SanctuaryDOCS
Open App
Confirmations

Getting Started

Introduction

Confirmations

Serve
Access:Super AdminLead PastorPastorTeam Leader

The Confirmations page is your triage centre for volunteer service assignments. It organises all slots into three tabs — Pending (awaiting response), Declined (volunteer said no), and Open (unassigned or vacated) — each with urgency-based colour coding so you can focus on the most critical gaps first. From here you can send reminders, reassign slots, or respond on behalf of volunteers.

Getting Here

Navigation: Serve → Confirmations

Overview

The page has three tabs with badge counts showing items in each category. Within each tab, items are grouped by urgency: CRITICAL (red, service is within 3 days), WARNING (amber, service is within 7 days), and OK (gray, service is further out). Each item shows the volunteer name, team, role, service date, and contextual actions.

Fields & Controls

Tab Bar

FieldTypeDescription
Pending TabTabShows confirmation requests that have been sent but not yet responded to. Badge shows total count.
Declined TabTabShows slots where the volunteer declined. Badge shows total count.
Open TabTabShows completely unassigned slots (never assigned, or vacated after decline). Badge shows total count.

Pending Items

FieldTypeDescription
Volunteer NameDisplayAvatar, initials, and name of the volunteer who received the confirmation request.
TeamDisplayWhich team the slot belongs to.
RoleBadgeThe specific role for the slot (e.g., "Vocalist", "Sound Tech").
ServiceDisplayService title and scheduled date.
Days Until ServiceNumericCountdown of days until the service, colour-coded by urgency.
UrgencyBadgeCRITICAL (red, 0-3 days), WARNING (amber, 4-7 days), or OK (gray, 7+ days).
Sent AtDateWhen the confirmation request was originally sent.
Last ReminderDateWhen the most recent reminder was sent (if any).

Declined Items

FieldTypeDescription
Volunteer NameDisplayWho declined the slot.
Decline ReasonTextThe reason the volunteer provided when declining (if any).
Declined AtDateWhen the volunteer declined.
UrgencyBadgeBased on how close the service is, indicating how urgently the slot needs reassignment.

Open Items

FieldTypeDescription
Slot RoleDisplayThe role that needs to be filled.
TeamDisplayThe team the slot belongs to.
Open ReasonBadgeWhy the slot is open: DECLINED (volunteer said no), UNASSIGNED (was assigned but removed), or NEVER_ASSIGNED (new slot never filled).
Is RequiredFlagWhether the slot is marked as required in the role template. Required slots are prioritised.
UrgencyBadgeBased on proximity to the service date.

Actions

Send a Reminder

  1. In the Pending tab, find the volunteer who has not responded
  2. Click the Remind button on that item
  3. A reminder email is sent to the volunteer with the same magic link

Bulk Remind

  1. Select multiple pending items using the checkboxes
  2. Click Bulk Remind
  3. Reminder emails are sent to all selected volunteers

Respond on Behalf of a Volunteer

  1. In the Pending tab, click the item to expand it
  2. Click Accept or Decline to respond on behalf of the volunteer
  3. This is useful when a volunteer contacts you by phone or in person

Reassign a Declined Slot

  1. In the Declined or Open tab, click on the slot
  2. You are taken to the Schedule Builder with the slot highlighted
  3. Assign a new volunteer using the candidate drawer

Related Pages

PreviousBlackouts
NextReports