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Volunteer Impact Standard Edition Administrator`s Guide

1. i Customization Options s Date Volunteered From Date Volunteered To Date Created From Date Created To Activity Category File Format CSV TXT XLS XLSX Sort Date volunteered ascending descending Date created ascending descending Activity name Volunteer name Output Individual hours logged by activity category activity volunteer name hours logged by entry type logged or timeclock timeclock start end date and time if applicable activity report group if applicable SIPRARRARGARRERARARARAARAARSSHKKRASHY Z2GREZTLLRAILRRZTE PEPPRRP PPE SS EEEE SSSSESSSEESS SESS S Volunteer Impact version 3 8 Standard Edition Administrator s Guide 136 APPENDIX Outputs Reports The following reports summarize outputs logged e Reports can be viewed on screen or exported to a file PDF DOC XLS MHTML e Output reports exports exported to PDF files can be in either Letter or A4 paper size portrait orientation Outputs by Volunteers gt Displays the total for a specific Output for each volunteer and graphs the seven volunteers with the highest outputs Reports Outputs by Volunteer Customization Options Anytown Museum e Sort Output totals Last name Telephone Inquiries Volunteers Output Totals 4 1 2010 3 31 2011 Output T e Date Range Output e Bar chart of output totals logged by volunteer e Table of output totals logged by volunteer Output Totals gt Displays the total Output for
2. Once rejected deleted you cannot retrieve the hours log entry or the outputs that may have been recorded for it A or x will indicate whether or not an hours log entry has outputs recorded A If you edit an hours log entry and click on Save the entry is approved If you click on Cancel any changes are not saved and the entry will still be awaiting approval A Hours can also be edited approved and rejected in the Hours tab of a volunteer s profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 86 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Approve or Reject Multiple Hours Log Entries To approve or reject multiple hours log entries 1 Either click on the Hours Approvals alert on the welcome page or go to People Approve Logged Hours 2 Inthe Change column place a checkmark in the box beside each hours log entry you wish to approve or reject or click on the Select All checkbox to select all hours log entries To de select one of the hours log entries simply click once on the box beside it 3 With the Change Selected button now active click on the arrow beside the button to reveal the available options 4 Choose Approve to approve all selected hours log entries or Reject to reject delete all selected hours log entries Change Selected Approve Reject 5 Click on the Confirm button to approve or reject the selected hours log entries To aban
3. days of the week and times of day morning afternoon evening night Custom Fields conditions based on custom field values options depend on the data type equal to not equal to greater than or equal to less than or equal to between empty not empty contains does not contain Qualifications conditions based on qualification levels equal to not equal to empty not empty ranking greater than or equal to less than or equal to and expiration dates if applicable Background Check no background check on file or a background check in progress passed or failed NOTE This feature is only available in organizations that are part of an Enterprise that is using the Background Check feature Activity Category signed up not signed up assigned confirmed or not not assigned on backup list not on the backup list for any activity within selected categories Activity signed up not signed up assigned confirmed or not not assigned on backup list not on the backup list for selected activities within selected categories list can include active inactive or all activities Activity Shift signed up not signed up assigned confirmed or not not assigned for the selected shift of an activity list can include active inactive or all activities Qualified For Activity qualified or not qualified for a specific activity list can include active inactive or all activities Schedule Date on the schedule confirmed
4. Screen Approve Qualifications A A a QO EE First Name Last Name Qualification Area Qualification Level Expiry Date Mary Bond Driver s License Current Yes O Pending Not Assigned Andy Morton Age Category Current Not Assigned 0 Pending 21 or older Andy Morton First Aid and CPR Certified Current Not Assigned Current Fi Pending Yes Pending 5 1 2014 Andy Morton Test Ranked Qualification Current Not Assigned Fj Pending College diploma Montgomery Scott Driver s License Current Yes F Pending Not Assigned Montgomery scott Training Reception Area Current Advanced O Pending Intermediate Leslie Winkle Criminal Records Check Current Passed with Conditions Current 3 1 2011 oO Pending Passed Pending 4 1 2011 Change Selected Select All O Volunteer Impact version 3 8 Standard Edition Administrator s Guide 84 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS To approve custom field or qualification values 1 From the Welcome Page a Click on either the Custom Field Approvals or Qualification Approvals system alert 2 From the menu option Go to either People Approve Custom Fields or People Approve Qualifications 4 The approval screen shows both the current and pending values for the custom fields or qualifications requiring administrative approval Information on this screen can be sorted by first name last name or custom field qualification by clicking on the sort buttons beside
5. t Miscellaneous Volunteer Impact version 3 8 Standard Edition Administrator s Guide 72 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Tabs and Sections in a Profile Main General information about the person separated into sections Contact e Values for username address email IDs telephone numbers birthday language volunteer photograph General Volunteer Interests e Custom areas of interest for more information see the section on General Volunteer Interests General Availability e Volunteer s availability mornings afternoons evenings nights for each day of the week Custom Fields e Values for Custom Fields Qualifications e Values for Qualifications and their expiration dates if applicable Miscellaneous e Values for security role status date joined timelog permission receive alerts contact person schedule display options email signature logged hours goal notes and database userid Items marked with an asterisk are only applicable if the person s security role is set to Administrator Assign Assign the person to an activity Schedule View the person s schedule and generate a monthly schedule report Hours View log edit and approve hours Sections New Timelog Entry Unapproved Timelog Entries Approved Timelog Entries Communicate Send or display messages to the person Sections Send Text Message Send Email Personal Message visible only to the specific volunteer when he she logs
6. 1 GOTO Activities Manage Activities Move your mouse over i e hover the desired activity When presented with the choice of View Edit Delete Copy click on Edit Click on the Schedule section header to edit the contents Click on the link to Edit beside the desired shift You can a new value for any of the fields start date start time end time Select what should be done with people who were already assigned to this shift of the activity a Do not change existing activity assignments b Set existing activity assignments to be unconfirmed Volunteers will need to re confirm their assignment to the revised date time c Delete existing activity assignments Volunteers will no longer be assigned to this shift 8 Select what should be done with people who were already signed up as available for this shift of oo ea O N the activity a Do not change existing availabilities Volunteers will still be listed as available for the revised date time b Delete existing availabilities Volunteers availability will be deleted and they will need to sign up for the revised date time if desired 9 Click on Save to save your changes or Cancel to abandon your changes Volunteer Impact version 3 8 Standard Edition Administrator s Guide 56 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Deleting Shifts from a Scheduled Activity To delete one or more shifts from a scheduled activity 1 GOTO Activities Manage Activiti
7. 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section 4 Move your mouse over i e hover the desired volunteer name 5 When presented with the choice of View Edit Change Status choose Edit 6 Click on the Reports tab e Comparisons Interactively compare and view hours and outputs recorded for a year quarter month and week e Number of Hours by Month View hours and entries made in chart and table format e Hours and Outputs Report View and export a summary report of the hours and outputs recorded for a specific date range e Detailed Hours Report View and export a report detailing all hours entered for a specific date range e Export Logged Hours Export all information about hours entered for a specific date range Schedules A variety of pre built reports are available within Volunteer Impact enabling you to report on volunteer schedules For more detailed information on the contents of each of the pre built reports available go to Schedules Schedule Descriptions All reports may either be exported to a file by clicking on the Export Report button or viewed on screen by clicking on the View Report button Export file tyoes include Adobe PDF document PDF MS Word 97 2003 DOC MS Excel 97 2003 XLS and MHTML Web Archive
8. 3 Click on the Basic Info header if required to expand that area and specify the basic identifying information for your activity 4 Click on the Schedule header if required to expand that area and first specify the type of schedule associated with your activity a If you have chosen an unscheduled activity Seasonal flexible you will not be able to specify specific dates and times for your activity b If you have chosen a scheduled activity recurring pattern disjointed one time you may specify the individual shifts associated with your activity by using a pre created template or by entering shifts from scratch 5 Click on the Visibility header if required to expand that area and specify who can see your activity displayed 6 Click on the Automation header if required to expand that area and specify whether or not the activity or shifts lock automatically volunteers are automatically assigned to a requested activity whether confirmed volunteers can remove themselves from an activity and whether or not there is a cutoff date after which volunteers cannot sign up for your activity 7 Click on the Qualifications header if required to expand that area and specify the minimum level required for each applicable qualification in order for a volunteer to be considered qualified for your activity 8 Click on the Outputs header if required to expand that area and specify the appl
9. Edit Delete click on the desired option You can edit the name of the activity worked the date volunteered the number of hours worked and the values for any outputs if applicable You cannot change the name of the volunteer who worked the hours nor the date the hours were originally logged A Hours can also be logged edited and deleted from within the Hours tab of a volunteer s profile A Once you have deleted an hours log entry you cannot retrieve it For further information please see the section on Approving or Rejecting Logged Hours Volunteer Impact version 3 8 Standard Edition Administrator s Guide 101 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Determining How Hours Were Entered Logged Manually or via the Timeclock You can determine if hours were entered manually or via the timeclock and by who GO TO People Edit Logged Hours Search for the desired logged hours to edit Click on the Search button to retrieve the results a ae ea Move your mouse over i e hover the Info button to the left of an hours log entry You will see information associated with the hours log entry activity volunteer number of hours status date volunteered date created updated entry type entered by timeclock information outputs recorded Hours logged manually Hours logged via the Timeclock Activity Guest Services VIP Greeter Activity Administration Desktop Publisher Volunteer Plas
10. Manage Activities Click on the New Activity Category button NeW Activity Category Enter a name for this activity category next to Category Optionally include a description of this activity category Click on the Save button to save your activity category If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity category ae aed Quick Info on an Activity Category To view a quick summary of an activity category 1 GOTO Activities Manage Activities 2 Move your mouse over i e hover the Info button to the left of an activity category to reveal a summary View Edit Delete or Print an Activity Category To view edit or delete an activity category 1 GO TO Activities Manage Activities 2 Move your mouse over i e hover the desired activity category 3 When presented with the choice of View Edit Delete click on the desired option a Ifyou wish to print information on an activity category choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer Once deleted you cannot retrieve the activity category You will need to re create it If you delete the activity category the associated activities will not be deleted Instead they will be moved to the section labeled Uncategorized Activities New Activity New Ac
11. beside a different location gt Drag and Drop qualification area drag it to a new position and release the mouse button Delete Drag and Drop A You must create at least one qualification level before creating the qualification s that it will be associated with Afterwards you can create new qualification levels and add them to existing qualification areas Volunteer Impact version 3 8 Standard Edition Administrator s Guide 27 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Manage Qualifications Screen MEEA MEE OAE TAD AT ILEAK AEE New Qualification Level New Ranked Qualification New Unranked Qualification Qualification Areas Qualification Area Forms Attributes Microsoft Excel skill level 1 D Do you speak any languages other than English 1 m Volunteer Role Dd New Ranked Qualification New Unranked Qualification Qualification Levels Qualification Level Associated With Qualifications Advanced ra Beginner Board Member x volunteer v Yes v New Qualification Level New Qualification Level New Qualification Level Ga x Qualification Level Description lance Sove ZZ Attributes of a Qualification Level Qualification Level The text entered here is the name of the level This is a required field Description Optionally you may include a description of this qualification level To create a new qualif
12. volunteer 1 GOTO People Manage Applicant Volunteers or People Manage In Process Volunteers 2 Move your mouse over i e hover the desired volunteer name 3 When presented with the choice of View Edit Change Status Send Email Send Text Message click on the desired option a Foran email message fill in the fields to send a generic email or select a pre existing email template from the droplist Optionally you may add attachments maximum total size cannot exceed 4MB set the message priority request a read receipt and send a copy of the message back to you b Fora text message enter up to 100 characters of text for your message Optionally you can have a copy of your message sent back to you 4 Click on the Send button to send your message or the Cancel button to abandon sending the message to the volunteer Acknowledge First Contact You can acknowledge and confirm users that have been referred from a Community Hub A The option to acknowledge first contact is only available in Community Hub Actions e Info view quick information on a profile e View view a profile e Print print information on a profile when viewing it e Edit edit a profile e Send Email send an email to a person a valid email ID is required in the profile e Send Text Message send a text message to a person a valid mobile email ID is required in the profile e Confirm confirm accept the new person as referred from the Commun
13. 1 2 GO TO Activities Manage Activities In the Change column place a checkmark in the box beside each activity for which you wish to change the Active Status or click on the Select All checkbox to select all activities To de select one of the activities simply click once on the box beside it With the Change Selected button now active click on the arrow beside the button to reveal the available options Choose Set to active to make all selected activities active or Set to inactive to make all selected activities inactive Change Selected Set to active et to inactive Click on the Confirm button to change the active status of the selected activities To abandon your changes click on the Cancel button There is no Save button associated with this feature You can change the active status again by following the steps above Show or Hide Activity Categories and Activities You can show or hide the list of activity categories and activities To show or hide activity categories and activities I 2 GO TO Activities Manage Activities Click on the Show button to the left of either the Categories or a specific activity category section header to show all activities in all categories or just activities in the selected category or the Hide button to hide all activities in that category or just activities in the selected category Volunteer Impact version 3 8 Stand
14. 2 O 141 APPENDIX Schedule Export to Excel gt Activity assignment schedule details exported to Excel for additional filtering or manipulation Schedules Schedule Export to Excel _oetmtectntt smetam paneis tee tutes ene te ie te ett atti Sete Customization Options J ne T e Activity Type Scheduled Seasonal Unscheduled e Activity Category e Start Date range e File Format CSV TXT XLS XLSX Output e Schedule of activity assignments SSSBEISsaggggs 5 n 2 Ta ro ts rm w m re rs r rm te ka r 1 m w rs r m ci o m G T re w d T ro ci ci r m Schedule Summary Export to Excel gt Activity assignment schedule details exported to Excel for additional filtering or manipulation ___ Schedules Schedule Summary Export to Excel EF Customization Options b SS e Activity Type Scheduled Seasonal Unscheduled e Activity Category e Start Date range e File Format CSV TXT XLS XLSX Output e Summary of activity shift details Date time minimum maximum needed number signed up number assigned number confirmed Volunteer Impact version 3 8 Standard Edition Administrator s Guide 142 APPENDIX Appendix 5 Documentation Revisions Addendum Date 82 Revision details 21 June 2011 e Initial publication 4 July 2011 Version 3 0 e Transitioning from version 2 to version 3 added as Appendix 5
15. ADMINISTRATORS Recurrence The recurrence of the activity can be set by selecting the appropriate radio button e One Week Month weekly monthly activity occurs every week month i e 12 times per year e Two Weeks Months weekly monthly activity occurs every second week month i e 6 times per year e Three Weeks Months weekly monthly activity occurs every third week month i e 4 times per year e Four Weeks Months weekly monthly activity occurs every fourth week month i e 3 times per year Day For weekly activities you can create individual shifts by specifying the day on which it occurs For monthly activities you can either select a specific day of the month by entering a number or you can select a relative date e g first Monday from the droplists Start End Time Each shift has a start time and an end time To create a new activity shift recurrence template 1 oe i a a g GO TO Activities Manage Activity Shift Templates Click on the New Template button Mew Template Enter a name for this template next to Name Optionally include a description of this activity shift recurrence template Set the frequency of the activity by clicking either the Weekly or Monthly radio button You can only make one selection Set the recurrence of the activity by clicking either the One Week Two Weeks Three Weeks or Four Weeks radio button If you had
16. ADMINISTRATORS Searching for a Person You can search through your volunteers and administrators based on multiple criteria With those search results you can do many things including edit profiles send emails and text messages assign volunteers to activities and log hours The Search People Screen Search People 00018008 7 Search Status Filters Security Filters Current Search Options From Below Include 0 Search option s added Up to 5 search options allowed Search Options Search Results The Search section contains filters for status and security role along with other search options Your search results will appear in the Search Results section at the bottom of the screen You can show hide the contents of these sections by clicking on either the Show or Hide buttons in each of the section headers or by clicking on the section header itself Filters You can search based on the volunteer status Leaving all boxes unchecked will search across all statuses O Applicant Cl Inactive O Archived CJ In Process C Short Term CI Didn t Start O Moved C Deceased CO Accepted CJ Long Term C Rejected CI Guit CO other LI Dismissed Archived statuses are not available for Log Hours Send Email Send Text Create Mailing Labels Create Phone List Security You can search for either only volunteers or only administrators Leaving all boxes Filters unchecked will search across s
