Signup settings

When creating a shift, you need to configure the signup flow and the shift structure.

The signup flow controls how users can sign up for the shift and what happens when signing up.

The shift structure configures who can sign up for the shift and how personnel is structured.

To cover different use cases, ephios offers different signup flows and shift structures. Plugins might provide additional flows and structures that can be freely mixed with the default ones.

Signup flows

Signup flows check how people can sign up for your shift. Most let you configure whether users who have already been confirmed can cancel on their own and whether individually deviating start and end times can be specified when registering.

Instant confirmation

Shifts with this signup flow offer the user a button with the inscription “Participate”. Any user who signs up is immediately confirmed and listed as a participant in the shift.

Request and confirm

Shifts with this signup flow offer the user a button labeled “Request”. Any user requesting to attend will have their request listed in the disposition. The people responsible for the event will receive notification of the request. In the disposition they can then confirm or reject the participation.

Manual disposition

The ability to sign up for this shift is disabled for all users, optionally a reason can be specified. Users can be added via the disposition. This signup flow can be used e.g. for training courses, where the responsible persons send individual helpers and a self-registration is not intended.

Linked to other shift

With this signup flow, it is not possible for volunteers to register; instead, the participants are mirrored from another shift. The shift to mirror is selected in the settings. This registration procedure can be used, for example, for courses lasting several days, where registration is controlled via the first shift and the participants are automatically registered for all other days/shifts.

Shift structures

Shift structures control who can sign up for the shift, e.g. minimum age. They mainly differ by how qualification requirements and personnel counts can be required. You need to activate plugins to see more shift structures.

Uniform

This is the simplest structure. You can configure min and max participant count and an optional set of qualifications required.

This is great for trainings and other events where you don’t care about a specific distribution of qualifications or teams.

Qualification mix

Configure min/max counts of participants having some single minimum qualification.

This is great when you require different amounts of people with differing qualification.

Named teams

Configure named teams with individual min/max counts and qualification requirement to sort participants into. This is a simple way to structure a shift where teams might have varying tasks or work in different places. Participants can even be asked for their preferred team, their choice will then be displayed in the disposition.

Preconfigured Structure

This is a very flexible way to structure a shift where various qualifications are required. Configure reusable nested blocks with labels and qualification requirements using the web editor (see user/events/blocks).

In your shift, configure a block to use for that shift. Participants can be asked for their preferred unit, their choice will then be displayed in the disposition.

Participants are automatically assigned a fitting unit. You can overwrite this in the disposition.

Disposition

On the detail page of an event, responsibles of the event can reach the disposition for each shift via the button “Disposition”. There, all participations for the shift are displayed in the corresponding states.

Requested: The user has requested participation for this shift. The relevant qualifications of the user and additional information such as the preferred section are also displayed. If there is an exclamation mark on the cogwheel, a deviating participation time or comment was entered during registration. These can be viewed by clicking on the cogwheel.
Rejected by responsible person: the participation was rejected by a responsible person via the disposition.
Declined by participant: the helping person has declined for this shift.
Confirmed: participation was confirmed by a responsible person. Here (if needed) further details like the assigned section can be entered. The participant can be assigned for a different time via the cogwheel.
Add more: Using the search field, participation can be created for additional users who have not previously signed up for this shift. If no user is found for the entered name, ephios offers the possibility to create a placeholder with this name. This can be used, for example, if external helpers without an account are to be assigned.

The state of a participation can be changed by moving the entry into the desired field. For example, a requested participation can be confirmed by moving it to the “Confirmed” field. The changes must then be confirmed with “Save”.