About 7 days before the Date of Service, verify the groups registered headcount meets the minimum. If its below target, trigger the automated release email to the Group Lead notifying that unfilled spots will be opened to the public. Group members may still register if no one from the public claims those spots. This keeps the schedule full and prevents last-minute gaps.
From the Group Volunteer Task.
1. In VolunteerHub, check to see if enough of the Group's volunteers are registered.
Enough are Registered
2. Scroll down to ✅Enough Registered?
3. Select Yes.
4. Scroll down to the bottom of the subtasks.
5. Check off the Check to see if enough are registered. Update ✅Enough Registered? subtask.
6. If it appears, check off the 🤖Email Group Lead about releasing spots subtask.
Not Enough are Registered
2. Scroll down to Tags.
3. Click the +.
4. Click 🔁Send Group 7-Day Release Email.
5. Scroll down to the bottom of the subtasks.
6. Check off the Check to see if enough are registered. Update ✅Enough Registered? subtask.
7. Check off the 🤖Email Group Lead about releasing spots subtask.
The 7-Day Release email has been sent to the group lead.
Next up, the Date of Service and the Follow-up Process.