Monthly Volunteer Schedule Automation with Shift Matching
Medium~45h estimated$4,275/yr value
What they need
Automate the monthly volunteer scheduling process by collecting availability via Google Forms and automatically matching volunteers to Saturday/Sunday morning and afternoon shifts, then distributing the completed schedule.
Build brief
Problem
A nonprofit staff member manually coordinates a monthly volunteer schedule for approximately 20 volunteers. Each month, the staff member must poll volunteers for their availability, manually match responses to available shift slots, resolve conflicts, and communicate the final schedule. This process
Current process (225 min/run)
- 1Determine the upcoming month's shift dates (all Saturdays and Sundays, morning and afternoon slots)(15m)
- 2Compose and send a group email to all ~20 volunteers with a link to the Google Form availability poll(20m)
- 3Wait for volunteer responses to come in via Google Forms(0m)
- 4Export or review Google Forms responses and cross-reference with the Excel spreadsheet(30m)
- 5Manually match volunteer availability to open shift slots, attempting to fill all shifts fairly(90m)
- 6Resolve gaps or conflicts where shifts cannot be filled or volunteers are double-booked(30m)
- 7Record the finalized schedule in the Excel spreadsheet(20m)
- 8Communicate the finalized schedule to volunteers (presumably via email)(20m)
Tech stack & integrations
Google Forms API / Google Sheets APIScheduling / constraint-satisfaction logicEmail automation (e.g. Gmail API or SendGrid)Python or JavaScript (Node.js)Spreadsheet data modelingMake (Integromat) or Zapier (optional workflow orchestration)
Full build specification available after claiming this project