---
title: Set up a shift reminder
description: Create a calendar shift reminder automation to notify volunteers of upcoming shifts.
---

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# Set up a shift reminder

## Create a calendar shift reminder automation to notify volunteers of upcoming shifts.

### Build a Calendar Grid

Note: this step is not necessary, you can create the grid from inside of the automation for security purposes. Creating the grid before hand allows you to visualize your results. 

- From the eCoordinator go to **Calendar**
- In the upper right corner click **Grid**

![](https://help.samaritan.com/hubfs/image-png-2.png)

 

*For this example we will be sending a reminder for shifts scheduled in two days*

- In the grid header box make sure to: 
    - Select Relative Date
    - The time period is: **Today Plus** (enter the number of days before the shift you want to send the reminder) 
    - Applies to: Shifts with days in range
    - Details Mode By: Placed Volunteer

![](https://help.samaritan.com/hubfs/image-png-3.png)

- In **Grid Settings** make sure you have the following columns (you can add more): 
    - Opp:Title
    - Vol: Last Name
    - Vol: First Name
    - Sch: Start Date 
- In the Sch: Start Date column choose **today plus** the same number entered above. 

![](https://help.samaritan.com/hubfs/image-png-4.png)

In Grid Settings, review that your settings were saved and checked on, give it a name, and Save and Close. ![](https://help.samaritan.com/hubfs/image-png-Nov-11-2020-11-04-27-95-PM.png)

Set Grid Permissions and Sharing: It is recommended that you do not give other roles access to grids used for automations since changes could inadvertently affect the automation results.

### Create the automation

- In the eCoordinator go to **Tools, Administrative Options,** **Automations** tab
- Click **New
  
  ![Admin\>Automations\>New](https://help.samaritan.com/hs-fs/hubfs/Admin%3EAutomations%3ENew.png?width=688&name=Admin%3EAutomations%3ENew.png)**

### **Type**

- Give your automation a name and select **Schedule Shift**

![](https://help.samaritan.com/hubfs/image-png-1.png)

### **Permissions** 

Select your permissions preferences 

### **Trigger**

- Select **Schedule** then click **New**. You will want to run this automation daily.
- Give it a name, select daily, enter a start date, and end date (optional), and choose every day
  
  ![Two day shift reminder](https://help.samaritan.com/hs-fs/hubfs/Two%20day%20shift%20reminder.png?width=688&name=Two%20day%20shift%20reminder.png)
- Check the **Time Options** box and specify when you want it to run. This will be when the reminder email will be sent out. 
- Click **OK**  
  **![Trigger 2 day shift](https://help.samaritan.com/hs-fs/hubfs/Trigger%202%20day%20shift.png?width=688&name=Trigger%202%20day%20shift.png)**

### **Apply To**

- Choose your **Saved Grid**
- Select your grid from the drop-down if created before hand 
- If a grid was not previously created, click **New** to build one  
  ![Apply to 2 day shift](https://help.samaritan.com/hs-fs/hubfs/Apply%20to%202%20day%20shift.png?width=688&name=Apply%20to%202%20day%20shift.png)

### Actions

- Select **Send Email**
- Click **New**
- Create your **email reminder template**
- Choose **To: All Placed Volunteers**
- **Name the template** and click **Save **
- Click **Finish**
- Exit out of Administrative options

![Action 2 day shift](https://help.samaritan.com/hs-fs/hubfs/Action%202%20day%20shift.png?width=688&name=Action%202%20day%20shift.png)

 

 

 

 

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