The Events tab provides two major functions: (1) it provides a location to create a one-time or recurring volunteer opportunity for your organization; (2) it displays a comprehensive calendar with all past, current, and future volunteer shifts.
How to Read the Events Tab
The Events tab should appear similar to the image below. The Events calendar is displayed as a monthly calendar, opened immediately to the current month. The arrows to the right and left of the current month allow you to look at past and future months' event calendars. The "Today" button will always take you back to the present day.
Once an event is published and made "public", it is added to the Events calendar. This events calendar can be posted to your website, where you can direct volunteers to sign up for shifts. The event is listed via its title and start time. At the bottom of each date with events is a progress bar, demonstrating how many volunteers have signed up vs. total volunteers needed; i.e., if events in a day require a total of 16 volunteers, and only 5 have signed up, then the progress bar will read "5/16."
To read more about an event, click on its title. A box will pop up beside it like the one below:
Because I clicked on 9:00 am Build on April 14, 2021, I can now see all the events for that day. Each event has a time duration, brief description, and a separate progress bar to let me know how many volunteers have signed up for each event vs. how many are needed. For example, the 9:00 am Build that I selected runs until 11:00 pm, it is about building for the Lenor family, and 0 out of 4 volunteers have signed up.
Using the Event Summary Page
To gain more information about the event, click on its title ("Build," in this example) within this small pop-up window. You should be taken to a screen like this:
The screen will immediately open to the "Event Summary." This summary will include:
- the event's time
- its location
- its description
- the day-of-event instructions for volunteers
- the point of contact for the event (if applicable)
- its visibility - Visibility indicates whether the event is public or private; public events can be seen by and registered for by anybody, while private events are only visible and available to those with a direct link.
There will also be a "Status" on the upper right hand side. This will tell you if the event is passed, live (meaning volunteers can still register), or drafted (meaning it is not yet published).
Scrolling down the "Event Summary" page will give you more information pertaining to the volunteers:
Here, you can see the signups summary - 0 out of 4 needed volunteers signed up. To break down the volunteer roles needed, you can see that 1 individual was needed for framing and 3 were needed for roofing. Finally, there is a comment section that allows you to add and save comments regarding the event.
Using the Volunteers Page
From the "Event Summary" page, you can access the "Volunteers" page. To better understand this section, we will utilize an event that actually has volunteers signed up: our "Faith Event." The "Volunteers" page looks like this:
You can now see all of the volunteers that have signed up for the event; in this case, the one volunteer. You can see his name, email, phone number, and his shift and role. If there had been a multitude of volunteers, you could utilize the dropdown "Shift" and "Role" options to filter out results.
There are various functions on the "Volunteers" page:
- To email volunteers: Click on the box to the left of each volunteer to email and select the blue "Email" button above.
- To export your volunteer list into a CSV file: Click on the box to the left of each volunteer to email and select the blue "Export" button above.
- To add a volunteer: You cannot add a volunteer once an event has passed. However, if the event had been live, you would select the "Add" button above.
- To remove a volunteer: Select the man-with-an-X icon in the rightmost column of the volunteer you would like to remove.
More Resources on Using the Events tab:
- Creating an Event
- Editing an Event
- Cancelling an Event
- Register a Volunteer to an Event
- Removing a Volunteer from an Event Shift
- Sharing the Event
- Sending Emails to Volunteers
- Canceling Volunteers' Registration for an Event