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BUILD/TOP UP: Shift Name | Days | 1am - 1pm (OSO)
  • 17 Jun 2025
  • 11 Minutes to read
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BUILD/TOP UP: Shift Name | Days | 1am - 1pm (OSO)

  • Updated on 17 Jun 2025
  • 11 Minutes to read
  • Contributors
  • Print
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Article summary

The article is to be used by the HQ Operations Team when building and preparing a team for a new shift. Each section represents a task/subtask in Asana and the instructions for that component of the process. Use the table of contents to the right of the screen to navigate to the relevant section of the process.

Individual Volunteer Correspondence

  1. Create a subtask for each volunteer you are adding to the team to track progress/follow up any information if needed - ensure you are adding their details to the table in the description box
  2. WOS - do you need to complete an initial phone screen?

Weekly or Fortnightly message via WA group 

  1. Schedule time each week/fortnight (this depends on how many people you are adding to the team each week) to send a message to the WA group to keep volunteers engaged and connected.

Recommended template below:

Good Morning/Afternoon team! Hope you’re all doing well 🙂 We are hoping to get started soon, but we still need x more volunteers to complete our team! If you know anyone who might be interested in joining this shift, please encourage them to reach out or submit an application online via our website. Every extra set of hands makes a huge difference! Thanks for your patience and support – we can’t wait to get up and running with you all soon! 🧡

Active Recruitment 

The below recruitment tasks are to be completed within 5 business days after activation has been actioned.

Ask RC/SL to confirm if WA message is necessary to other teams/flexi group (OSO)

  1. Assign subtask to the RC or the service and ask if they would like a WA message sent to all teams in the service location advising a new shift has been activated & we are looking for new volunteers to join the team

MyOS Internal Communication (OSO) 

  1. Announcing New Build - On Waitlist/Find a Location Checkpoint - head to MyOS > Volunteers > filter to view only volunteers in this checkpoint within the service location >  send SMS template
  2. Announcing New Build - Not On Waitlist/Find a Location Checkpoint - head to MyOS > Volunteers > filter to view only volunteers in this checkpoint within the service location >  send SMS template
  3. Announcing New Build - Training Checkpoint - head to MyOS > Volunteers > filter to view only volunteers in this checkpoint within the service location >  send SMS template

Send email with volunteer collateral to existing SP's (RC)

  1. Assign subtask to the RC 
  2. Attach volunteer flyer to subtask 
  3. Ask the RC to send flyer and email to all existing Service Providers

Send email with volunteer collateral to local community orgs (OSO)

  1. Gather emails from local community organisations eg. retirement villages, golf clubs, bowls clubs, Lions clubs, Mens Sheds
    1. Aim to search in and around the suburb of the shift, as well as in and around the van base suburb 
  2. Send email from your personal Orange Sky account asking them to share the flyer within their networks as we are looking for new volunteers to join the team

Share new shift info with VCC for CEC newsletters (OSO)

  1. Assign task to VCC (Hannah) and ask if there is an upcoming CEC newsletter being sent out 
  2. If not, close off the subtask

Post or edit existing ad on Seek (OSO)

  1. Login to Seek Volunteer
  2. Search to find an existing volunteer ad for the service location
  3. If one exists, edit the description of the ad to include the mention of the new shift and add the suburb of the shift to the list of suburbs at the top of the ad
  4. If there is no ad, create one by following: PROCESS: Seek Volunteering AU & NZ

Post on Community FB Groups (OSO)

  1. Login to Facebook
  2. Search for community groups in and around the suburb of the shift, as well as the suburb of the van base
  3. Post text & volunteer social tile (refer to Volunteer Collateral table in AT' in groups (you may need to request permission first before being able to post!)

Review Build

Review build (after 4 weeks) (OSO & RC)

  1. Assign subtask with due date 4 weeks post activation
  2. When 4 weeks has passed, add comment to BUILD/TOP UP task advising current status of build

Review build (after 8 weeks) (OSO & RC)

  1. Assign subtask with due date 4 weeks post activation
  2. When 4 weeks has passed, add comment to BUILD/TOP UP task advising current status of build

Prepare to Go Live

Full team of vols confirmed = Propose start date to RC (min 3 weeks in advance) (OSO)

  1. This subtask is to be used to acknowledge that you have a full team of volunteers, yay! 
    1. Full team for a van shift = 8 vols (including 3 weekly vols & 2-3 drivers)
    2. Full team for a pod/IL shift = 6 vols (including 3 weekly vols)
  2. Assign subtask to RC and comment asking RC to confirm proposed start date (ensure this is at least 3 weeks out to ensure you have enough time to get everything sorted!)
  3. Add due date for 'tomorrow'

Confirm trainer for 2-4 week block (RC)

  1. Assign subtask to RC and comment asking to confirm who will train the team 
  2. Add due date for 'tomorrow'

Confirm SP is happy with proposed start date (RC)

  1. Assign subtask to RC and comment asking to confirm if the SP is happy with the proposed start date 
  2. Add due date for 'tomorrow'

Confirm preferred payment method & initial invoice payment (PUDO & LOTF) (RC)

  1. Assign subtask to RC and comment asking to confirm payment method (only relevant for laundromat shifts)  
  2. Add due date for 'tomorrow'

The following tasks cannot be completed until the above has been confirmed!

