Feature
Events
Create one-time or recurring events and schedule volunteers.
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Create series within the event
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Define positions to schedule
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Support for multiple locations
Create one-time or recurring events and schedule volunteers.
Whether you are planning a one time event or need to schedule weekly volunteers, the events feature can help get your volunteers on the same page.
Series allows you to group related events to define a specific instance of the event, such as a monthly topic, a season or curriculum cycle, or an occurrence of a yearly event. A series can take place on one day or over multiple weeks on a set recurring schedule.
For each event, you can define the positions needed, based on time, area, and even different locations if necessary, and define what teams are allowed to be scheduled in those positions.
Easily schedule your team members for the positions needed and track their responses. People can accept or decline the request, and can block out dates they are unavailable.
Associate content, such as videos or documents, for each position to tailor what each team needs. This content will be made available to your teams from their schedule as well as in their available content.
Associate a project with the event to help plan and track the tasks necessary to make the event a success.
Add a group chat to the event series to better share information with the people scheduled for the event.
Users will see all of their scheduled events from the My Schedule page. Here they can accept or decline a request and view any content associated with their position.
In the sample below, we will walk through planning a VBS event.
The first thing we do is define the positions needed for VBS. In this example, VBS is only held at one location. All volunteers are scheduled from 9am to 12pm and we need two of each position. We have also identified what teams are allowed to be scheduled for each position.
In the VBS event, we created a new series called Space Quest that is the week of July 14. When we created the series, we indicated that it would recur daily for five occurrences, which then generated schedules for each day of the week.
Within the series Space Quest we see the five days created for the event. We gave each day a descriptive name. If needed, we could add or remove days from the series.
We can now schedule the volunteers to staff the VBS. The schedule is created based on the positions we defined in Step 1. The list of volunteers available to be scheduled for each position slot is determined by the teams we selected for our position. We can see if a volunteer has accepted or declined, and can add or remove slots for a position if necessary.
Each position/team scheduled for VBS has different materials and guides they need for their role. We can now associate different content with each position. Volunteers scheduled for their roles will now have access to the content as they prepare for VBS.
We previously created a project to help us plan for VBS. We can link the project to the event to easily have access to the project right from the event tab.
To facilitate communication among all of our VBS volunteers, a group chat was created. Volunteers who accept the schedule request for VBS are automatically added to the chat.