17. Icons and Buttons Re sizing and Moving Dialog Boxes Menu Structure Getting Hel Rich Text Editor SNS NON SNS SS Logging On To log on as an Administrator 1 Open your web browser Microsoft Internet Explorer Mozilla Firefox etc and type admin Volunteer2 com in the address bar 2 Type in your username and password and click on the Log In button volunteer m y 2 i l Volunteer Administrator Login Usernames are not case sensitive Username Passwords are case sensitive Password Forgot your username and password Click Here If you forget your username and or password click on the Click Here link below Forgot your username and password When the Reset Password window appears enter your username or email address and click on the Reset Password button A new password will be emailed to you and you will be able to log in with that new password and then change it to anything you d like All passwords are encrypted in our database which means that even we can t read them If you forget your password it will have to be reset To log on as a Volunteer 1 Open your web browser Microsoft Internet Explorer Mozilla Firefox etc and type MyVolunteerPage com in the address bar 2 Type in your username and password and click on the Log In button Volunteer Impact version 3 8 Standard Edition Administrator s Guide 2 SECTION 1 GETTING READY TO USE VOLUNTEER IMPAC
18. To filter the shifts in the display i Select the days of the week to display Note that only days with existing shifts scheduled will be displayed ll Select the start times to display Note that only start times associated with existing shifts scheduled will be displayed Volunteer Impact version 3 8 Standard Edition Administrator s Guide 88 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS iii Select the desired status Signed Up show shifts volunteer has already signed up for Not Available show shifts volunteer has not signed up for All show all shifts iv Click on the Filter Shifts button c Each shift will be displayed by date including the start time end time lock status if the volunteer has another assignment that overlaps with this one if the volunteer has another assignment on that day and whether or not the volunteer has already confirmed for the shift i Click in the appropriate box in the Signed Up Su column to mark the person as available for that shift You can return to assign the person later ii Click in the appropriate box in the Assigned As column to assign the volunteer to that shift You can remove the person from the assignment later if necessary d Click on the Save button to proceed or the Cancel button to cancel the operation If you have made changes the information displayed will be updated 11 When you are finished assigning the volunteer to activities you may cont
19. USING VOLUNTEER IMPACT ADMINISTRATORS Once their shift has ended they can return to the TimeClock to stop accumulating their hours and enter any applicable outputs accomplishments for the activity They will also have the option to begin recording hours for a new task by clicking on the Start a New Task button without having to log out and log back in Edit Stop or Delete a Running TimeClock When volunteers have logged in to the TimeClock you will be able to monitor who has logged in and either edit stop the clock or delete the entry Actions e Sort sort the display of running TimeClocks by first name last name start date start time and activity e Edit Stop Clock edit the date and start end time of a running TimeClock or stop a running TimeClock e Delete delete a running TimeClock The Manage Running Time Clocks screen Manage Running Time Clocks AL A a Q EE First Name Last Name Start Date Start Time Activity Tony Goodrow 11710 2010 12 00 AM Walkathon Registration Clerk Andrew Foster 4 14 2011 4 07 PM Guest services VIP Greeter Terry Lynch 4 20 2011 12 00 AM Walkathon Post Event Clean Up Crew To edit stop or delete running TimeClocks 1 GOTO People Manage Running Timeclocks a Tosort the information displayed click on any of the sort buttons beside the column headers b By hovering over the Info button beside a TimeClock entry you will see a quick summary of tha
20. display logged hours and remove entries if necessary e Contact send email to volunteer coordinators or committee members e Reports view hours reports and summaries e My Profile edit update your profile The Sign Up Tab Signing Up For Activities To sign up for an activity Log onto MyVolunteerPage com 2 Click on the lt Sign Up gt tab 3 If desired filter the activities by whether or not you are Qualified Generally Available according to the availability specified in your profile already Signed Up available already Assigned or on the Backup List Click on Filter Activities to refresh the display 4 Click on the desired activity and indicate your availability Signing Up For an Unscheduled Activity To sign up for an unscheduled activity Log on to MyVolunteerPage com Click on the lt Sign Up gt tab If desired choose the appropriate filters and click on Filter Activities to refresh the display Click on the link to the desired activity Click on the Sign Up button to declare that you are available for the activity and wish to be assigned to it If the activity is full you can click on the Add me to the back up list in case you ever need extras link This will tell the administrator that you have an interest in the activity even though it is currently fully staffed oa a After signing up volunteers will see one of two possible messages e You have not been scheduled for this activity yet but you have been
21. enabling you to assign Custom Fields and Qualifications to specific virtual forms When new volunteers sign up to work with you you can direct them to enter the qualifications and custom fields associated with a specific application form For example you may have seasonal ongoing and event specific volunteers You may have fields that are only required when student volunteers or adult volunteers sign up whereas some may be common to all forms When defining these objects administrators can now assign them to any all or none of the three potential application forms Administrator generates HTML links to specific application torma Administrator defines Custom Fields and Qualifications when a volunteer signs up d assigns them to Application F anG aSSiQns MEM To Applicaton Forme Fusion Fed A Custom Field B i arate APPLICATION FORM Custom Field een Qualification X ongoing Qualification Y v lunteers Custom Field A Qualification Z Custom Field B i Custom Field C lt Custom Field B Custom Field i Seasonal Qualification Volunteers Qualification X Qualification Z Qualification Y Qualification Z 2 E mean Qualification Z ne time event specific volunteers A qualification can be set to display on specific forms Display on Forms Form 1 J J Display O O O A custom field can also be set to display on specific forms Additionally you can specify that a value is required on specific forms Application Fo
22. not confirmed either confirmed or not confirmed or not on the schedule within a specified timeframe Hours Logged greater than or equal to less than or equal to a specific number of hours logged optionally within a specified timeframe on or after on or before between optionally for a specific activity or all activities within a specific category list can include active inactive or all activities Outputs greater than or equal to less than or equal to a specific number for a selected output optionally within a specified timeframe on or after on or before between Committees membership in a specific committee or committees Date Joined date range for person s start date on or after on or before between Birthday date range for a birthday year is not taken into consideration For each of these search options you can indicate whether the results must match all any or none of the specified conditions Results must match All O Any None Volunteer Impact version 3 8 Standard Edition Administrator s Guide 68 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS To search for a volunteer or volunteers 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 Select the appropriate status filters security role filters and or email filters for your search 4 If you have no further conditions to place on your search cl
23. visible only to Administrators To create a new committee 1 GO TO Configuration Committees i ly Click on the New Committee button NeW Committee Enter a name for this committee next to Committee Name Optionally include a description of this committee set the Communication Permissions for this committee by selecting the appropriate value from the droplist The default value is Not allowed to email ND Optionally specify a Meeting location and Meeting time for the committee Click on the Save button to save your committee If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the committee Quick Info on a Committee To view a quick summary of a committee 1 GO TO Configuration Committees 2 Move your mouse summary over i e hover the Info button Gi to the left of a committee to reveal a Volunteer Impact version 3 8 Standard Edition Administrator s Guide 36 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS View Edit Delete or Print a Committee To view edit or delete a committee 1 GOTO Configuration Committees 2 Move your mouse over i e hover the desired committee 3 When presented with the choice of View Edit Delete click on the desired option and follow a If you wish to print information on a committee click on the Print button the prompts to print the report to your desire
24. 14 Community Outreach 65 11 Winter Gaia 68 Administration 47 Guest Services Generated by www volunteer2 com on 3 28 2011 Hours by Activity Report Group gt Displays the number of logged hours and the number of volunteers contributing hours for each Activity Report Group and graphs the five most active Report Groups Reports Hours by Activity Report Group NOTE This report is only available if your organization is part of a Volunteer Impact Enterprise Edition account Customization Options e Sort Report group name Number ST of hours Number of volunteers memo O Ooo ones we Date Range fTotatHowrs Output e Table of total hours number of volunteers average hours per volunteer by report group Anytown Museum Report Group Totals 4 1 2010 3 31 2011 Volunteer Impact version 3 8 Standard Edition Administrator s Guide 132 APPENDIX Hours by Volunteer gt Displays the hours logged and number of entries logged by each volunteer Reports Hours by Volunteer Customization Options ee een a Sia Sort Number of hours Last name Minimum Logged Hours 1 Minimum hours e Date Range Output e Table of total hours and number of entries logged by volunteer z2 B Undernil David Carter James Stackhouse Sookie Adama Tamara McCoy Leonard Munro Mary Lynne Unteer Vol Kripe Barry Jansen George Kaye O Krabappel Edna 71 67 67 6 64 os 6 38 58 7 37 S7 57 56 55 54 i ce
25. 2 Type in your username and password and click on the Log In button VOLUNTEER Login Do you already have a username and Useta ina J Forgot your username and password Click Here password for myVolunteerPage com i Password Login here f l f Enter a county city or town name O i 7 F F Did an organization send you here to get and click the search button started Search Privacy Policy Information contained here is only visible to you and the specific organization s you volunteer for It will not be disclosed to any other party nor used for any other purpose Click here to view the complete myYolunteerPage com privacy policy Share Qa S Powererd by 2 VolunteerPage com i If you forget your username and or password click on the Click Here link below Forgot your username and password and follow the instructions above Volunteer Impact version 3 8 Standard Edition Administrator s Guide 112 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS The MyVolunteerPage com Home Page myVolunteerPage com Home Sign Up Assignments Hours Log Contact Reports My Profile 2 a A A Home Welcome Andrew HOURS Anytown Museum This Week 0 This Month 19 News This Year 46 N A Thank you to at our volunteers who took part in our recent Spring Festival here in town The event was an enormous success Your next shifts Guest
26. 20 01 2011 amp 00 AM 12 30 PM Carer James Thu 2001 2011 9 00 AM 12 30 PM Krabappel Edna Thu 2001 2011 2 00 AM 12 30 PM Stacunouse Sookie Thu 20 01 2011 2 00 AM 12 30 PM Umieer Vol Thu 2001 2011 1 00PM 4 30 PM Burns Charies Thu 2001 2011 100 PM 4 30 PM Caner James Thu 2001 2011 1 00 PM 4 30 PM Krabappel Edna Thu 2001 2011 1 00PM 4 30 PM Unteer Vol Bamett Stephanie Goodrow Tony Fr 21 01 2011 9 00 AM 12 30 PM Fri 2101 2011 9 00 AM 12 30 PM 416 555 1212 Fri 21012011 100 PM 4 30 PM Goodrow Tony 416 555 1212 Fri 21 01 2011 100 PM 4 30 PM Kirk James Fri 2101 2011 1 00 PM 4 30 PM Plaskon Dan Bamett Stepnanie Fedorek Ashiey Sun 23012011 8 00 AM 5 00 PM Sun 2301 2011 amp 00 AM 5 00 PM Sun 2301 2011 8 00 AM 5 00 PM Harper Darvel Sun 2301 2011 8 00 AM 5 00 PM Krabappel Edna Sun 2301 2011 8 00 AM 5 00 PM McCoy Leonard Sun 2301 2011 amp 00 AM 5 00 PM Umteer Vol a 2 282 2 2 2 8 2 lt i 2 2 8 2 2 2 2 8 2 2 lt 2 Mon 2401 2011 2 00 AM 12 30 PM Barnett Stephanie Generated dy waw volunteer2 com on 3 28 2011 All Activities by Volunteer gt Schedule of volunteers assigned to all activities in all categories between specified dates grouped by volunteer Schedules All Activities by Volunteer Customization Options Sort Last name First name Date Start time e Date Range Output e Schedule of volunteers assigned to Anytown Museum Schedule Organized By Volunteer 4 1 2010 3 31 201
27. 4 Click on the Contact List button to see a list of existing external contacts or to add a new external contact a To add a new contact click on the New Email Contact button and enter the information for the new contact Note that a first name last name and primary email ID are required To select a contact click in the checkbox beside the name or click in the checkbox beside Select AIl to select al contacts To add the selected contacts to the message click on the Add Selected Contacts button Optionally select an email template to use You can still edit the contents of the message Enter the subject for your message Optionally you can add attachments maximum total size cannot exceed 4MB set the message priority none low normal high request a read receipt and send a copy of the message back to you 10 Click on the Send button to send the email message gn a a Volunteer Impact version 3 8 Standard Edition Administrator s Guide 105 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Sending Text Messages to Multiple People To send an email to a person 1 GOTO Communications Send Text 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the optio
28. 4 Current Message to Volunteers cccccccccccsseseseeceeeeeeeeeeseecceeeeeeeaeesseeeeeeesssaaaeeeeceeesessuaaeeeeeeeesssaaaaeses 4 Comparisons Relative versus Total ccccccccescccceceecseeeseeeceeeeeeeaeseeeeeeeeesseaeeeeeceeesesssaaeeeeeeeeesssaaaesses 5 Mavo aO oE EE EEN AE E E AES E E EEEN 6 Cone ana BOTONS caters ee E S EE NEEE EE EEE 6 Vonne QUICK SOCEM euE EE AA A EEEE EEA 6 Re sizing and Moving Dialog BOXeS sssnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 7 Mom SUCE a AE E ENEE E E EEEN E EEEE 7 GENO TI I sE E EEA EEA E E 7 E aetna O AE EE AN ORE AN N A A AA inca E 7 O E ya AAA E AEE E AE N 7 Began pete enc en inset AEA N OSEA AN AAE E ASE E A S A E mentee 8 a E aera tm etnias ena EEE E N 8 Customer Suppan aid FESdDACRK oranana EEEN AAEE 8 sonalo ar MA aon Ne ioaea E Saa 8 RCH TOKT EG OM oo cisa aE EO EEE e EEEa a 8 AGadmng LINKS TO iS iS Or I ace cece essere cr atbaese coca auerseesenand ce sienieseucse a 9 Section 3 Configuring Volunteer IMPact cccenssccrenescereneneecenneneneonaneneonenestonenestone 10 Basic CONN GUANO is asstesce nes ensasssnenssenssoetuues snecegeneenneaensinnetetenensdenouenetotesnssQavenasabscsearaus 10 OFGaNIZATION SOTA S susesi AN S TAE EAS 10 Contact Information and Mission Statement a ecsisct conecccnncossecs Anecccedacnsenscwoovcnsuciedews dove nsenoeuiptiandcavadaueamsst 10 General Settings for your Organization gi csctparee carcas
29. 69 portrait orientation A Letter is the default format for profiles with the language setting of English USA or English Canada If English UK or English Australia is the language setting A4 will be the default format Most reports also permit sorting of data Number of hours Number of volunteers Activity category name and entry of a Date Range Hours Reports 12 Month Trend Hours by Category Hours by Category Filtered Hours by Activity Report Group NOTE This report is only available if your organization is part of a Volunteer Impact Enterprise Edition account Hours by Volunteer Hours by Volunteer Filtered Category Hours by Activity Activity Hours by Volunteer Logged Hours Excel Report Outputs Reports e Outputs by Volunteers e Output Totals e Outputs Excel Report Volunteer Profile Reports e Volunteer Profile Excel Reports A Information in a volunteer profile export can also be used to produce reports of birthdays and anniversaries For samples of report output and more detailed descriptions see Appendix 4 Reports e Hours Reports e Outputs Reports e Volunteer Profile Reports Volunteer Impact version 3 8 Standard Edition Administrator s Guide 109 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Hours and Outputs Reports Available in a Volunteer s Profile To produce hours and output reports for a specific volunteer from within his her profile
30. 8 July 2011 Version 3 0 e Clarified Display on Forms for custom fields and qualifications e Clarified Removing a Profile Archive 11 October 2011 Version 3 1 e Reflected updates to the software e Included additional instructions and clarifications e Added information on Group scheduling 1 November 2011 Version 3 2 e Reflected updates to the software 28 November 2011 Version 3 3 e Reflected updates to the software e Added information on refreshing statistics email preview and activity templates 6 December 2011 Version 3 4 Reflected updates to the software Added information on the Visual Schedule 1 January 2012 Version 3 5 Reflected updates to the software Added information on removing a profile Updated information on displaying months in the Visual Schedule 23 January 2012 Version 3 6 Added information on making bulk changes to custom field and qualification values Cover page updated with current version number and updated website information 14 February 2012 Version 3 7 Reflected updates to the software including the ability to produce a phone list including hours logged in a user export and emailing a volunteer his her schedule from within a profile 21 March 2012 Version 3 8 Reflected updates to the software including enhancements to searches any all none of selected criteria a redesign of qualification creation increased information in hours log exports and the ability to
31. Activity 9 00 AM 11 00 AM AGA 2 2 000o Examples Ongoing Activity 11 00 AM 1 00 PM m AEA 2 2 0 OO o0 Tuesday June 07 2011 start End Status Mn Mx BL Su As Co Examples Ongoing Activity 9 00 AM 11 00 AM m AEA 2 2 0 oO Oo OD Examples Ongoing Activity 11 00 AM 1 00 PM AEA 2 2 o oO Oo o0 A Hovering over an icon will display a tooltip explaining the meaning of the icon For a detailed explanation of the icons in this screen please refer to Icons and Symbols in the Unscheduled and Scheduled Activity Lists Volunteer Impact version 3 8 Standard Edition Administrator s Guide 92 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Assigning One Person Multiple People or a Group to an Activity To assign volunteers from the list of unscheduled or scheduled activities 1 GOTO Assign From the Unscheduled Activity List OR Assign From the Scheduled Activity List 2 If desired select the appropriate filters and click on the Filter Activities button 3 Click on the name of the activity or shift of an activity a4 a By hovering over the Info button i beside an activity or shift you will see a quick summary of that activity or shift 4 Inthe Assign Volunteers dialog you will see a summary that includes the name of the activity its status and the scheduling numbers minimum maximum backup list availability assigned confirmed For scheduled activities the date and time of the shift will also be displayed 5 Opt
