Rostering Volunteer Tasks
Once you've got your set of willing workers, you now want to start rostering all the tasks that you need them to do so they can start racking up their hours.
Creating Tasks
The first time you view your central Volunteer Roster, there will be no tasks in the system. You can create your first task by clicking on the button highlighted below.
The resulting popup screen will allow you to enter the details of the task. The bottom field is important - how many people do you need to fill the position.
After you've completed the details of the task and confirmed, you'll be placed in the central task window.
Filling Positions
In the central task window, you'll always see a bar across the top that tells you how many volunteers you've got to service this task, and how many more you need. This will obviously depend on how many places you made available when creating the task.
Click on the button highlighted below once you're ready to start trying to fill vacant positions.
You'll be presented with everybody in your Volunteer group. As soon as you select at least one checkbox next to each name, you'll be presented with a fly-up from the bottom that gives you two options.
Send Invite
If you click this button, you'll be able to send an email to the selected people. The resultant popup screen lets you specify a subject and a description.
After sending, each recipient will receive one of our usual emails with a big blue button to click on.
If they click on that button, they will be logged into the system and presented with a screen that allows them to fill the vacant position if they are interested. This is a first-come, first-served system. The first n number of people to click the button will secure the vacancies (where n is the number of places still remaining).
If the member is successful, they'll see this confirmation page.
If they were too late, they'll be told they missed the boat.
Fill Positions
If you already have prior knowledge of who is going to be volunteering for this task, then you can explicitly assign them into the vacancies and bypass the whole 'invite' process.
Task Finalisation
Once people have been assigned to the task, you have the ability to start tracking and taking notes immediately using the Edit button against each person's record in the central task window.
Once the task is finished (ie. in the past), you can finalise it, using the option highlighted below.
In the popup, you'll be able to specify the hours contributed for each volunteer who was assigned to that task. Initial values will be the length of the task by default, or if you already entered a value (outlined above), that value will persist.
The hours entered here will then roll up to be stored against each volunteer's record in the central group. This is the specific process whereby hours are recorded and remembered for the lifespan of your event.