Help > Tools >
Previous Next

Volunteer Management

Volunteer Scheduling
This section is designed to help you schedule, manage and track Volunteer Opportunities. As an Admin, you'll need to be logged in to the Admin section of your site and navigate to the Admin>Tools>Volunteer section of your site. From here (shown below), you'll be able to add individual and recurring Volunteer Events, Importing Events from a spreadsheet, View the Existing Event Schedule and Report by Member on number of events they have signed up for.

Create a Volunteer Event

Volunteer Event Schedule
This the same schedule that the general public will see when there are events scheduled. By default, the schedule will show upcoming events - or events that have not yet ended. By clicking the Filter option, you can search the Schedule for a date range, keyword or category. As an Admin, you will have the opportunity to view members who have volunteers for an event by simply clicking on the Status. On the resulting window, you'll be able to remove these members, assuming they did not show up or could not make the event.

Admins (assuming they have been given appropriate rights) can also:
Edit Event
- Edit an event
- Manually assign individuals to events
- Delete an event

Import Volunteer Events
You can import Volunteer Events from a spreadsheet file rather than entering it all by hand.  To do this, you'll need to create a spreadsheet file containing a row for each event and columns across for each piece of information you wish to import.  The file you create must be saved as a comma separated value (.CSV) file.  Files of this types can be generated in Excel using the Save As dialog box.

You can also use a file that has been downloaded from your site using the "Download Report" Report Type from the Volunteer Report section. These files can be directly re-imported after downloading.  In this way, the downloaded report can become a backup and can later be restored by simply re-importing it should something be added incorrectly.  You can also use the downloaded report to make changes en masse and then re-import the changes.

The information you can include in the import file is specified below. 

Column Heading
EventID Internal database record ID from the database.  These numbers should only come from downloaded data from the website and are used to identify each event's existing data record.  If these numbers are not present, or cannot be matched within the system, a new record will be created.
Date Required - Must be in MM/DD/YYYY or MM/DD/YY format
Start Time Required - Must be in HH:MM AM/PM format
End Date Optional - only required for multi-day events
End Time Required - Must be in HH:MM AM/PM format
Facility Optional - must match EXACTLY with an existing facility's name or alias
Category Required - can be either a new or existing category
Title Required - up to 256 characters
Description Optional, but suggested - up to 256 characters
Email Optional - Email Address(es) entered here will be notified upon a member volunteering for an activity.
Quantity Must be numeric - Leave blank to set to unlimited
Credits Optional - Must be numeric
Team Can either be 'BOARD' or the name/alias of a current season's team. Add a multiple teams, by separating with a semi-colon. Leave Blank or enter "ALL" for All logged in members.
Delete Enter the word 'DELETE' in this column to delete event.

Volunteer Reports
This tool will allow you to create a report for all members who have volunteered during the span of a season or during specified dates. This report can either be an on-screen "List"-style report (LISTING REPORT) or downloaded into a .csv spreadsheet file (DOWNLOAD REPORT). You can also, use members of teams and/or facilities as additional filters for the report.

The report will include the members name, number of events volunteered for, number of completed events total hours and, if applicable, total credits.

© 2012, LLC. All rights reserved.