32. Any of these attributes can be modified at any time TIP Hover over the Info button for more information on the output Classifications Click on the header for this area to expand or collapse the list of options Choose the area or type of work associated with this activity suitability and time duration commitments by checking the appropriate boxes Any of these attributes can be modified at any time Multiple checkboxes may be selected for each section e Schedule Classifications When an associated activity usually occurs day s and time s of day e Activity Classifications The type of work or sector such as animal care artistic trades office etc e Suitability Classifications Who an activity would be suitable for such as seniors youths adults groups families and those near or on a bus route e Time Commitment Classifications How much time is expected or required for the associated activity a few hours a day week month year or whenever time permits e Duration Commitment Classifications Suggested length of the volunteer commitment for the associated activity Once an activity has been created you can modify any aspect of it except for the schedule type You cannot add shifts to an unscheduled activity and you cannot make a scheduled activity unscheduled by removing all dates from it To create a new activity 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity
33. Edition Administrator s Guide 32 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Re ordering Qualifications Drag and Drop From the Manage Qualifications screen qualifications may be re arranged re ordered as desired by dragging and dropping them to a new position To drag and drop a qualification 1 GO TO Configuration Qualifications 2 Click on the Drag and Drop button to the right of the desired qualification Be sure to hold down the mouse button 3 Drag the qualification to its new location and release the mouse button You can repeat the steps above as necessary Show or Hide Qualification Areas and Qualification Levels You can show or hide the list of qualification areas and qualification levels To show or hide qualification areas and qualification levels 1 GO TO Configuration Qualifications 2 Click on the Show button to the left of either the Qualification Areas or Qualification Levels section header to show all items in that section or the Hide button to hide all items in that section Associating a Qualification with an Activity To associate a qualification with an activity please see the section on Activities Volunteer Impact version 3 8 Standard Edition Administrator s Guide 33 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Supporting Multiple Application Forms You can support up to three different Volunteer Application Forms for your organization
34. Enter a name for this qualification area next to Qualification Area Optionally include a description of this qualification Select the Expiry Setting if necessary Select the Volunteer Permissions for the qualification by selecting the appropriate value from the droplist The default value is Private Indicate on which forms to Display the qualification Note that providing a value for a qualification is optional Only custom fields can be made mandatory i e required Select the levels to associate with the qualification e To select one level from the list Click on it e To select multiple levels that appear immediately after each other Click and drag your mouse over the levels you wish to add e To select specific levels from the list Hold down the Ctrl key and click on each level you wish to add a Click on the Add gt gt button As you add a level from the list of Available Qualification Levels to the Qualification Levels box it will be removed from the available list If you add a level by mistake you can select it and click on the lt lt Remove button to remove it from the list You can re order the levels by selecting a level in the Qualification Levels box and clicking on either the Move Up or Move Down button The lower the level number the lower the ranking For example when ranking skill levels Beginner would be level 1 Intermediate would be level 2
35. Export Volunteer profile information exported to Excel for further data analysis Export 126 APPENDIX Schedules Schedule Descriptions All Categories by Date Single Category by Date Single Activity by Date All Categories by Category Single Category by Activity All Activities by Volunteer Schedule Export to Excel Schedule Summary Export to Excel Configuration Custom Fields Qualifications Outputs Committees Email Templates Organization Settings Links for your Website Edit My Profile Description of all schedule reports available in this menu Schedule of volunteers assigned to all activities in all categories between specified dates grouped by date Table schedule of volunteers assigned to all activities in a specific category between specified dates grouped by date Table Schedule of volunteers assigned to a specific activity between specified dates grouped by date Table Schedule of volunteers assigned to all activities in all categories between specified dates grouped by category Table schedule of volunteers assigned to all activities in a specific category between specified dates grouped by activity Table Schedule of volunteers assigned to all activities in all categories between specified dates grouped by volunteer Table Activity assignment schedule details exported to Excel for additional filtering or manipulation Export Summary of activity shift details minimum maximum needed number
36. Print button in the toolbar The minimum and maximum number of people needed for the activity or shift will also be included in your printed output Viewing Who is Already Assigned to an Activity or Shift To see who is already assigned to an unscheduled or scheduled activity 1 GO TO Assign From the Unscheduled Activity List OR Assign From the Scheduled Activity List 2 If desired select the appropriate display filters and click on the Filter Activities button 3 Click on the Show button to the left of the name of the activity or shift of the activity A list of assigned volunteers will display Alternatively click on the Show button beside the Activity unscheduled list or All Activities scheduled list header to see a list of volunteers assigned to all activities i October amp 2011 start Eng Status hi Me BL SU As Co H Group Activities City Green Up Days 5 00 AM 6 00 PM EA A a 20 w00 on o Last Name First Name Group Size Qualified Confirmed Borden Perry x DeBroussard Jonathan x Rotary Club of Anytown Volunteers xi Clicking on All Activities will only show the names of assigned volunteers if less than 100 shifts are displayed If a group has been assigned you will see the number of people in that group in the Group Size column to the right of its name If the person assigned is nota group i e 1 person no number will display in the Group Size column Voluntee
37. Screen Manage Committees AT AR EIL IE New Committee Committee Description Board of Directors Our board of directors Fundraising Assisting with internal and community fundraising efforts Social Get togethers and social activities New Committee Volunteer Impact version 3 8 Standard Edition Administrator s Guide 35 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS New Committee New Committee Cx x Committee Name x Description Communication Permissions Wot allowed to email v Meeting location l _ Meeting time ED Attributes of a Committee Committee Name Description Communication Permissions Meeting location Meeting time ZZ The text entered here is the name of the committee that will be visible to all people assigned to it This is a required field Optionally you may include a description of this committee that will be visible only to Administrators By clicking on the droplist you can set the Communication Permissions for volunteers assigned to the committee e Not allowed to email committee is not visible to volunteers and they cannot contact committee members via email e Allowed to email committee is visible to volunteers and they can contact committee members via email Optionally you may specify the location where the committee meets This will be visible only to Administrators Optionally you may specify the time when the committee meets This will be
38. Thu 20 01 2011 Thu 2001 2011 Thu 2001 2011 fi 21012011 i 21012011 ri 21012011 fi 21 01 2011 i 21012011 un 23012011 n 23012011 un 2301 2011 Su Su Sun 23012011 S Su n 2 01 2011 300 AM 3 00 PM amp 00 AM 1230 PM 00 AM 1230 PM amp 00 AM 1230 PM amp 00 AM 1230 PM amp 00 AM 1230 PM amp 00 AM 1230 PM 1 00 PM 4 30PM 1 00 PM 4 30 PM 1 00 PM 4 50 PM 1 00 PM 4 50 PM amp 00 AM 1230 PM amp 00 AM 1230 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM amp 00 AM 5 00 PM amp 00 AM 5 00 PM amp 00 AM 5 00 PM amp 00 AM 5 00 PM amp 00 AM 5 00 PM Generated Dy waw volunteer2 com on 3 28 2011 Websae Ector Cniloren s Program Guide Cnijoren s Program Guide Chiloren s Program Guide Cnijoren s Program Guide Cniloren s Program Guide Cnilcren s Program Guide Children s Program Guide Cniloren s Program Guide Cnijoren s Program Guide Cniloren s Program Guide Chiloren s Program Guide Cniloren s Program Guide Chilicren s Program Guide Cniloren s Program Guide Chiloren s Program Guide Cniloren s Program Guide Cnilcren s Program Guide Cniloren s Program Guide Cniloren s Program Guide Cniloren s Program Guide All Categories by Category gt Schedule of volunteers assigned to all activities in all categories between specified dates Foster Andrew Bond Mary Bums Charnes Carter James Krabdappel Edna Stackhouse Soowe Unteer Vol Bums Cnaries Carter James Kradappel Edna Unteer Vol Bam
39. Volunteer Impact version 3 8 Standard Edition Administrator s Guide 102 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS d Choose a sort method activity name date created ascending date created descending date worked ascending date worked descending or volunteer name 3 Click on the Search button to retrieve the results The Search Results section will display the activity last and first name of the volunteer hours logged date volunteered date created and whether or not any outputs were logged a For quick info on an hours log entry activity volunteer status date volunteered date created move your mouse over i e hover the Info button to the left of an hours log entry 4 Place a checkmark click in the checkbox to the right of each hours log entry you wish to delete To select all entries for deletion click in the Select All box at the bottom of the screen 5 Click on the Delete Selected option at the bottom of the screen 6 Click on the Confirm button to confirm the deletion of the selected hours log entries or click on the Cancel button to cancel the deletion For further information please see the section on Approving or Rejecting Logged Hours A Once you have deleted an hours log entry you cannot retrieve it Reporting on Logged Hours You can see a list of hours logged from within the lt Hours gt tab of a volunteer s profile To produce reports of hours logged for multip
40. Wednesday Gatober 06 2011 6 02 02 FM Year Guarer Month Werk ors are Toimi Freta Current CT re i en Cuei Tourism ith Hort ag ag W4 f ET 1 Peara 1E T75 rp b z ETE Se Toure N a m 1 Murie of Perici Fea Trae m a Tap npr a B Ha k k Saik n pure oO Ma Hours 34 113 131 Ti 1 Ti 13 103 370 5 35 3 Volunteer Impact version 3 8 Standard Edition Administrator s Guide SECTION 2 GETTING FAMILIAR WITH VOLUNTEER IMPACT Navigation There are many ways of getting around simply in Volunteer Impact Menus hover over a main menu item to see what options are available and click on the desired option Buttons clicking on a button within a menu example Save Cancel will execute the functionality associated with it Icons hovering over an icon will reveal a tooltip explaining what that icon is for clicking on the icon will execute the functionality associated with it Links links display as underscored within Volunteer Impact clicking on them will execute the functionality associated with it and or navigate you to another window Section Headers within the set up of activities custom fields qualifications etc information is divided into sections clicking on the headers for those sections will show hide information in that section Windows often a window will pop up offering you further options windows and dialog boxed can sometimes be resized or moved on the screen Hover moving you
41. a search see the section on Searching for a Person a If searching for specific people below the results indicating the number of people found by your search you can click on the People Found section to display the list of people To de select a person i e remove from the export click in the checkbox beside their name 3 You can choose to export other values from the profiles by clicking on the header for the appropriate section a Basic Export Columns choose all or specific contact and miscellaneous information to include first name and last name will always be included b Custom Fields choose all or specific custom field values to include c Qualifications choose all or specific qualification values to include d Hours Logged enter a date range date volunteered date hours entered for total logged hours to include e Login History choose to include the last date the volunteer logged in 4 Select the appropriate file format CSV TXT XLS XLSX for the export 5 Click on the Export Users button A dialog will appear asking if you wish to open or save the resulting file The resulting spreadsheet can be used to produce a customized report or serve as data for a mail merge Producing an Export of One Person s Logged Hours To produce an export of logged hours for one person GO TO People Search Enter criteria to search for the appropriate person or people For more information on performing a search se
42. also see e asummary of your logged hours o Click on HOURS to view the hours and delete any incorrect entries e your upcoming activity assignments shifts if applicable o Click on Your next shifts to view upcoming assignments both unscheduled and scheduled and confirm decline or remove yourself from any assignments where applicable o Ifyou have been assigned as a group the number of people in the group will display within parentheses after the name of the activity e any unconfirmed activity commitments assignments o Click on the Confirm Now button to confirm any activities to which you have been assigned HOURS This Week 0 This Month 30 This Year 32 Your next shifts Guest Services Children s Program Guide Tuesday March 29 2011 9 00 AM 12 30 PM Guest Services Information Booth Attendant Wednesday March 30 2011 9 00 AM 12 30 PM Guest Services VIP Greeter Thursday March 31 2011 9 00 AM 5 00 PM You have commitments to confirm a Volunteer Impact version 3 8 Standard Edition Administrator s Guide 113 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS Tabs Home Sign Up Assignments Hours Log Contact Reports My Profile The following tabs are available from the Home Page e Home return to the Home Page e Sign Up sign up for activities e Assignments display activity assignments and confirm decline remove from activities and generate print your schedule e Hours Log
43. and Advanced would be level 3 Click on the Save button to save your qualification If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the qualification Volunteer Impact version 3 8 Standard Edition Administrator s Guide 31 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Quick Info on a Qualification To view a quick summary of a qualification 1 GO TO Configuration Qualifications 2 Move your mouse over i e hover the Info button Gi to the left of a qualification A dialog will appear showing a summary of the attributes qualification area type of area volunteer permissions forms expiry settings of the selected qualification View Edit Delete or Print a Qualification To view edit or delete a qualification 1 GO TO Configuration Qualifications 2 Move your mouse over i e hover the desired qualification 3 When presented with the choice of View Edit Delete click on the desired option a If you wish to print information on a qualification choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer You cannot change the expiry setting whether or not the qualification expires or the type of qualification i e ranked or unranked once it has been created You can however change the ranking order in a ranked qualification Once d
44. associate a URL with a banner Clarified date and time formatting 15 April 2012 Version 3 9 Reflected updates to the software including enhancements to email history of emails new archive status reasons didn t start other the ability to switch between view and edit modes in a profile and accessing the volunteer s last login date Volunteer Impact version 3 8 Standard Edition Administrator s Guide 143
45. beside the button to reveal the available options 6 Choose the appropriate status to apply to all selected people Change selected a Set to Applicant Set to In Process Set to Accepted Set to Inactive short Term Set to Inactive Long Terr Me 7 Click on the Confirm button to change the status of the selected people To abandon your changes click on the Cancel button There is no Save button associated with this feature You can change the status again by following the steps above Archiving a Profile You can archive profiles for volunteers that didn t start have been rejected dismissed moved quit deceased or for other reasons 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed 4 Move your mouse over i e hover the desired volunteer name 5 When presented with the choice of View Edit Change Status choose Change Status a If an email ID exists in the volunteer s profile you will also have the option for Send Email If a mobile email ID exists in the volunteer s profile you will also have the option for Send Text M
46. can edit any profile in your organization and change the password if necessary 1 GO TO People Search 2 Click on the Search header to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed Move your mouse over i e hover the desired person s name When presented with the choice of View Edit Change Status choose Edit In the Main tab click on the Contact section Click on the Change Password button In the Change Password window enter a new password and confirm it The text you enter will display as a series of bullets e 9 Click on Save to change the person s password or Cancel to abandon the changes A While you can change a person s password you cannot see a person s current password Volunteer Impact version 3 8 Standard Edition Administrator s Guide 78 e e SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Managing Volunteers Managing Applicant and In Process Volunteers 2 Applicant Volunteer or In Process Volunteer refers to the current status of a new volunteer You can view edit and change the status of a volunteer Actions Info view quick information on an applic
47. change the Active Status or click on the Select All checkbox to select all general volunteer interests To de select one of the general volunteer interests simply click once on the box beside it 3 With the Change Selected button now active click on the arrow beside the button to reveal the available options 4 Choose Set to active to make all selected general volunteer interests active or Set to inactive to make all selected general volunteer interests inactive Change Selected Set to active Set to inactive 5 Click on the Confirm button to change the active status of the selected general volunteer interests To abandon your changes click on the Cancel button There is no Save button associated with this feature You can change the active status again by following the steps above Volunteer Impact version 3 8 Standard Edition Administrator s Guide 19 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Custom Fields Beyond basic contact information in a volunteer s profile you can collect and store further information about a volunteer in a Custom Field Custom fields with something in common can be grouped together into a Custom Field Category b 1 Examples Emergency contact name Date of last certification How did you hear about us etc Area What it contains How to get started For more information New Custom Field Create a custom field Configuration See i
