appears in a shaded box just below their name in the same menu.

Check delivery and responses in the Activity tab

The Activity tab gives you a full picture of every email you have sent for an event.

Click Notify. On any event with notified volunteers, the Notify button opens the Notify assigned pop-up window.
Switch to the Activity tab. You see one row per notified person.
Read each person's ladder. Every row shows the stages the email moved through: Sent, then Delivered, then Opened, and finally Accepted or Declined, each with a timestamp. Until they answer, the last stage reads "Awaiting response."

The list refreshes on its own about every 15 seconds, and again whenever you return to the window, so new deliveries and responses appear without you reloading. A Refresh link is there if you want to check right away.

One note on the ladder: "Opened" is best-effort. Some email apps, like Apple Mail, hide it, so a blank open does not mean they did not read your message.

When something goes wrong

Instead of the normal ladder, a person's row can show a single colored line describing a problem or a skip:

Bounced, bad address: the email address does not work.
Marked as spam: the volunteer's mail app flagged the message as spam.
Send failed: the email could not be sent.
Not sent, unsubscribed: this person opted out of emails, so nothing was sent.
Not sent, earlier bounce: a past email to this address bounced, so we skipped it.
Sent (test mode): on a test or local setup, nothing actually goes out.

Send a reminder by hand

For someone you have already notified who has not responded yet, you can resend the email as a gentle nudge.

Click their pill. The status menu opens.
Click Send reminder. This resends the same serving request. A "Reminder sent" message confirms it went out.

This option only appears for a person who has been notified but has not yet accepted or declined, and only for upcoming dates.

Automatic day-before reminders

Volunteers who have accepted get an automatic reminder email about a day ahead, roughly 24 hours before they serve. It is sent once per person, and you do not have to do anything. People who have not accepted do not get this automatic reminder, so use Send reminder above to follow up with them.

Replace someone who declined

When a volunteer declines, you can swap in a replacement right from their pill.

Click the declined person's pill. Their menu shows the decline reason and a Replace option.
Click Replace. This removes them from that spot and reopens the picker so you can choose someone new for the same role and date.