Edit 'We Wash here' Flyer & 'Service Location' Flyer (OSO) 

  1. Go to Canva 
  2. Update the original 'We Wash Here' flyer to remove the 'COMING SOON'
  3. Update the Service Location Flyer with the new shift
  4. Download updated WWH flyer and attach to BUILD/TOP UP task
  5. Download updated Service Location flyer and attach to 'Printing' task in the service location project under section 2

Confirm all vols are in WA group (OSO)

  1. Check the Volunteer Opportunity against the WA group > ensure all volunteers are in the WA group

Send 'Prepare Go Live' Message in WA group (start date, uniforms, unavailability) (OSO)

  1. Send message to WA group to advise start date, confirm shift day, time and address, ask if uniforms have been received and ask volunteers to submit their unavailability in MyOS 

Recommended template below:

Hey team, great news! Your shift is all set to begin! 🎉 Here are the key details:

📅 Start Date: 

📍 Location:

⏰ Shift Day & Time: 

If you haven’t received your uniform yet, please let us know ASAP. Also, if you have any upcoming unavailability, be sure to update it in MyOS so we can plan accordingly. You can do this by heading to the 'My Availability' tab in MyOS: https://orange-sky.rosterfy.co/portal/availability/list. 

I'll be in touch in a few days to confirm the first 4 weeks of the roster. We’re so excited to have you on board and can’t wait to see you in action! 🚀 

MyOS Updates (OSO)

  1. Confirm all vols have completed necessary training module (WOS only)
    1. Check that all of the confirmed drivers have completed their Driving Training module > if not, send them an SMS via MyOS reminding them to complete
    2. If you are building a Women's Only Shift, check that all vols have completed the Women's Only module > if not, send them an SMS via MyOS reminding them to complete 
  2. Add Volunteers to Groups in MyOS
    1. Regular GV Group
      1. Go to Headcount > Volunteer Opportunities
      2. Search for shift name
      3. Click 'View Volunteers' icon against shift
      4. Click the 'Actions' dropdown
      5. Select 'Export Volunteers to Volunteer Group'
      6. Select appropriate volunteer group
      7. Only export to those volunteers with status > Confirmed
      8. Apply to: 'All listed volunteers'
    2. Driver Group
      1. Go to Headcount > Volunteer Opportunities
      2. Search for shift name
      3. Click 'View Volunteers' icon against shift
      4. Click on each driver name (the names should highlight yellow)
      5. Click the 'Actions' dropdown
      6. Select 'Export Volunteers to Volunteer Group'
      7. Select appropriate driver group
      8. Only export to those volunteers with status > Confirmed
      9. Apply to: 'All selected volunteers'
  3. Complete Shift Patterns & First 4 Shift Rosters in MyOS
    1. Refer to page 85 of the MyOS Administrator Guide
    2. Follow the Shift Pattern and Recurrence process 
    3. Complete the first 4 weeks of rosters, ensuring all volunteers are rostered for the first 2 shifts to ensure they are on shift with a trainer

Send 'Confirmed Rosters' Message in WA group (OSO)

  1. Send message to WA group to advise start date, confirm shift day, time and address, ask if uniforms have been received and ask volunteers to submit their unavailability in MyOS 

Recommended template below:

Team, it’s happening! 🎉 Here are your first 4 weeks of rosters. 🚚 DRIVER NAME, I recommend meeting TRAINER NAME at VAN BASE LOCATION at TIME, to ensure the van is stocked and ready to roll. ✋To everyone else, I recommend arriving at SHIFT LOCATION at TIME. Huge thanks to you all! I’ll check in a few days before we go live. Let’s do this! 💪

Purchase Consumables (PUDO, LOTF & IL) (OSO)

  1. Ask the RC if there are any consumables needed for the 

Send 'good luck' message to team in WA group day before 1st shift (OSO)

  1. Send message to WA group to advise start date, confirm shift day, time and address, ask if uniforms have been received and ask volunteers to submit their unavailability in MyOS 

Recommended template below:

Big day tomorrow team 🎉 Your first shift is finally here, wishing you all an amazing start! 🧡 Remember, if you run into any issues on site, please call Service Support on 0488 851 113 or 0800 002 122 📞. Oh, and don’t forget to snap a few pics 📸, we’d love to see your impact in action. Have a great day tomorrow!