48. changes Click on Delete to delete the email message template or Cancel to keep it Delete an email message template Configuration gt gt Email Templates gt Hover Delete The Manage Email Message Templates Screen Manage Email Message Templates AL A A 9 EE New Template Template Name Description sent to remind volunteers of an upcoming activity assignment Email to be sent to volunteers that have just signed up New Template Volunteer Impact version 3 8 Standard Edition Administrator s Guide 13 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS New Email Message Template New Template SIOR Template Name Description Subject j x Body Cancel ES g Attributes of an Email Message Template Template Name The text entered here is the name of the email message template This is a required field Description Optionally you may include a description of this email message template that will be visible only to Administrators Subject The text entered here is the subject of the email message to be sent It will appear to the recipient s of the message just as with any email Body The text entered here will appear within the body of the email message to be sent You can format the text font emphasis etc and include the first and or last name of the recipient To create a new email message template 1 GO TO Configuration Email Templates Click on the Ne
49. click on the Export Report button Paper Size and Volunteer Impact version 3 8 Standard Edition Administrator s Guide 116 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS The Hours Log Tab Viewing and Deleting Logged Hours To view hours you have logged or hours that have been logged for you 1 Log on to MyVolunteerPage com 2 Click on the lt Hours Log gt tab 3 You will see a listing of hours logged If any of the hours have been entered in error you will have the option of deleting them by clicking on the Delete option Logging Hours To log hours for an activity you have worked 1 Log on to MyVolunteerPage com 2 Click on the lt Hours Log gt tab 3 Select the activity for which you are logging hours by selecting if from the droplist beside Activity This field contains a list of Recent activities If you don t see the activity you are looking for click on the link All Active Activities or All Inactive Activities You can return to the Original list of activities by clicking on the Recent link 4 Enter the date you worked in the field beside Date Volunteered 5 Enter the number of hours and minutes worked 6 Enter the value for any output s associated with the activity 7 8 Optionally click the checkbox to Post my hours to Facebook Click on the Save button to create the hours log entry If volunteers belong to multiple organizations they will first have to select the orga
50. cn 53 52 ow es an amp Bond Mary Heracies Tad fi tester tester Smith Boo Generated by wew volumeerc com on 3 28 2011 Volunteer Impact version 3 8 Standard Edition Administrator s Guide 133 APPENDIX Hours by Volunteer Filtered gt Displays the hours logged and number of entries logged filtered on volunteer profile data Reports Hours by Volunteer Filtered Customization Options airam 12010 3 31 2011 Profile Search sonoma i amarok Sort Number of hours Last name Minimum hours Date Range Output e Table of total hours and number of entries logged by volunteer Undemil David Carter James Stackhouse Sookie Adama Tamara McCoy Leonard Munro Mary Lynne Unteer Vol 71 67 67 ce 64 ie 60 58 58 57 37 37 37 56 55 54 ie 54 54 53 Kripke Barry Jansen George Kaye O Krabappei Edna a n an amp Bond Mary Heracies Tad fi tester tester Smith Boo Generated by wew volumeerc com on 3 28 2011 Volunteer Impact version 3 8 Standard Edition Administrator s Guide 134 APPENDIX Category Hours by Activity gt Displays the number of logged hours and the number of volunteers contributing hours for each Activity within a specific Activity Category and graphs the five most active Activities Reports Category Hours by Activity Customization Options i mi tng e Sort Number of hours Number of Activity Totals 4
51. de select a person i e remove from the labels click in the checkbox beside their name 4 Select the appropriate Label Type from the list of Letter 8 5 x 11 or A4 210mm x 297 formats a The following formats are supported Avery 5160 5161 5163 5164 5167 J8158 J8159 J8160 J8162 J8163 5 Optionally you can include the name of the country in the label by clicking in the Include Country checkbox 6 Sort the output by last name or postal zip code by choosing the appropriate Sort option 7 Select the appropriate file format PDF DOC for the labels 8 Click on the Download Labels button A dialog will appear asking if you wish to open or save the resulting file Mailing Label Options Label Type Letter 8 5 x 11 Ad 210 x 297mm Avery 5160 1 x 2 5 0 Avery JO156 b4 x 26 7mm O Avery 5161 1 x4 O Avery JB159 64 x 34mm Avery 5163 2 x 4 O Avery JB160 63 5 x 38 1mm Avery 5164 3 19 x 4 Avery JB162 99 1 x 34mm Avery 5167 172 x 1 3 4 Avery JB1B3 99 1 x 38 1mm Include Country LJ File Format Adobe Pdf Documenti oct A mailing label will include the person s first name last line both lines of the address if present city province state postal zipcode and optionally country If you want to include additional information or exclude information you can produce an export of profile information see below and use it in a Mail Merge operation in Microsoft Word
52. delete the qualification level the associated qualification will not be deleted but you may lose any data entered for the associated qualification in any profile in your organization Prior to deleting a qualification level performing an export Communications menu of your data will provide you with a backup of data that has been entered Remember that the Manage Qualifications window shows whether a qualification level is associated with a qualification or not x New Qualification Unranked or Ranked New Ranked Qualification New Ranked Qualification Eo x Qualification Area Description Expiry Setting Does not expire s Volunteer Permissions Private i Display on Forms Form 1 2 3 Display OF O O Available Qualification Levels Qualification Levels Move Down lt lt Remove oo Volunteer Impact version 3 8 Standard Edition Administrator s Guide 29 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS New Unranked Qualification New Unranked Qualification Ga x Qualification Area te Description Expiry Setting Does not expire Volunteer Permissions Private v Display on Forms Form 1 2 3 Display O O O Available Qualification Levels Qualification Levels Add gt gt op ie Attributes of a Qualification Qualification Area Provide a name for the qualification This is a required field Description Optionally you may include a description of this qualifi
53. ea seal 77 Be UMN a Me TR arcs ainda ne it ence sane sic Heaters dda E nthe acetone E snes eines nds nee ACN oa ea eet 77 B ea E A Ei P cater acces ae aetna wes at args aa noida sare ibn aa alsa atta E eu eaN ch E ea ese 17 Changing a Person s Role Volunteer to Administrator ccccccssseeeeeeceeeeeeeeceeeeeeeeesuaaeeeeessaaaeeeess 78 SNS a Ferson s Foso wWor aerarii rE ee E REE aE O EAE EE 78 Managing I cae tec cee ce ecg sete a EE a E 79 Managing Applicant and In Process Volunteers smcanasiasencatomceianes cies erdiinseator ausiinuniareimsdneneds 79 Quick Info on an Applicant or In Process Volunteer ccccssseecceeceesseceeecaeeeceesceaeeeeesseaaeeeeeseuaeeeess 79 View Edit Print or Change the Status of an Applicant or In Process Volunteer ccceesseeeeeees 80 Change the Status of Multiple Applicant or In Process Volunteers cceeccceeceeeeeeeeeeeeeeeeeeesaaeeeeess 80 Send an Email or Text Message to an Applicant or In Process Volunteer cccceeecseeeeeeeeeeeeeeees 81 Acknowledge First Contact acencipcenrntondicxxanedrnaslovaxecinencenabviieiscveaese Gena wosepasesaracsabweesnerticdeunihiedcxdsin wena deeds 81 Dates and Times The Language Setting ccscccsssssseeeeeceesseeeseeensseeeseeenseeeeeenenseeeeseoesseesseooeneeees 83 Approving Data Entered by Volunteers ccccccseesseessenseeeeeesseeeeenseeeeeaseeeeeeaseesoenseeenoseeesoeaseesoonsees 84 Approving or Rejectin
54. edit the activity later to add more shifts vii Click on the Calculate button if desired to display the number of shifts that will be created for your activity 8 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity A You can edit an activity at a later date to add more shifts to the schedule Quick Info on an Activity To view a quick summary of an activity 1 GO TO Activities Manage Activities 2 Move your mouse over i e hover the Info button Gi to the left of an activity to reveal a summary View Edit Delete Copy or Print an Activity To view edit delete or copy an activity 1 GOTO Activities Manage Activities 2 Move your mouse over i e hover the desired activity 3 When presented with the choice of View Edit Delete Copy click on the desired option a If you wish to print information on an activity choose View In the resulting dialog box click on the Print button and follow the prompis to print the report to your desired local or network printer Volunteer Impact version 3 8 Standard Edition Administrator s Guide 55 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS A You cannot change the type of schedule associated with an activity once it has been created When you copy an activity the new activity will be created in the same category as its source If de
55. enabling communication between volunteers if appropriate The local communities served by your organization The volunteer has confirmed that he she can perform the activity on the date time assigned Data can be entered and stored in text short long number date yes no custom options and checkbox fields and files can be uploaded Volunteer Impact version 3 8 Standard Edition Administrator s Guide 121 APPENDIX Term Definition Custom Field Category Custom fields that have something in common can be grouped and displayed together in a custom field category Date Logged When logging hours this is the date that the hours were entered Date Worked When logging hours this is the actual date that the activity was performed or worked Description Extra textual details entered for a custom field qualification output committee email template or activity shift recurrence template to further describe it Description pre assigned The description of an activity that people will see before being assigned to it Description post assigned The description of an activity that people will see only after being assigned to it Disjointed activity schedule An activity that occurs on an irregular basis Email Filter search When searching for a person you can filter for those with without email and or a mobile number Email Message Communication to people in the organization via email Email Message Template A pre built and ema
56. number with no leading zero DDO Two digit date number with leading zero if applicable YYYY Four digit year number Day Day of the week spelled out in full an uppercase D indicates that the first letter of the day name will be capitalized Month name spelled out in full an uppercase M indicates that the first letter of the month name will be capitalized Hour of the day 1 12 with no leading zero H24 Hour of the day 0 23 with no leading zero HH24 Hour of the day 0 23 with leading zero if applicable MI Two digit value for minute 00 59 AM PM Indicator for either AM hours 0 11 or PM hours 12 23 Volunteer Impact version 3 8 Standard Edition Administrator s Guide 83 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Approving Data Entered by Volunteers Custom Fields Qualifications and Hours Log Entries can be set so that when volunteers enter or update a value these objects it requires administrative approval Hours log permissions can be set for all volunteers in Organization Settings or within each individual volunteer s profile Approving or Rejecting Custom Field and Qualification Entries lf a volunteer has entered or updated a value for a custom field or qualification that was created with a volunteer permission of Read write with approval you will see a system alert on your organization s welcome page in the Management section The Approve Qualifications
57. of the month or any combination of shifts New Activity Shift Recurrence Template What it contains Create an activity shift recurrence template Quick information on an activity shift recurrence template View an activity shift recurrence template Print information about an activity shift recurrence template Edit an activity shift recurrence template Delete an activity shift recurrence template How to get started Activities gt gt Manage Activity Shift Recurrence Templates gt New Activity Shift Recurrence Template Activities gt gt Manage Activity Shift Recurrence Templates gt Hover Info Activities gt gt Manage Activity Shift Recurrence Templates gt Hover View Activities gt gt Manage Activity Shift Recurrence Templates gt Hover View Print Activities gt gt Manage Activity Shift Recurrence Templates gt Hover Edit Activities gt gt Manage Activity Shift Recurrence Templates gt Hover Delete Volunteer Impact version 3 8 Standard Edition Administrator s Guide For more information See instructions in the section below Hover over Info Gi beside an activity shift recurrence template to display the information You can only view the information In the View dialog click on Print Make any changes and click on Save to save or Cancel to abandon the changes Click on Delete to delete the activity shift recurrence templa
58. on the Save button to save the information you have entered updated or Cancel to abandon the changes Links for Your Website You can generate a link to add to your own website which will enable people to sign up as new volunteers with your organization Your webmaster will likely know exactly what to do with this script and can change its appearance if desired There are two types of links that can be created to be added to your own website for new volunteers to sign up with your organization e Activity List This will link to a page showing potential volunteers a list of activities visible to the general public i e those who have not yet signed up as volunteers with your organization and if they wish they can fill in a volunteer application form e Sign Up Form This will link to a page the will allow potential volunteers to proceed directly to fill ina volunteer application form without viewing the list of activities first Volunteer Impact version 3 8 Standard Edition Administrator s Guide 63 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Generate Links Screen Generate Links A A a 0S Where would you like the link to go activity List O Sign Up Form Which form would you like to use Application Form 1 O Application Form 2 O Application Form 3 Link Text Clickhere to see our volunteer opportunities Generate Link To generate a link 1 GO TO Configuration Links For Your Web
59. option a If you wish to print information on an email message template choose View In the resulting dialog box click on the Print button 6j and follow the prompts to print the report to your desired local or network printer A Once deleted you cannot retrieve the email message template You will need to re create it Sending an Email using an Email Message Template To send an email to a person using an email message template please see the section on Sending Emails Volunteer Impact version 3 8 Standard Edition Administrator s Guide 15 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Volunteer Profile Customization Custom Fields Qualifications SA Ss Committees General Volunteer Interests Supporting Multiple Application Forms General Volunteer Interests You can create customized areas of interest that can be viewed and selected within a person s profile or used as criteria in assigning volunteers to an activity Examples New General Volunteer Interest Tour Guide Working with the elderly What it contains Create a general volunteer interest Quick information on a general volunteer interest View all information on a general volunteer interest Print information about a general volunteer interest Edit a general volunteer interest Delete a general volunteer interest Sort the display of general volunteer interests by name or active status Change selected gen
60. option a Use the Rich Text Editor to compose an email or choose an email message template to use When finished click on Send to send your message OR b Enter the text for your message You can enter a maximum of 100 characters When finished click on Send to send your message In order to send an email to a person a valid email ID must exist in that person s profile In order to send a text message to a person a valid mobile email ID must exist in that person s profile The message will arrive on the person s phone as a text message Sending a Copy of an Email to Yourself When you send an email to anyone you can check the option Send me a copy of this message or leave the checkbox blank The next time you send an email your previous preferences i e send a message or not will be remembered Volunteer Impact version 3 8 Standard Edition Administrator s Guide 104 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Sending Emails to Multiple People To send an email to a person 1 GO TO Communications Send Email 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed a To sh
61. section to show or hide the results If no records match the options you have specified the text No people found will be displayed 4 Move your mouse over i e hover the desired volunteer name 5 When presented with the choice of View Edit Change Status click on the desired option a If an email ID exists in the volunteer s profile you will also have the option for Send Email If a mobile email ID exists in the volunteer s profile you will also have the option for Send Text Message Otherwise these options will not display b If you wish to print information on a profile choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer c If changing the active status choose Change Status In the resulting dialog box select the appropriate value for the status and reason if required Switching Between Viewing and Editing a Profile When viewing a profile View Organization Member dialog switch to Edit mode by clicking on Edit When editing a profile Edit Organization Member dialog switch to View mode by clicking on View Making Changes to Custom Field Values for Multiple People To change or remove the value in a custom field for multiple people 1 GO TO People Bulk Changes Custom Fields 2 Perform a search for the desired people For more information please see t
62. signed up number assigned number confirmed exported to Excel for additional filtering or manipulation Export Create and modify custom fields Create and modify qualifications Create and modify outputs to be used by activities Create and modify committees Create and modify email templates Create and modify operational settings for your organization and the signup process Generate links to add to your website for new people to sign up as volunteers Edit your own administrative profile i e the profile you have logged in as Volunteer Impact version 3 8 Standard Edition Administrator s Guide 127 APPENDIX Appendix 3 What Do You Want To Do Here is a list of some of the more basic and commonly used functionality in Volunteer Impact and the menu options associated with them A The administrators guide Help Manual from the Welcome Page In the list of Helpful Links at the bottom of the screen click on the link to the Volunteer Impact Administrator s Guide Activities Create edit or delete an Activities Manage Activities activity Create edit or delete activity Activities Manage Activity Shift Recurrence Templates shift recurrence templates Assign a volunteer to an Assign From Unscheduled Activity List unscheduled activity Assign a volunteer to a Assign From Scheduled Activity List scheduled activity Assign a volunteer to an Assign From Volunteers Profile activity from within a profil
63. signed up and is currently going through your approvals process Instance shift The specific time s an activity occurs Interested activity The volunteer has expressed an interest in an activity or specific shift that is currently full Legend A list of icons used in the current screen being viewed Links For Your Website A link can be generated to any one of your application forms and placed on your website enabling people to sign up as new volunteers with your organization Mailing Label Address information that is assembled into a selected pre formatted layout Volunteer Impact version 3 8 Standard Edition Administrator s Guide 122 APPENDIX Term Definition shift before it will lock preventing other volunteers from signing up email message or email template Minimum activit Mission Statement Statement of the purpose of your organization detailing your overall goals and direction MyVolunteerPage com Volunteers use MyVolunteerPage com to sign up for activities and log hours Occurrence shift template A single shift or instance of an activity indicating the date and time One Time activity schedule An activity that occurs once only Organization A single Volunteer Impact account logging on to MyVolunteerPage com an activity is performed Information about a person volunteer administrator containing contact Profile details custom field and qualification values activity schedule hours logged and other miscella
64. smn A Attributes of a Custom Field Category Custom Field From the droplist select the category in which to create the custom field If no categories have been created you will only be able to select Uncategorized You will still be able to move your custom field after creating it Provide a name for the custom field This value is mandatory Description Optionally you may include a description of this custom field This text can include further information about the custom field or a link to a website Volunteer Set the appropriate permission for volunteers on this custom field by selecting a Permissions Display on Forms value from the droplist Private only an administrator can enter a value for this field the volunteer will not see this custom field e ES Read only only an administrator can enter a value for this field the volunteer only be able to see the value that has been entered and not change it Read write with approval the volunteer can enter or change a value for this field but it must be approved by an administrator e Read write without approval the volunteer can enter or change a value for this field with no approval required If you are supporting multiple sign up options i e Application Forms you can specify which custom fields will appear to prospective volunteers when signing up and which values are required when signing up If you are not supporting multip
65. template click on Use this template 4 Continue creating the activity You can make modifications to any of the values populated by choosing the template 5 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity What Type of Schedule Should Choose Schedule Options No Schedule Volunteers can tell you what they would like to do but no specific dates and times shifts are specified Seasonal Activity only occurs between two dates but there are no specific times shifts specified One Time Activity occurs once only on a specific date at a specific time Disjointed Activity occurs on an irregular schedule with specific dates and times Recurring Pattern Activity occurs on a regular schedule with a recurring pattern of scheduled dates and times Manual Locking versus Automatic Locking In the Automation section of an activity you can define whether or not you want to have control over when an unscheduled activity or scheduled shift is locked or whether you want Volunteer Impact to lock that automatically when the specified maximum number of volunteers has either signed up as available or been assigned Locking Automation Options Manual Locking Administrators must lock the unscheduled activity or scheduled shift manually No maximum number of volunteers Is indicated Automatic Locking Volunteer Imp
66. there is space available The activity or shift is currently locked indicating there is no space available People are not automatically assigned to the activity or shift when they specify an availability People are automatically assigned to the activity or shift when they specify an availability Specific auto assign settings are defined in the automation section activity itself With no maximum number of people indicated the activity or shift will not lock automatically People are automatically assigned to the activity or shift when they specify an availability Specific auto assign settings are defined in the automation section activity itself When viewing a list of people assigned to an activity or shift a checkmark may be seen in the Qualified and or Confirmed columns When viewing a list of people assigned to an activity or shift an X may be seen in the Qualified and or Confirmed columns Volunteer Impact version 3 8 Standard Edition Administrator s Guide 90 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Assigning Volunteers from the Unscheduled or Scheduled Activity Lists You can manage your unscheduled and seasonal activities in one screen and your scheduled activities in another From those screens you can assign one or more volunteers to an activity or shift of an activity Actions e Filter Activities filter the display of activities by category and or status sche
67. version 3 8 Standard Edition Administrator s Guide 25 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Re ordering Custom Fields Drag and Drop From the Manage Custom Fields screen both custom field categories and custom fields may be re arranged re ordered as desired by dragging and dropping them to a new position To drag and drop a cusiom field 1 GO TO Configuration Custom Fields 2 Click on the Drag and Drop button to the right of the desired custom field Be sure to hold down the mouse button 3 Drag the custom field to its new location and release the mouse button You can repeat the steps above as necessary Show or Hide Custom Fields You can show or hide the custom fields within any or all categories To show or hide custom fields 1 GO TO Configuration Custom Fields 2 Click on the Show button to the left of the Categories section header to show all custom fields in all categories or the Hide button to hide all custom fields in all categories a To show or hide custom fields in a specific category click on either the Show button or the Hide button to the left of an individual category section header Qualifications Beyond basic contact information in a volunteer s profile you can collect and store further information about a volunteer in a Qualification Area Typically a qualification is information you would like to store about a volunteer that impac
68. 1 or select from the pop up calendar Start Time 12 00 PM End Time 5 00 PM Click on the Add button to add this shift If you wish to delete a shift you have created click on it in the Added Occurrences box and then click on the Remove Selected occurrence s button 5 Click on the Visibility header if necessary to enter the required values a Visible to Visible to volunteers b Select all tyoes of volunteers applicable i e Applicant In Process Accepted Inactive 6 Click on the Automation header if necessary to enter the required values a Auto Lock on assignments b Number of Volunteers 11 c Auto Assign Auto assign d Select all types of volunteers applicable i e Applicant In Process Accepted Inactive 7 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity gt a roQ20o0p Volunteer Impact version 3 8 Standard Edition Administrator s Guide 59 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Sample Activity Scenario 2 Chairperson for Next Year s Walkathon Description Chairperson needed for next year s Walkathon Type of schedule Seasonal unscheduled Schedule details No fixed schedule but volunteer should be available between 1 June 2012 16 July 2012 Activity visible to Existing volunteers can see this activity Volunteers needed Minimum of 1 for the activ
69. 1 2010 3 31 2011 volunteers Activity name e Activity Category e Date Range Output Bar chart of logged hours by activity Bar chart of number of volunteers by activity Table of total hours number of volunteers average hours per volunteer by activity Logged Hours By Activity Capy of Ciam Up Crew Post fvett Caan Us Crew Volunteer Impact version 3 8 Standard Edition Administrator s Guide 135 APPENDIX Activity Hours by Volunteer gt Displays the number of hours logged and number of entries logged by each volunteer Reports Activity Hours by Volunteer Customization Options Sre econ Sort Number of hours Last name LO n Activity Category Aaaama Tamara Activity Active Status eee Date Range ane Output kiipe Bany e Table of total hours logged by McCoy Leonard Polizzi Nicole Barnett Stephanie Bond Mary Burns Cnaries volunteers by activity number of volunteers and average hours per volunteer Caner James Cooper Sneidon Doe Janet Fass Olaf Finder Jerry Foster Andrew Gabiehauser Eric Goodrow T Harper Danie Heracies Tad Jansen George ik Kim Joyce Kirk James Xoothrappall Rajesh Krabappe Edna Lewis Jen Lynch Terry Ma on Cetine Munro Mary Lynne Norman Barry Generated by www volunteer2 com on 3 28 2011 Logged Hours Excel Report gt Individual hours logged by date category activity and volunteer exported to Excel for further data analysis
70. 1 e Name Date Start Category Activity Adama Lee Tue 28 03 2011 9 00 AM Guest Services Children s Program Guide Adama Lee Tue 29 05 2011 100 PM Guest Services Children s Program Guide Adama Lee Wed 3003 2011 9 00 AM Guest Services Children s Program Guide Adama Lee Wed 3003 2011 1 00 PM Guest Services Children s Program Guide admin test Thu 20 01 2011 9 00 AM Guest Services Information Booth Attendant admin test admin test admin test admin test Anderson Paul Anderson Paul Anderson Paul Anderson Paul Anderson Paul Andrews Julie Andrews Julie Barker Bob Barker Boo Fri 21 01 2011 Mon 24 01 2011 Thu 27 01 2011 Thu 27 01 2011 Thu 27 01 2011 Sat 0502 2011 Wed 09 02 2011 Thu 10 02 2011 Mon 07 05 2011 Fr 21 01 2011 Tue 25 01 2011 Thu 20 01 2011 Mon 07 03 2011 9 00 AM Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services Guest Services VIP Greeter Information Booth Attendant Children s Program Guide Information Booth Attendant Information Booth Attendant VIP Greeter Children s Program Guide VIP Greeter Children s Program Guide VIP Greeter Information Booth Attendant Information Booth Attendant Children s Program Guide activities in all categories between specified dates group
71. 2 Inthe Change column place a checkmark in the box beside each output for which you wish to change the Active Status or click on the Select All checkbox to select all outputs To de select one of the outputs simply click once on the box beside it 3 With the Change Selected button now active click on the arrow beside the button to reveal the available options 4 Choose Set to active to make all selected outputs active or Set to inactive to make all selected outputs inactive Change Selected Set to active Set to inactive 5 Click on the Confirm button to change the active status of the selected outputs To abandon your changes click on the Cancel button There is no Save button associated with this feature You can change the active status again by following the steps above Assigning an Output to an Activity To assign an output to an activity please see the section on Activities Volunteer Impact version 3 8 Standard Edition Administrator s Guide 41 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Activity Shift Recurrence Templates For activities that occur on a very specific or irregular schedule or on any recurring basis you can create an activity shift recurrence template that can be associated with activities thus saving you time creating and adding shifts to an activity b 1 77 19 Examples Friday mornings from 7 00am 11 30am Every other Tuesday 1 Monday
72. 4 USING VOLUNTEER IMPACT ADMINISTRATORS Example of Custom Field types vy SAMPLE custom fields YesiNo field Not Assigned x Date field Number field Short Text field Long Text field 1 Custom Options field Not Assigned v File field SAMPLE Check Box fields Check Box 1 L Check Box 2 F LI Check Box 3 Quick Info on a Custom Field To view a quick summary of a custom field 1 GOTO Configuration Custom Fields 2 Move your mouse over i e hover the Info button Gi to the left of a custom field to reveal a summary View Edit Delete or Print a Custom Field To view edit or delete a custom field 1 GOTO Configuration Custom Fields 2 Move your mouse over i e hover the desired custom field 3 When presented with the choice of View Edit Delete click on the desired option a If you wish to print information on a custom field choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer A You cannot change the type of field once it has been created Once deleted you cannot retrieve the data entered in profiles for that field You might want to perform a search People menu to see if values have been entered for that field Also performing an export Communications menu of your data will provide you with a backup of data that has been entered Volunteer Impact
73. 8 Standard Edition Administrator s Guide 44 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS View Edit Delete or Print an Activity Shift Recurrence Template To view edit or delete an activity shift recurrence template 1 GOTO Activities Manage Activity Shift Templates 2 Move your mouse over i e hover the desired activity shift recurrence template 3 When presented with the choice of View Edit Delete click on the desired option a If you wish to print information on an activity shift recurrence template choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer Once deleted you cannot retrieve the activity shift recurrence template You will need to re create it If you delete the activity shift recurrence template shifts added to associated activities will not be deleted Associating an Activity Shift Recurrence Template with an Activity To associate an activity shift recurrence template with an activity please see the section on Activities Activities Activities in Volunteer Impact refer to things that volunteers do or would like to do In some organizations they are referred to as jobs positions opportunities or volunteer interests Activities can be grouped together into Activity Categories This helps by making it easy to communicate with all volunteers performing activities within a category
74. A a O EE New General Volunteer Interest General Volunteer Interests Active Status Change Status Answering phones m Data entry E Publicity m Working with the elderly O Change Selected Select All O New General Volunteer Interest New General Volunteer Interest New General Volunteer Interest Ca x Name Description 7z y ac aE EEEF jie Q F Font size gt A Q m x x zy Status Ate y Activity Classifications C Advocacy MA lf a aB A Attributes of a General Volunteer Interest Name The text entered here is the name of the general volunteer interest This is a required field Description Optionally you may include a description of this general volunteer interest that will be visible only to Administrators Active Status By clicking on the droplist you can make this general volunteer interest either Active or Inactive Active value for general volunteer interest is visible in the volunteer s profile Inactive value for general volunteer interest is not visible in the volunteer s profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 17 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Activity You can specify the type of work or sector associated with the activity such as Classifications animal care artistic t
75. Basic address Configuration see step 2 below telephone and email gt gt Organization contact information for Settings the organization gt Contact Information Mission Statement Identify your Configuration see step 3 below organization s mission gt gt Organization statement direction Settings vision etc gt Mission Statement General Settings Help text to appear Configuration see step 4 below when entering custom gt gt Organization field and qualification Settings values volunteer gt General Settings permissions for logging hours time zone etc Signup Settings Displaying volunteer Configuration see step 5 below There are separate policies sending email gt gt Organization settings for Application to new volunteers upon Settings Forms 1 2 and 3 completion of the gt Signup Settings specified application form etc Contact Information and Mission Statement To enter or change any of the organization settings 1 GOTO Configuration Organization Settings 2 Click on the Contact Information header if required to expand that area and specify the values Click on the Save button to save the information you have entered updated or Cancel to abandon the changes a If you select Canada USA United Kingdom or Australia as the country the appropriate provinces states or counties will display For all other countries the provi
76. Classifications associated with the general volunteer interest Select the Time Commitment Classifications associated with the general volunteer interest Select the Duration Commitment Classifications associated with the general volunteer interest Click on the Save button to save your general volunteer interest If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the general volunteer interest dae a can hd a a o Any active General Volunteer Interests will appear under the General Volunteer Opportunities section of the Activity List sign up page For more information on creating links to add to your website please see Links for your Website Quick Info on a General Volunteer Interest To view a quick summary of a general volunteer interest 1 GOTO Activities Manage Interests 2 Move your mouse over i e hover the Info button Gi to the left of a general volunteer interest to reveal a Summary View Edit Delete or Print a General Volunteer Interest To view edit or delete a general volunteer interest 1 GOTO Activities Manage Interests 2 Move your mouse over i e hover the desired general volunteer interest 3 When presented with the choice of View Edit Delete click on the desired option a If you wish to print information on a general volunteer interest choose View In the resulting dialog box click on th
77. EA N I AES A OAA ENN E E AER EA N A A TT 120 Appendix 1 Glossary of TCIM 1scccssccenscnennenensenensssensssensesensesensesensesensesensesensssenes 121 App ndix 2 Men SUC acs ccpanetaactenatasthastsesthcstasatiastiastiantesuthcateestiantacstiaviasiiots 125 Appendix 3 What Do YOU Want To DO ussisscsenscnenscnenncnensesensesensesensesensesensssensssenes 128 ROUVE S eats acer E see E A E 128 Approvals Administrative Tasks sasssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 128 COMMUNIC ANONS aea r E E NE i 128 OEIC AUTO TA SONP aei r EEE Ni 129 OUTS a E A sanideeiewedoueenauehe amaaeeraens 129 Popor IDO a Selmi Serene Unt a eeNen cnenentr nr y niet ipe eer lent weaker inpter Cee eonme sernene Mme ae wer errant cnr aeeccmen errr 129 ON NS sara esate ene cs eee cele eerste ew denen ac en reece ees A O E N A 129 OUO CF PPT INS E oie ses esc teats cw ese E E 129 APPENGIX 4 REDOT S raacpsccstes recedes epnceseencenecesaeeiateanceuntednusenensaneceneseenuscnaeceinesseeniaeeinees 130 PONS RODOR Saip 130 Ie Cr N T 130 PC a E a E AE 131 Hours by Category oko oe asrnane E eee eT ee er eee eee 132 Hous D Ny Fes tenets cents esr E EErEE EAA 132 PS Be UNM eeepc septa pertecehca E te tiene ei aided eee veces 132 Hours Dy Volunteer pateccte catered ni wonis oie tao smite annaa ENA eins 134 Category Hours by Activity vosennnicxnnsdnedicvsseecxnuenecctcnaseiecnaedebeduens vadconrsseratenmyrinsmanddesdtana elbenersdi
78. Letter is the default format for profiles with the language setting of English USA or English Canada If English UK or English Australia is the language setting A4 will be the default format Volunteer Impact version 3 8 Standard Edition Administrator s Guide 107 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Producing Phone Lists To produce a phone list 1 GO TO Communications Create Phone List 2 Search for the people to include in your list For more information on performing a search see the section on Searching for a Person a If searching for specific people below the results indicating the number of people found by your search you can click on the People Found section to display the list of people To de select a person i e remove from the export click in the checkbox beside their name Select the appropriate file format PDF DOC XLS MHTML for the export Information can be sorted by either Last name or Preferred call time Click on the Download Phone List button A dialog will appear asking if you wish to open or save the resulting file oa Producing Exports of Profile Information To export information for selected volunteers to a spreadsheet 1 GOTO Communications Export For Mail Merge 2 By choosing the appropriate radio button you can either Export all users or Search for users to export For more information on performing
79. Reports can be viewed on screen or exported to a file PDF DOC XLS MHTML e Hours reports exports exported to PDF files can be in either Letter or A4 paper size portrait orientation 12 Month Trend gt Illustrates the change in activity levels over the course of a year Reports 12 Month Trend Report Customization Options Anytown Museum Monthly Grand Totals e Start Date DOTA O O O Output e Table of monthly grand totals number of volunteers hours volunteered average per volunteer Number Of Hours By Month for 12 monthly periods sai Bar chart of number of hours for 12 monthly periods Bar chart of volunteers with hours A lt a ee oe A a 2 om oe for 12 monthly periods Months Bar chart of average hours per volunteer for 12 monthly periods Number of hours y 8 e 8s 6 Number Of Volunteers With Logged Hours By Month an fad e i 40 ad H 20 4 gt 5 A ei Ej mS 0 Ape Mey Jun ju Aug Sep Oct Nov Dec Jan Fab Yw Months Average per Volunteer 20 s H i 5 4 Ape May Jue Ju Aug Sep Nov Dec Jan Feb Var Mo Oct s nth Generated by waw volunteer2 com on 3 28 2011 Volunteer Impact version 3 8 Standard Edition Administrator s Guide 130 APPENDIX Hours by Category gt Displays the number of logged hours and the number of volunteers contributing hours for each Activity Category and graphs the five most active Categories Reports Hours by Category Customization Option