Admin Wrap Up - Scheduled (OSO)

  • MyOS
    1. Volunteer Opportunity 
      • General tab - Update description box by using one of the following templates: TEMPLATE: Top Up Description 
        • Click Save 
      • Demand tab 
        • Demand - set to total number of vols on team
        • Enable Waitlist - tick box 
        • Waitlist Demand - Set to 20
        • Click Save
      • Settings tab - Untick 'Promoted' box
      • Custom Fields tab - Remove priority flag
    2. Shift Rosters
      • Go to Shift Rosters 
      • Search for shift > click the 3 dots against the shift name 'Update'
        • Go to Website tab > Private Roster > select 'Select one' to ensure shift is no longer private 
        • Click 'Save'
      • Click back in your browser > click the clock icon against the shift name 'View Shifts' 
        • Ensure that the first 4 weeks of rosters have a Shift Leader & Driver confirmed (if necessary)
        • Ensure trainer has been rostered for the relevant shifts
  • Airtable
  1. Go to the Shift record
    1. Add Start Date of first shift
    2. Mark Shift Status as 'Active - Scheduled'
  2. Go to the Service Provider record
    1. Mark SP Status as 'Active Partner'
  3. Go to Location record
    1. Mark Status as 'Active Location'
  • Asana
  1. Go to shift task 
    1. Update SP Status to 'Scheduled to Start'
  2. Go to BUILD/TOP UP task
    1. Assign out the 'Confirm Gone Live' subtasks and add necessary due dates
  • Calendar
  1. Remove 'BUILDING' from event in service location calendar

Confirm Go Live

Admin Wrap Up - Active (OSO)

  • Airtable
    • Go to the Shift record
      • Mark Shift Status as 'Active - Started'
  • Asana
    • Go to shift task
      • Update SP Status to 'Active Shift' 
      • Remove BUILD from BUILD/TOP UP task title
      • Can you remove the BUILD/TOP UP task from the Builds & Top Ups project?
  • Seek
    • Go to Seek Volunteer and either remove mention of shift or delete ad

Confirm Priority Status of Shift (any more vols needed?) (OSO)

  • Assign subtask to yourself for 3 weeks time
  • Check in with the RC/SL to confirm if the team needs any additional volunteers

Take on TL role if no appropriate TL in place (RC)

  • Assign subtask to RC to confirm ownership of TL moving forward until a TL is in place
  • Add due date for 'tomorrow'

Confirm shift structure eg. # vols stay back vs # vols washing (PUDO) (RC)

  • Assign subtask to RC to confirm shift structure (only relevant for PUDO shifts) 
  • Add due date for 'tomorrow'

Feedback Gathered (WOS only) (RC)

  • Assign subtask to RC to gather feedback about shift (only relevant for WOS shifts) 
  • Add due date for 'tomorrow

Email Waitlist after 3 months of going live (OSO)

  • Assign subtask to yourself for 3 months time
  • Send email to those volunteers on the waitlist after 3 months and advise status of shift eg. is it likely they will be waiting a while? mention other shifts close by/similar time?

Top Up

The following subtasks are only to be completed if a Top Up of the team is needed. If a Top Up is flagged, click and drag all of the below subtask up to the top of the BUILD/TOP UP task.

Confirm current team in MyOS & need for top up (SC)

  1. Head to the Volunteer Opportunity 
  2. Copy and paste or screenshot the current list of volunteers
  3. Comment on the BUILD/TOP UP task asking the SC to confirm the current list in MyOS eg. do any volunteers need to be removed from the team?

Add shift to Builds & Top Ups project (OSO)

  1. Head to the TOP UP task
  2. Click the 3 dots in the top right corner > add to projects > search for Builds & Top Ups project > once added, update necessary fields on task 

Contact any 'Applied' volunteers (OSO)

  1. Call each volunteer sitting as 'Applied' and follow up with an email asking if they can still join the team (keep in mind these people may have been sitting as Applied' for a little while)
  2. Add task for volunteer under the 'Volunteer Team Correspondence' task to keep track of your communication

Email existing volunteer waitlist (track communication via MyOS) (OSO)

  1. Email all volunteers sitting on the waitlist using relevant template from PROCESS: Adding Volunteers (Active Shift)
  2. Monitor responses in the vol@ AU/NZ inbox
  3. If no response after 7 days, send SMS to volunteers

Mark shift as 'priority' in MyOS (OSO)

  • MyOS
  1. Volunteer Opportunity 
    • General tab - Update description box template
      • Click Save 
    • Demand tab 
      • Demand - set demand higher than current number of volunteers to ensure people can apply straight away for the shift eg. if you are looking for 2 additional volunteers, increase demand by 2-4
      • Click Save
    • Settings tab 
      • Tick 'Promoted' box
      • Click Save
    • Custom Fields tab 
      • Add Priority flag
      • Click Save

Email volunteers on other waitlists with similar availability (OSO)

  1. Find other shifts that occur on the same day, similar time, similar location > email all volunteers sitting on the waitlist using relevant template from PROCESS: Adding Volunteers (Active Shift)
    1. Include mention of other Builds/Top Ups in same message!
  2. Monitor responses in the vol@ AU/NZ inbox
  3. If no response after 7 days, send SMS to volunteers

If viable, contact 'Not on Waitlist' & 'Training' volunteers (OSO)

  1. First, check when the last time these checkpoints were sent communications from MyOS
  2. If viable, send SMS template to both checkpoints advising this shift is looking for additional volunteers
    1. Include mention of other Builds/Top Ups in same message!

Confirm if a Bulk GV Drive is needed (OSO)

  1. Are there more than 4 priority shifts in the service location?
  2. No new volunteers have signed up since first beginning this top up?



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