80. Services Children s Program Guide June 1 2011 C For the latest news please visit our website Wwe advocate for volunteer rights and expectations through our membership and association with 9 00 AM 12 30 PM Various area organizations Within the community we support non profit agencies with training online z a en ee a in i a se cas seman E T oo eae eee T F ae at pay ey tee Guest Services matching program consulting and National Volunteer Week celebrations Information Booth Attendant June 2 2011 9 00 AM 12 00 PM Guest Services Children s Program Guide Mission Statement seal 9 00 AM 12 30 PM A corporate mission defines what an organization does how if does If who If serves and what makes it unique from all other organizations of its type You have commitments to confirm a An organization should have a RGR corporate mission statement A corporate mission statement should be a short and precise statement that declares what business the organization is in who it serves and how it achieves that in a unique way tisthe essential reason forbeing of an organization B Share woe AN To log out click on the Log Out button From the Home Page you can see news from all organizations to which you belong in addition to the organization s mission statement and any personal notes sent directly to you This information is maintained by the Volunteer Coordinator for each organization You will
81. T VOLUNTEER Login Do you already have a username and Username Forgot your username and password eet aft X Vol Dana a 9 4 Click Here password for MyVolunteerPage com lt Password Login here Enter a country city or town oO x 7 Did an organization send you here to get a anA iick eee itil started Ze Privacy Policy Information contained here is only visible to you and the specific organization s you volunteer for It will not be disclosed to any other party nor used for any other purpose Click here to view the complete MyVolunteerPage com privacy policy Share Je Sy Powererd by 72VolunteerPage com AN If you forget your username and or password click on the Click Here link below Forgot your username and password and follow the instructions above Volunteer Impact version 3 8 Standard Edition Administrator s Guide 3 SECTION 1 GETTING READY TO USE VOLUNTEER IMPACT Welcome Page When you log on you will see the Welcome Page for your organization It contains a summary of your number of volunteers system alerts and a comparison of hours logged in a table and charts Any important messages or notifications from Volunteer will appear in the System Messages area To access the welcome page at any time 1 GOTO Main Home The Welcome Screen upper portion Welcome 000000 ary fe f lt Current Status Current Message to Volunteers Ap
82. Volunteer Impact 1 Click on the Legend button 2 Click on the Close button when you are finished Otherwise the dialog will remain open until you access another screen Glossary You can access a glossary of terms used in the screen you are currently viewing in Volunteer Impact 1 Click on the Glossary button 2 Click on the Close button when you are finished Otherwise the dialog will remain open until you access another screen Volunteer Impact version 3 8 Standard Edition Administrator s Guide 7 SECTION 2 GETTING FAMILIAR WITH VOLUNTEER IMPACT Tooltips If you move your mouse over certain labels text section headings and buttons in Volunteer Impact you will see a tooltip appear providing you with more information on that feature User Manual The online administrative guide is always available to you when you are using Volunteer Impact Standard Edition by scrolling down to the Support section on the Home page and clicking on the link to User Manual Customer Support and Feedback To access our Customer Support and Feedback system click on the Help button in the main toolbar Confirmation of Information Saved When you atempt to delete an object in Volunteer Impact or change the status of multiple objects a dialog box will appear asking you to confirm the operation When an action has completed a message will display in the upper right Updated successfully corner of your screen These
83. a required field Wording for The text entered here is the name that will be visible to Volunteers or volunteers Administrators when they are logging hours for an activity that uses this output This is a required field Description Optionally you may include a description of this output that will be visible only to Administrators Active By clicking on the droplist you can make this output either Active or Inactive Active value for output is requested when volunteers or administrators are logging hours Inactive value for output is not requested when volunteers or administrators are logging hours Volunteer Impact version 3 8 Standard Edition Administrator s Guide 39 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS To create a new output 1 GO TO Configuration Outputs 2 Click on the New Output button New Output 3 Enter a name for this output that will be visible to administrators next to Wording for reports 4 Enter a name for this output that will be visible to volunteers next to Wording for volunteers 5 Optionally include a description of this output 6 Set the Active Status for this output by selecting the appropriate value from the droplist The default value is Active 7 Click on the Save button to save your output If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the output Quick Info o
84. a website e Description post assigned Optionally you may include a description of this activity that will be visible only to those that have been assigned to the activity This text can include further information about the activity that would only be applicable those that have been assigned to it Any of these attributes can be modified at any time Schedule Click on the header for this area to expand or collapse the list of options e Schedule Type O Recurring pattern scheduled dates and times on a regular schedule O Seasonal unscheduled no times but occurs only between two dates O Disjointed scheduled occurs on an irregular schedule O No Schedule unscheduled no dates no times O One Time scheduled occurs once only Once you have specified the type of schedule associated with an activity and saved it you cannot change it Depending on the schedule type other options in this area may or may not be visible e Create from a Template or Create from Scratch you can specify a previously created activity shift recurrence template to use in establishing shifts for an activity with a schedule type of recurring pattern or create the shifts manually by specifying the exact occurrences to add and whether the shifts occur on a weekly or monthly basis e Start Date date activity starts e End Date date activity ends more can be added later e Shift Count once the shifts of a scheduled activity have been
85. act will automatically lock the unscheduled activity or scheduled shift whenever the maximum number of volunteers have either signed up as available or been assigned Volunteer Impact version 3 8 Standard Edition Administrator s Guide 52 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS A If you are using automatic locking you cannot manually lock a specific shift of a scheduled activity If you wish to have the ability to lock a specific shift you will need to specify Do not autolock in the Automation section of the activity Creating an Activity with No Schedule sometimes an activity may not have any shifts associated with it i e the work is done entirely on the volunteer s own time To create an activity with no schedule 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity 3 Information can be entered for any section in any order Basic Info schedule Visibility Automation Qualifications Outputs Classifications Click on the Schedule header if required to expand that area For Schedule Type click on the radio button beside No Schedule Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity Q roaoop ats Creating a Seasonal Activity sometimes an activity may not have any shifts associated with it i e the w
86. additional options are available e Optionally specify the text that will display at the bottom of all outgoing emails sent within Volunteer Impact by this administrator e You can customize the appearance of the schedule for this administrator by specifying the default number of days to display and display options for dates first future date with activities a specific date and the current date e By placing a checkmark beside Contact Person volunteers will be able to contact this administrator via email when they are logged on to myVolunteerPage com e You can choose whether or not this administrator will receive system alert notifications via email 9 Click on the Save button to save the new profile At this point you will be able to edit the profile and specify values for custom fields qualifications activity assignments etc Searching for a Person Quick Search A field in the main toolbar offers you the ability to search for a volunteer s name at any time Tye avoluuieersuametoseact CAAA 1 From any screen type in a few characters of the volunteer s first or last name into the Quick Search field in the toolbar A list of matching volunteers will appear 2 Click on the desired volunteer to edit his her profile For more information on how to edit a profile please see the section on Editing a Profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 66 SECTION 4 USING VOLUNTEER IMPACT
87. als process Prospective volunteers sign up to volunteer with you and enter values for custom fields and qualifications that have been added to one of three possible application forms Once a volunteer moves from applicant to in process they can have their status changed to approved as per your organization s orientation approvals process A volunteer is no longer part of your organization according to the reason didn t start rejected dismissed moved quit deceased other given A volunteer has been assigned to perform an activity Whether or not volunteers can remove themselves from an assignment for which they have already confirmed An activity can be set so that all qualified or no volunteers are assigned to it automatically when they express an availability An activity or shift can be set to lock preventing volunteers from signing up for it once a specified maximum number of people have been assigned to it The set of auto lock auto assign and assignment removal options for an activity The volunteer has expressed an availability for an activity or specific shift The volunteer has expressed an interest in an activity that currently has the maximum number of volunteers assigned When an activity typically occurs the area of work involved who it would be suitable for the daily weekly monthly yearly time commitment required and how long a volunteer is required A group to which volunteers can be assigned
88. and to get reports on volunteer hours for a group of activities You can add whatever Activity Categories and Activities that are relevant to your organization Examples What it contains New Activity Category Create an activity category Quick information on an activity category How to get started Activities gt gt Manage Activities gt New Activity Category Activities gt gt Manage Activities gt Hover Info category gt gt Manage Activities gt Hover View an activity category gt gt Manage Activities gt Hover View Print Activities gt gt Manage Activities gt Hover Edit em Edit an activity category Volunteer Impact version 3 8 Standard Edition Administrator s Guide Docents Tour Guides Reception Maintain website Usher Board of directors etc For more information See instructions in the section below Hover over Info beside an activity category to display the information You can only view the information In the View dialog click on Print Make any changes and click on Save to save or Cancel to abandon the changes 45 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Area What it contains How to get started For more information Delete Delete an activity Activities Click on Delete to category gt gt Manage Activities delete the activity gt Hover Delete category or Cancel to keep it New Activity Create an activity Activities See ins
89. ant or in process volunteer profile e View view an applicant or in process volunteer profile e Print print information about an applicant or in process volunteer e Edit edit an applicant or in process volunteer profile e Send Email send an email to the applicant or in process volunteer primary email ID must be specified in volunteer s profile e Send Text Message send a text message to the applicant or in process volunteer mobile email ID must be specified in volunteer s profile e Sort sort the display of applicant or in process volunteers by last name first name or date joined e Change change the status of one or more applicant or in process volunteers The Manage Applicant Volunteers Screen Manage Applicant Volunteers AL A a QO FE Last Name First Name Date Joined Change Status Barr kyle 5 31 2011 7 Payne Nathan 6 14 2011 O cosseseodfocsoooses0 O gppeeueseseseseessoscce Change Selected Select All O A You can sort the display of volunteers alphabetically ascending or descending by last name or first name or chronologically by the date joined value in their profile by clicking on the Sort button beside the Last Name First Name or Date Joined column heading Quick Info on an Applicant or In Process Volunteer To view a quick Summary of an applicant or in process volunteer s profile 1 GOTO People Manage Applicant Volunteers or Peop
90. ard Edition Administrator s Guide 58 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Sample Activity Scenario 1 Road Marshall for Walkathon Description Volunteers needed to act as Road Marshalls for our Walkathon this year Type of schedule Disjointed scheduled Schedule details One day only Saturday July 16 2011 Two shifts per day Morning 7 00am 12 00pm Afternoon 12 009m 5 00pm Activity visible to Existing volunteers can see this activity Volunteers needed Minimum of 10 per shift maximum of 11 per shift Automatically prevent Once the maximum number of volunteers have been assigned to a shift further signups volunteers will not be able to sign up for that shift Automatically assign All those that say they are available for an open shift are automatically assigned to that shift Qualifications No qualifications are required To create this activity 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity 3 Click on the Basic Info header if necessary to enter the required values a Activity Name Road Marshall b Activity Category select the appropriate category from the droplist c Number of Volunteers 10 4 Click on the Schedule header if necessary to enter the required values Schedule Type Disjointed Date 07 16 2011 or select from the pop up calendar Start Time 7 00 AM End Time 12 00 PM Click on the Add button to add this shift Date 07 16 201
91. atus will show all days within that month matching that status Summary Assigning Volunteers from the Activity Lists To assign volunteers from the list of unscheduled or scheduled activities 1 GOTO Assign From the Unscheduled Activity List OR Assign From the Scheduled Activity List 2 Click on the name of the activity or shift of an activity 3 Inthe Assign Volunteers dialog set the appropriate filters and click on the Search button to reveal a list of potential volunteers for the activity 4 Inthe Candidates section a Click on the Assign option in the Actions column beside each individual volunteer to assign OR Volunteer Impact version 3 8 Standard Edition Administrator s Guide 95 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS b Click on the checkbox to the right of each person to assign or click in the box beside Select All checkbox then click on the Assign Selected option below the list of candidates 5 Indicate the size of the group being assigned if applicable Printing a Quick Report of the Status of an Activity or Shift To produce a quick report listing the number of people signed up assigned to confirmed for or on the backup list for an activity or shift 1 GOTO Assign From the Unscheduled Activity List OR Assign From the Scheduled Activity List 2 If desired select the Mon display filters and click on the Filter Activities button 3 Click on the
92. ber of volunteers contributing hours for each Activity Category and graphs the five most active Categories Table Charts Displays the number of logged hours and the number of volunteers contributing hours for each Activity Category and graphs the five most active Categories filtered on volunteer profile data Table Charts Displays the number of logged hours and the number of volunteers contributing hours for each Activity Report Group and graphs the five most active Report Group Table only available for organizations within a Volunteer Impact Enterprise Edition account Displays the hours logged and number of entries logged by each volunteer Table Displays the hours logged and number of entries logged filtered by volunteer profile data Table Displays the number of logged hours and the number of volunteers contributing hours for each Activity within a specific Activity Category and graphs the five most active Activities Table Charts Displays the number of hours logged and number of entries logged by each volunteer Table Displays the total for a specific Output for each volunteer and graphs the seven volunteers with the highest outputs Table Chart Displays the total Output for each Output Table Individual hours logged by date category activity and volunteer exported to Excel for further data analysis Export Individual outputs logged by date category activity and volunteer exported to Excel for further data analysis
93. can change the status of one of more volunteers also inactivating or archiving them Status Values Applicant no sub options In Process no sub options Accepted no sub options Inactive Short Term Long Term Archived Didn t Start Rejected Dismissed Moved Quit Deceased Other With the exception of Archived you can change the status of multiple people at the same time To archive a person you must change the status for one person at a time Changing the Status of One or More Profiles To change the status of one or more people 1 GO TO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed Volunteer Impact version 3 8 Standard Edition Administrator s Guide 75 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS 4 Inthe Change column place a checkmark in the box beside each person for which you wish to change the Status or click on the Select All checkbox to select all people retrieved by your search To de select one person simply click once on the box beside that person s name 5 With the Change Selected button now active click on the arrow
94. category Active Status Active only v Sort Activity name v Group by category To change which activities are displayed in the Manage Activities screen and how they are displayed 1 GOTO Activities Manage Activities 2 Change any one or all three of the display options by following steps 3 to 6 below 3 Active Status a Don t filter show both active and inactive activities b Active only default only active activities will be included in the display c Inactive only only inactive activities will be included in the display 4 Sort a Activity name default activities are sorted alphabetically by name b Activity start date activities are sorted chronologically by start date c Activity end date activities are sorted chronologically by end date d Activity type activities are sorted according to the schedule type unscheduled seasonal scheduled 5 Group by category activities can be displayed by status and sorted either within their categories or as alist of activities with no category names displayed 6 Click on the Apply button to change the display according to your settings You can repeat the steps above as necessary to change the display of activities in this screen Volunteer Impact version 3 8 Standard Edition Administrator s Guide 57 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Change the Active Status of Multiple Activities To change the active status of multiple activities
95. cation This text can include further information about the custom field or a link to a website Expiry Setting Optionally qualifications can be set to expire on a specified date Choose the appropriate setting by selecting a value from the droplist e Does not expire qualification does not have an expiration date Expires on date qualification has an expiration date The specific expiry date for a qualification is set in the individual person s profile An expiration date can be set for up to 10 years in the future Volunteer Set the appropriate permission for volunteers on this qualification by selecting a Permissions value from the droplist o Private only an administrator can enter a value for this qualification the volunteer will not see this qualification e ES Read only only an administrator can enter a value for this qualification the volunteer only be able to see the value that has been entered and not change it e H Read write with approval the volunteer can enter or change a value for this qualification but it must be approved by an administrator Read write without approval the volunteer can enter or change a value for this qualification with no approval required Display on Forms If you are supporting multiple sign up options i e Application Forms you can specify which qualifications will appear to prospective volunteers when signing up If you are not supporting multiple application forms y
96. ccccccsseeceeeeeeeeeeeees 91 Assigning One Person Multiple People or a Group to an Activity ccc ccccceeeeceeeeeeceeeeeeeeeeeeeeeeeseaes 93 Assigning People using the Visual Schedule ceeeccccccccecesssseeeeeeeeeesaeeseeeeeeeseseaeeseeeeeeessaaeaeeeeeees 95 Summary Assigning Volunteers from the Activity Lists cccecccccccseeesseseeeceeeeeeesaeeeeseeeeeeseaeaeeees 95 Printing a Quick Report of the Status of an Activity or Shift ccccccccceceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 96 Viewing Who is Already Assigned to an Activity Or Shift ccceeccceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaaeees 96 Confirming a Volunteer for an Unscheduled or Scheduled Activity cceeeeceeeeeeeeeeeseeeeeeeeeeeaeeeeees 97 Removing a Volunteer from an Unscheduled or Scheduled Activity ccccceccssseseeeeeeeeeeeaeeseeeeeeees 97 BOC IMIG POUS steatosis EAE s seine dae a esis E AS 98 Logging Hours for One Person from within a Profil ccccccseeeeceeeceeeeeeeeeeaeeeeeeesaaeeeeeeseeeeseesesaaees 98 Logging Hours for One or More People ccccccsssssecceceeeeeceecceeeeceeccsaueceeesueaeeceseseaaeeeessseageseeesaeaaes 99 The TimeClock ai dasidiosesadnaiwsuteapuiechinsseivbareiihyancigaheereinidhiahawiaseaeiedaabslpelianigihiaisuasiardiobiadpesinssinaeiates 99 Edit Stop or Delete a RUNNING TIMECIOCK 2 0 cceeeccccccecceeeeeeeeeeeeeeeeeeeeseeceeeeeeseeaeeeeeeeesessaaeeeeeeeees 100 Edit OF Delete an H
97. cease tadecs 140 Sinole Category A FCN shia gered io tessere eaea ane ERa eik eel ean AETA hen EAAS e TA anakaa 141 All Activities by Volunteer a5 hie reine ais acinar ies eca baisetea vet aajsoaiedea bes ecaelessieed saseceesecndeaniosBecuslaiclegdacs 141 Sehedulo Expor 10 EC arnan eae etree ee tenon ee Me Ran oan Meee EENEN EEAO mares Pee 142 vonedus ee Leeri E da edad aT 142 Appendix 5 Documentation Revisions Addendum 11csc1scensecennesennesennesennesenns 143 Volunteer Impact version 3 8 Standard Edition Administrator s Guide V SECTION 1 GETTING READY TO USE VOLUNTEER IMPACT Section 1 Getting Ready To Use Volunteer Impact Data Import Banner Evaluate Current Application Form Mission Statement XL NNN Data Import Volunteer staff can import the basic contact information for your volunteers into Volunteer Impact for you if you provide it to us in an Excel spreadsheet formatted as required A list of data specifications for your region can be obtained by sending an email to support volunteer2 com Banner A banner is a customized graphic image that displays at the top of the screen in MyVolunteerPage com once you have logged in or when potential volunteers click on a link from your website to view volunteer opportunities Once you have created your banner send it to support volunteer2 com and we will add it to your account within one business day Images should conform to the following settings e Width exact
98. cecthexxacieecenines 135 Activity Hours by Volunteer cccccccccseeseeceecceeeeceeeceeeseeeeesaeesceeeesaaseeeeessaaseceesseaaseeeesssaeeeeesssageeeees 136 Logged Hours Excel Report sx apicccucestecdraxs sonvenrGncemannsoessaninle duane ietqnediscnexneaconvanselea teens dncaraiiaeconsneieoscenius 136 MS RODOS iea EE spans du dette seeped ended N EA 137 Outputs by OTS soe ria seio cies ouisex dst eetesitcomaeciec vena deeauax ad cnmdaiceexatanen lt tndsiecaxdex hoo oeniniecenevepwncielenss 137 A TO EAEE eee eee ttae et en nsnen tne Teese et eta ane semwere terse 137 Outputs Excel Report sccoiicidtceiesdercesicdcosbcnnccrebacdcudesnoneceuatcssianieatexaodscdsisaresecasdiabsseabeshexaedeasdeaninanentabics 138 Volume PPE TIN Fe UNS uss e na wedeusunele iecuceuatents 138 Volunteer Profile Excel Reports ccccccssseccccesseeccesececeeseeeeceasecesseeeecseueeeessageeessageeessegeeeessaeeeenss 138 oy ep 18 0 i 5 lt 1 6 0 9 keane m ent ce E E A A Ue Tener Dane lt ilemy eLmcay tare Naa meen anon aie rnsemrmy ieee 139 All Categories Dy Date 0 ccccccccccsessccccccesseeeeecseeeeeeecaaeseeeeessaaseceeessaaseeeeessaaseceeeesaaseceeessaaeeeeesssaeeeees 139 Single Category Dy DAE ca ag chee annanko oe Sie Sees anaE RAEE baud a E EEA han EEA a i Taa aiaei 139 Single Aclivily by DAE sssini Ele ee MR ene tee eee nee MER DE Meee ee eh lee eae AAN eRe ee 140 All Categories by Category caer e escent ge en vcisese psc eae eee esha sendecesa edad
99. chosen a Monthly frequency above the options are One Month Two Months Three Months and Four Months You can only make one selection Specify the date day time for the shift a For weekly activities select the day of the week by choosing the appropriate value from the droplist OR b For monthly activities select the appropriate radio button and enter the exact day of the month or select the appropriate radio button and select the relative day of the month e g first Monday from the droplists c Enter the start and end time for the shift For weekly shifts click on the Add button to add the shift to the schedule If you wish to delete a shift you have created click on it in the Added Occurrences box and then click on the Remove Selected occurrence s button Repeat steps 7 8 to add additional shifts 10 When finished or for monthly shifts click on the Save button to save your activity shift recurrence template If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity shift recurrence template Quick Info on an Activity Shift Recurrence Template To view a quick summary of an activity shift recurrence template 1 2 GO TO Activities Manage Activity Shift Templates Move your mouse over i e hover the Info button to the left of an activity shift recurrence template to reveal a summary Volunteer Impact version 3
100. ck Info on a General Volunteer INtereSt cccccceeeeessennceeeeeeeeeceeeeceesesesseeesaaaaeeeeeeeeeeeeeeeeeeseeens 18 View Edit Delete or Print a General Volunteer IntereSt 0c ccc ceeeeeceeceecceeceeceeceeceeeeeeeeeeeeeeeeeeenees 18 Sort General Volunteer IMOreSiS sieges sn se ec Gee eacee aae eee naa Kai Naa aa Nia ie ESA aA 19 Change the Active Status of Multiple General Volunteer Interests cccccceseseeeeeeeeeseeeeeeeeeseeees 19 CUSTOIN Fields iss cccesessoerssavaccsusacnnencdsseeniensinsandevstosueasvsaenenasdecionssisawesssuassenstinasstasassaunaisdaussesntervesvuetsieesnans 20 Now GUSTOM ae cages case gna ales recep EA E EEE RAE KeA RAS eee tana aes amines 21 Quick Info on a Custom Field Category occianieitnrvcinayicrecredonmunsciiereiasxinineaverennns eine enwueseerons 22 View Edit Delete or Print a Custom Field Category cccccccccccsssseceeeceeeseceeecaenseceeeseeeeeeeeeeaaaseeees 22 Re ordering Custom Field Categories Drag and Drop cccccccsssssseeeeeeeeeeeeeseeeeeeeeseaaaeseeeeeeeeneaas 22 Volunteer Impact version 3 8 Standard Edition Administrator s Guide i New Custom tees vances cs eave eds aoc bccn eos cera eves a eiice bdcarrs os aeavora eed no kbc dcancdawsdcheareren 23 Guik ino ona Cusiom Fiel ee eres mene nee eet nee ene nes pane err E RENA ENEE NEN NS 25 View Edit Delete or Print a Custom FieIG eee cee eeeceecceeceeceeececeeeeceecaeeceeeaeecesaeeceeeaeeseeeaeese
101. created you can display a count of the number of shifts that have been created Volunteer Impact version 3 8 Standard Edition Administrator s Guide 49 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Visibility Automation Click on the header for this area to expand or collapse the list of options Not visible the activity cannot be seen by anyone e Visible to public people who have not signed up as volunteers will be able to see the activity n Visible to volunteers volunteers will be able to see the activity Optionally you can specify which volunteers can see it by selecting the appropriate status value o Applicant optionally If Qualified o In Process optionally If Qualified o Accepted optionally If Qualified o Inactive optionally If Qualified Any of these attributes can be modified at any time A volunteer s status may be set in his her profile Click on the header for this area to expand or collapse the list of options e a Fa Auto Lock shifts activities can lock automatically to prevent others from signing up o Do not autolock o on availabilities lock the shift activity after the specified number of volunteers have expressed an availability o on assignments lock the shift activity after the specified number of volunteers have been assigned e H Auto Assign volunteers can be automatically assigned to a shift activity o Do not auto assign o Aut
102. ct Enterprise Edition or managing multiple Volunteer Impact accounts only Log out of Volunteer Impact Search for a person From a list of search results you can view edit and change the status of profiles assign volunteers log hours and send emails and text messages Add a new volunteer profile to your organization Add a new administrative profile to your organization Manage a list of volunteers with a status of Applicant You can view edit profiles and change the status of the volunteers Manage a list of volunteers with a status of In Process You can view edit profiles and change the status of the volunteers Approve data entered by volunteers for custom fields that have been set up as requiring administrative approval Approve data entered by volunteers for qualifications that have been set up as requiring administrative approval Change a value for a custom field for multiple volunteers Change a value for a qualification for multiple volunteers Approve hours logged by volunteers that have been set up as requiring administrative approval View and manage volunteers logged on to the TimeClock Send an email to a volunteer acknowledging first contact Community Hub only Log hours for a volunteer Edit hours that have been logged by volunteers and or administrators Remove delete profiles from your organization Send an email message to one or more people Send a text message to one or more people Produce mailin
103. d local or network printer Sort Committees From the Manage Committees screen committees may be sorted alphabetically ascending or descending by Name To sort committees alphabetically by name 1 GOTO Configuration Committees 2 Click on the heading Committee above the list of committees to alternate between sorting by name in ascending or descending order The up down arrows beside the Committee heading will change to reflect the current sort order Assigning a Person to a Committee To assign a person to a committee please see the section on Searching for a Person or Editing a Profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 37 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Activity Configuration v Outputs v Activity Shift Recurrence Templates v Activities Outputs When a volunteer or administrator logs hours against a particular activity they can also provide other summary total numeric information relating to the activity in an Output Examples Calls Taken Brochures Distributed Trees Planted Area What it contains How to get started Create an output Configuration gt gt Outputs gt New Output Quick information on an Configuration output gt gt Outputs gt Hover Info gt gt Outputs gt Hover View an output gt gt Outputs gt Hover View Print Edit an output Configuration gt gt Output
104. dialog boxes will close automatically unless further action as indicated needs to be taken If you receive an error message that is not defined in this document please contact Volunteer Impact Support at support volunteer2 com Rich Text Editor In certain places e g email messages mission statements in Volunteer Impact you have the ability to format text that will be displayed to your volunteers In those places a rich text editor is available to you enabling you to define e Bold italics underscore strikethrough subscript superscript e Alignment indenting e Numbering bullets e Font size colour highlighting etc The Rich Text Editor Window Volunteer Impact version 3 8 Standard Edition Administrator s Guide 8 SECTION 2 GETTING FAMILIAR WITH VOLUNTEER IMPACT Adding Links to Documents or Websites You can include a link to another website or a document for your volunteers to download Links can be placed in any field that uses the Rich Text Editor such as the description of an activity an email message organizational news and volunteer policies text When a website link is typed in it is treated as text only You can use the options in the Rich Text Editor to make the link clickable To add a link to a website or document in the Rich Text Editor 1 Type in the text you wish to display to volunteers example Click here to visit our website 2 Highlight the exact text you wish volunt
105. document MHTML You can also specify the paper size for PDF files e Letter 8 5 x11 landscape orientation e A4 8 27 x11 69 landscape orientation Most reports also permit sorting of data Last name Activity Activity category name and entry of a Date Range Schedule Reports All Categories by Date Single Category by Date Single Activity by Date All Categories by Category Single Category by Activity All Activities by Volunteer Schedule Export to Excel Schedule Summary Export to Excel Excel and choose Include shifts without assignments This schedule report enables you to export information about all activity tyoes scheduled unscheduled seasonal MN To report on activities and or shifts with nobody assigned to them select the Schedule Export to For samples of schedule report output and more detailed descriptions see Appendix 4 Reports e Schedule Reports Volunteer Impact version 3 8 Standard Edition Administrator s Guide 110 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Schedule Reports Available in a Volunteer s Profile To produce a calendar detailing a volunteer s monthly scheduled activity assignments 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options To execute the search click on the Search button Results will appear in the Search Results section Move your mouse over i e hover
106. don the approval or rejection click on the Cancel button Once rejected deleted you cannot retrieve the hours log entry or the outputs that may have been recorded for it A or will indicate whether or not an hours log entry has outputs recorded Assigning Volunteers to Activities As an administrator you can assign volunteers to an activity or activities from within their profile or from the list of scheduled or unscheduled activities Enabling Group Scheduling In order to enable scheduling of groups i e a single profile that is treated as a group to an activity or shift you must first enable that option for your organization 1 GOTO Configuration Organization Settings Click on the General Settings header if required to expand that area To enable group scheduling click in the box beside Enable Group Scheduling Click on the Save button to save the information or Cancel to abandon the changes REN Assignment Filters When looking for volunteers to assign to an activity you can filter the list of people Assigned The volunteer has been assigned to the activity Available The volunteer has declared that he she is available to perform the activity Generally Available Based on the general availability specified in the volunteer s profile he she would be free to perform the activity Backup List The volunteer has declared that he she is interested in being assigned to an activity that is alrea
107. duled activities can also be filtered by day of the week or specific start end dates e Activity Info view quick information on an activity or shift e Show Hide Assigned Volunteers show or hide the list of volunteers assigned to an activity or shift e Assign assign a volunteer to an activity or shift e Confirm confirm a volunteer s assignment to an activity or shift e Remove remove a volunteer from an assigned activity or shift The Assign Unscheduled Activities Screen Assign Unscheduled Activities A AJ a O EE Category Don t Filter v Status al lt Min available D la Min available O Min scheduled D min confirmed b gt a xamples Activit al A GA 5 5 1 0 3 2 gt 592011 129172011 APSA 1 5 0 0 5 1 WIES 1 0 OF O OD Volunteer Impact version 3 8 Standard Edition Administrator s Guide 91 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Assign Scheduled Activities Screen Assign Scheduled Activities TARA EILO IE 7 Filter Activities Day O Sun CO Mon Tue C Wed CO Thu O Fri O Sat Status F a lt Min available o Lal Min available Oj Min scheduled F Win confirmed Activity Category Don t Filter v Activity Don t Filter W Start Date 6 31 2011 End Date 6 7 2011 7 Schedule All Activities Tuesday May 31 2011 Start End Status Mn Mx BL Su As Co Examples One Time Event Activity 9 00 AM 5 00 PM Jl AA 10 1 o 0 ao Examples Ongoing
108. dy full Qualified The volunteer possesses at least the minimum qualifications in order to perform the activity Volunteer Impact version 3 8 Standard Edition Administrator s Guide 87 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Assigning Volunteers to an Activity from their Profile You can manage an individual volunteer s schedule from within their profile To assign a person to an activity from within his her profile 1 GOTO Assign From a Volunteer s Profile 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed Move your mouse over i e hover the desired volunteer name When presented with the choice of View Edit Change Status click on Edit In the Edit Organization Member dialog click on the Assign tab Optionally you can select which activities to display by choosing the appropriate filter option assigned available generally available backup list qualified and clicking on the Filter Activities button By default activities for which the volunteer is qualified are shown Main Assign Schedule Hours Communicate Committees Reports oe aia ri
109. e View the status of activities in Assign From Visual Schedule a two month period and assign volunteers Approvals Administrative Tasks Approve custom field values People Approve Custom Fields Approve qualification values People Approve Qualifications Manage applicant volunteers People Manage Applicant Volunteers Manage in process People Manage In Process Volunteers volunteers Approve logged hours People Approve Logged Hours Acknowledge first contact with People Acknowledge 1st Contact a volunteer Communications Send an email Communications Send Email Send a text message Communications Send Text Create edit or delete email Configuration Email Templates templates View a history of sent emails Configuration View Email History View a history of emails sent to Email History section in Communicate tab in volunteer s profile one volunteer Volunteer Impact version 3 8 Standard Edition Administrator s Guide 128 APPENDIX Configuration Setup Organization news Sign up settings Email message for new volunteers Create edit or delete custom fields Create edit or delete qualifications Create edit or delete outputs Create edit or delete committees Generate sign up links for your website Hours Entering hours Editing hours TimeClock Approve logged hours Reporting Hours Outputs Volunteer Profile Exports Create mailing labels Create phon
110. e Print button and follow the prompts to print the report to your desired local or network printer Volunteer Impact version 3 8 Standard Edition Administrator s Guide 18 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Once deleted you cannot retrieve the general volunteer interest You will need to re create it If you delete the general volunteer interest it will be deleted from all activities it was associated with if any Sort General Volunteer Interests From the Manage General Volunteer Interests screen general volunteer interests may be sorted alphabetically ascending or descending by Name or by their Active Status active inactive To sort general volunteer interests alphabetically by name or by their active status 1 GOTO Activities Manage Interests 2 Click on either the heading General Volunteer Interests or Active Status to sort the general volunteer interests by the desired column a Clicking on the column header again will reverse the sort order The up down arrows beside the General Volunteer Interests or Active Status heading will change to reflect the current sort order Change the Active Status of Multiple General Volunteer Interests To change the active status of multiple general volunteer interests 1 GOTO Activities Manage Interests 2 Inthe Change column place a checkmark in the box beside each general volunteer interest for which you wish to
111. e entered 7 Click on the Save button to log the hours To log hours for another activity for the same people repeat steps 4 through 7 above or search again from step 2 to produce a new results set lf there are outputs associated with an activity you will be asked for a value for the output s when logging hours for the activity You may enter a decimal amount but there must be one digit to the left of the decimal place The TimeClock You can set up a computer with or without a touch screen in kiosk mode at your site where volunteers can log in and have their hours accumulated automatically The website for this feature is timeclock myvolunteerpage com but this should not be made public to volunteers my VolunteerPage com Timeclock Username Password BORO e E EEESTSERESERESESENERER 8606S atwpet tiv pei topo mAs atspatt pope ee 2 ES ES Ea ES ss SE Shift E ek Clear Once volunteers have logged in to the TimeClock they will their first and last name at the bottom of the screen to reassure them that they have logged in correctly Above that they will see a list of activities to which they have been assigned for any or all of the organizations to which they belong From this screen they will be able to click on any one of those activities to start a clock that will accumulate their hours for them Volunteer Impact version 3 8 Standard Edition Administrator s Guide 99 SECTION 4
112. e lists Create exports for mail merge Schedules Schedule Reports Volunteer Profiles Create a volunteer profile Create an administrative profile search for edit or change the status of a volunteer Change a value for a custom field for multiple volunteers Change a value for a qualification for multiple volunteers Remove delete a volunteer Volunteer Impact version 3 8 Standard Edition Administrator s Guide Configuration Organization Settings Configuration Organization Settings Configuration Organization Settings Configuration Custom Fields Configuration Qualifications Configuration Outputs Configuration Committees Configuration Links for your Website People Log Hours People Edit Logged Hours People Manage Running TimeClocks People Approve Logged Hours REPORTS menu various options REPORTS menu various options Reports Volunteer Profile Excel Reports Communications Create Mailing Labels Communications Create Phone List Communications Export For Mail Merge SCHEDULES menu various options People Add a Volunteer People Add an Admin People Search People Bulk Changes Custom Fields People Bulk Changes Qualifications People Remove Volunteers 129 APPENDIX Appendix 4 Reports Below are samples of report output available in Volunteer Impact Standard Edition Hours Reports The following reports summarize hours logged e
113. e the section on Searching for a Person Move your mouse over i e hover the desired volunteer name When presented with the choice of View Edit Change Status click on Edit Click on the Reports tab Scroll down to the Export Logged Hours section lf desired filter for the desired hours log entries to include by the date volunteered the date the hours were entered and activity category and specify a sort order Select the appropriate file format CSV TXT XLS XLSX for the export Click on the Export Logged Hours button A dialog will appear asking if you wish to open or save the resulting file Re Ma o Volunteer Impact version 3 8 Standard Edition Administrator s Guide 108 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Reporting A variety of pre built reports are available within Volunteer Impact enabling you to report on hours and outputs logged and volunteer profiles For more detailed information on the contents of each of the pre built reports available go to Reports Report Descriptions All reports may either be exported to a file by clicking on the Export Report button or viewed on screen by clicking on the View Report button Export file types include Adobe PDF document PDF MS Word 97 2003 DOC MS Excel 97 2003 XLS and MHTML Web Archive document MHTML You can also specify the paper size for PDF files e Letter 8 5 x11 portrait orientation e A4 8 27 x11
114. e to drag the dialog box to a new location and then release the mouse button If the dialog box has this symbol in the lower right corner it indicates that the dialog box can be resized Click on the symbol and hold your mouse button down Resize the dialog box by dragging the corner of the box outward or inward Release the mouse button when you are satisfied with the size of the dialog box Menu Structure The top level menus across the top of the screen in Volunteer Impact are Main People Communications Activities Assign Reports Schedules Configuration Main Access welcome page log out switch to another account organization if applicable People Add and manage volunteers and log hours Communications Manage templates communicate with volunteers via email and text produce mailing labels and phone lists Activities Manage activities templates interests Assign Assign volunteers to activities Reports Generate profile and hours reports and exports Schedules Generate schedule reports and exports Configuration Set up and customize your Volunteer Impact environment For further details on the menu options available please refer to Appendix 2 Menu Structure Getting Help At any time you can get help by accessing information on the icons and terms used in Volunteer Impact or the full administrative guide Legend You can access a legend of all the icons used in the screen you are currently viewing in
115. each Output Reports Output Totals Customization Options ae bd Sort Output name aE Date Ran ge Brochures Distributed Out p ut oasis e Table of all output totals logged Exhibit Visitors Youth Guest Toured Telephone Inquiries Walk in Inquiries Volunteer Impact version 3 8 Standard Edition Administrator s Guide 137 APPENDIX Outputs Excel Report gt Individual outputs logged by date category activity and volunteer exported to Excel for further data analysis Reports Outputs Excel Report Oe Customization Options eee eee Date Volunteered From a g Date Volunteered To Date Created From Date Created To Activity Category File Format CSV TXT XLS XLSX Sort Date volunteered ascending descending Date created ascending descending Activity name Volunteer name Output name Output e Individual outputs logged by activity category activity volunteer name hours logged by entry type logged or timeclock timeclock start end date and time if applicable activity report group if applicable Volunteer Profile Reports The following reports display contents of volunteer profiles Volunteer Profile Excel Reports gt Volunteer profile information exported to Excel for further data analysis Reports Volunteer Profile Excel Reports l a 3 Customization Options Profile Search Basic Export Columns Custom Fields Qualifications Hours Logged Login History File For
116. ear Options 2 Search option s added Up to 10 search options allowed As search options are specified in any of the Search Options section you are reminded what search options you have already chosen You can click on Add to Search to add individual filters or execute the search directly within the specific section by clicking on the Add to Search and Go button Current Search Options Include Results must match All Any e x What is your age range Is greater than or equal to 17 21 e x Any of the following committees Fundraising Committee Publicity Committee Clear Options Search option s added Up to 10 search options allowed Add to Search and Go A lf your search requires that all conditions must be met specify that the Results must match All conditions specified If your search requires that you combine the results retrieved by each condition specify that the Results must match Any conditions specified Volunteer Impact version 3 8 Standard Edition Administrator s Guide 69 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Menu Options that use the Search Filter Several menu options listed below at the left in Volunteer Impact use the same type of search facility Various actions can be taken on the results retrieved Menu Option Action Change status Search Send text message Assign fram a person s profile Logh hours Create mailin g Search labels R
117. ecurity roles LJ Volunteer Level CJ Admin Level Security Filters options are not available for Log Hours Remove Volunteers Email filter options are also available for certain menu options Bulk Changes Custom Fields Bulk Changes Qualifications Export for Mail Merge Volunteer Profile Excel Reports Don t Filter Has Email O Has Mobile Email Has Email And Mobile Email Has Email Or Mobile Email Has Email And No Mobile Email Has Mobile Email And No Email Has No Email And No Mobile Email O Has No Email Has No Mobile Email Send Email Send Text Don t fitter on Mobile Email Has Mobile Email Has No Mobile Email Create Mailing Labels Create Phone List Don t Filter Has No Email Volunteer Impact version 3 8 Standard Edition Administrator s Guide 67 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS A To search using only Status and Security Filters make your selection s and then click on the Search button Search Options Search Options You can add up to 10 filters from any of these sections by clicking on the Add to Search button or when finished entering criteria by clicking on the Add to Search and Go button to retrieve your results Contact Information name address telephone numbers email IDs country province state county postal code zip code General Volunteer Interests general volunteer interests that you have created General Availability
118. ed Remove Volunteer O seest Dee Archived Rejected Remove Volunteer H test test Archived Moved Remove Volunteer O Volunteer Test Archived Moved Remove Volunteer Remove Selected Volunteers Select All O M 4 171 gt W Changing a Person s Role Volunteer to Administrator You can take an existing volunteer profile and make that person an administrator or the reverse This involves changing the person s Security Role 1 GO TO People Search 2 Click on the Search header to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed Move your mouse over i e hover the desired person s name When presented with the choice of View Edit Change Status choose Edit In the Main tab click on the Miscellaneous section To the right of Security Role click on the Change Role button In the Change Role window select either Volunteer or Administrator Click on Save to change the person s role or Cancel to abandon the changes ee TS ele A You cannot change the security role of the main contact person for an organization to Volunteer Changing a Person s Password As an administrator you
119. ed by volunteer Barnett Stephanie Fri 21 01 2011 Guest Services Children s Program Guide Barnett Stephame Sun 23 01 2011 Guest Services Children s Program Guide Barnett Stephanie Mon 24 01 2011 Guest Services Children s Program Guide Barmett Stephame Mon 24 01 2011 1 00 PM Guest Services Children s Program Guide Barnett Stephanie Wed 26 01 2011 9 00 AM Guest Services Children s Program Guide Barnett Stephame Wed 2601 2011 1 00 PM Guest Services Children s Program Guide Barnett Stephame Thu 27 01 2011 9 00 AM Guest Services Children s Program Guide Barnett Stephame Thu 27 01 2011 1200 PM Guest Services Children s Program Guide Barnett Stephame Mon 07 02 2011 9 00 AM Guest Services Information Booth Attendant Bamett Stephane Mon 07 05 2011 9 00 AM Guest Services Children s Program Guide Volunteer Impact version 3 8 Standard Edition Administrator s Guide Bond Mary Bond Mary Bond Mary Bond Mary Borden Perry Fn 03 12 2010 Thu 20 01 2011 Sat 0502 2011 Mon 07 05 2011 Sun 23 01 2011 9 00 AM 9900 AM 9 00 AM 9 00 AM 9 00 AM Generated by www_voltumeer2 com on 3 28 2011 Guest Services Guest Services Guest Services Guest Services Guest Services Information Booth Attendant Children s Program Guide VIP Greeter Children s Program Guide Information Booth Attendant 2 Z lt 2 2 Z Z lt Z 2 Z 2 2 2 Z Z Z Z 2 2 2 Z 2 2 Z 2 x 2 2 2 Z 2
120. eeceeeeeeeaeeeeeeeeeeeessaeaeeses 60 E OS E A E E E E 62 Organizational News Current Message to Volunteers ccccccessseeeeseeeenseeeeeoensseeeseoesseeeseoeenseeeeees 62 Create Edit or Delete the Current Message to Volunteers cccseecccccceeseeeeeecaeeseeeeecaeeeeeeeseaaaeeeess 62 View the Current Message to Volunteers cccccccccsseeseecceeeeceaeeeseceeeeeeceeeaseeeeeeeessuaesececeeeessaaaeeses 62 Make Searchable in MyVolunteerPage Comm ccscccsesssseeesseeesseeeeeeenseeeeseoensseeeseoesseeeesooesssesseooenseees 62 Automatic Email to New Volunteers ccssccsesseeneseeeneseeneasecoeasecneaseenenseenesseoeaseeoeaseeoenseenenesoneneeonanas 63 Displaying Volunteer Policies to New Volunteers cccceeeseeeeeenseeeeenseeseeeseeseeeneeeeeenseesoeeseeseneneessoeas 63 LINKS TOF YOUN VW CDSING x occc ates casearevsccnnctesdcsreccnsscocavcususanemastaceysenunssvboGnsemusaiennsu asdensssasndmawbasaesavescueravieseens 63 Sending an Invitation to Become Fy VOM Mca cece fe esct sinc tiecosine toawenenedeewaetegeusiensdaabaetbuenesienedeutimics 64 Section 4 Using Volunteer Impact Administrators 111ccceseceneesenecsennenennenennnsenes 65 VOIUMEEr PO NS ise cstec peste casa nec pccectecndueane cedamsteeresncenestueetacescumecaneumenecndsescesssuncaeenesuteessimate veceseasenecerendeds 65 Create a new Volunteer OF Administrator sect ctitetedwesseieien pavsvedvssrcstenRonsselevavedeioniensvedenaseieveleucset
121. eeeeeeeseeeseeceeeeeseeaaeeeeeeeeesssaaseeeeeeees 33 Show or Hide Qualification Areas and Qualification Levels cccccecccceeseeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaeeees 33 Associating a Qualification with an Activity ccccceeecccecececeeeeeeeeseeaeeessssseeeeeeeeeeeeeessssssaaeaaseeeeeees 33 Supporting Multiple Application FOrms ccccccssssssseeesesessseeeseeesseeeeeeeesseeeseoeeseeeeeeesseeeseoensseeesons 34 TN eS soseri EE AEE OER 35 o Ne a A E E AEA eda eas E A A E EA E eee eedeues 36 Guck io ona Commo E eee eee et eon ia ER a A a ene mee ER EAR A EA 36 View Edit Delete or Print SCOTS en svie secaeicaseesinw vnc ecneneimviiadicniainaedlsacianyavebanandeibsinodadeiiwausenedaanaaenenandy 37 Se gaa ro TAE EE NA E A AE AE EA AN AAEE AA E EEA 37 Assigning a Person to a Commit assurera arenen ENEE EAE A E EEEN 37 PICHON sessen tee sitend rant nen eaeedbsee ews saes Sandee 38 A NS E E EE A needa ee eee T NE A E E E E E A E 38 PE O E a EEEE NNO EEEO OTE EAEE er 39 Guik nicon an SU cies casndeusisataciancedasnastedaubsahadsatunneisihiahdusdsaasedaubiahadsntnnneissedahdusdsaasedgubsabadustaavsisibiates 40 View Edit Delete or Print an Output e00annnnnnnnnnnsennnnnsennrnnnsnnnnressrnrrrrsrnrrresennrrrosnnrrrrsennrreosnrrrrrennne 40 SAU AUTE siainen eiaa a aieiaa aa aaie apaina hiai 40 Change the Active Status of Multiple Outputs 0 0 0 0 eee ccccccccecseeeeeeeeeeeeeeseeeeeeeeeeeessaeaeeeeeeseessaaageees 41 Assignin
122. eer rights can edit his her profile sign up for activities and log hours where permitted in MyVolunteerPage com schedules and hours Whether or not a custom field or qualification is visible to a volunteer and if a value can be entered updated with or without administrative approval Volunteer Policies A list of policies guidelines expectations etc that can be displayed to potential volunteers when they are signing up with your organization Unranked qualification A qualifications whose levels i e answers are not listed in order of importance or significance Volunteer Impact version 3 8 Standard Edition Administrator s Guide 124 APPENDIX Appendix 2 Menu Structure This is the structure of the menus within Volunteer Impact Main Home Switch Accounts Logout People Search Add a Volunteer Add an Admin Manage Applicant Volunteers Manage In Process Volunteers Approve Custom Fields Approve Qualifications Bulk Changes Custom Fields Bulk Changes Qualifications Approve Logged Hours Manage Running TimeClocks Acknowledge 1 Contact Log Hours Edit Logged Hours Remove Volunteers Communications Send Email Send Text Create Mailing Labels Create Phone List Export For Mail Merge Email Templates View Email History Volunteer Impact version 3 8 Standard Edition Administrator s Guide Display the Welcome page Connect to another organization in your enterprise Applicable for Volunteer Impa
123. eers to click on i e to link to a website or document example the word here in the text displayed in Step 1 above 3 Click on the Insert edit link button in the formatting toolbar 4 Inthe resulting dialog box a Enter the Link URL the full address for the website you want to link to b Choose the target open the website in the same window or in a new window c Enter the text that will be displayed when the volunteer hovers over the link d Click on the Insert button to create the link or the Cancel button to cancel the creation of the link To edit a specific link highlight it and then follow steps 2 to 3 above clicking on the Update button to save your changes You can either delete a link or unlink it 1 Highlight the desired link 2 Click on the Unlink button 59 in the formatting toolbar Volunteer Impact version 3 8 Standard Edition Administrator s Guide 9 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Section 3 Configuring Volunteer Impact Basic Configuration Volunteer Profile Customization Activity Configuration Final Steps XL NN A Basic Configuration v Organization Settings v Email Message Templates Organization Settings 2 In this section you are able to define the overall attributes of your organization appearance and behavior of screens and general behavior when new volunteers sign up What it contains How to get started For more information Contact Information
124. eiandiieebanes 66 Searching for a Person Quick Search nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnana 66 SEE A La EAE AE E OAE PN AA ATE ET EE I eke EE E EAE E eee 67 Menu Options that use the Search Filter ci ckics iiss ct adarvatebsiancacebeesadcbssseanaiasecadckatnleaiaabinvanctauteanstaieeaieiss 70 Search Filters Available by Menu Option xsi visca sincera nnsesercicisadadscubeeraiebattbarnteseaiebaudsd sechtavaiebeedinnetateeaienss 71 cuckoo onra Proll E sisisi ae aa a a a a 72 Senia E Gaie AE E eae A EA E EEEE E E E A EE E 72 BU Be ne EEN etree E E lace EEEE E E EA 73 View Edit Print or Change the Status of a Profile siccisisinssssisincnssssisisinasnnssaceenresssvinassarsraisiereisesindsenies 74 Switching Between Viewing and Editing a Profile cee ccccccccccssesseeeeeeeeeeeeeeeeeeeeeeeseaaeaeeeeeeeeseaeaeeees 74 Making Changes to Custom Field Values for Multiple People ccccccssseeeeeeceeseeeeeeseaeeseeeesaaees 74 Making Changes to Qualification Values for Multiple People cccccccccceseseeeeeeseeeeeeeeesaeeeeeeeaaeees T9 ONA S e eaS eE EEEN SEE E EEA Dei pE NEE DET ieia e EAEE er 75 Changing the Status of One or More Fre Since enscte cancers eamcosesinesia seine dic sunidatgawe sateen detain atideneuece 75 PUM 5 We WDNR en tke a hse tne ch eng net atc mai pI ey ag nr bee la mg A ea ete cent Se 76 NN arate tesa E ese tars olde INE aati E mat eile pumpse mene manhole
125. eleted you cannot retrieve the qualification You will need to re create it You will also lose any data entered for the qualification in any profile in your organization Prior to deleting a qualification performing an export Communications menu of your data will provide you with a backup of data that has been entered Changing the Order of Levels in a Ranked Qualification To change the order of levels in a ranked qualification 1 GO TO Configuration Qualifications 2 Move your mouse over i e hover the desired qualification 3 When presented with the choice of View Edit Delete click on Edit 4 Inthe Qualification Levels box click on the level to move and then click on either Move Up to move it up in the order or Move Down to move it down in the order The lower the level number the lower the ranking 5 Click on the Save button to save your changes or Cancel to undo your changes Removing Levels from a Qualification To remove levels from a qualification 1 GO TO Configuration Qualifications Move your mouse over i e hover the desired qualification When presented with the choice of View Edit Delete click on Edit In the Qualification Levels box select the levels to remove either individual or multiple levels Click on the lt lt Remove button Click on the Save button to save your changes or Cancel to undo your changes oO Sy Volunteer Impact version 3 8 Standard
126. ell phone 9 00 AM 12 00 PM Information Booth Attendant tester tester 9 00 AM 12 00 PM Information Booth Attendant Timelog Have 9 00 AM 12 30 PM Information Booth Attendant Wiseman Anne 800 844 1546 1 00 PM 4 30 PM Children s Program Guide Bums Charles 1 00 PM 4 30 PM Children s Program Guide Carter James 1 00 PM 4 30 PM Children s Program Guide Krabappel Edna 905 555 0000 905 639 4552 x 21 905 555 1111 E E eee E eee E Tee cats EE ENE B Epa E 1 00 PM 4 30 PM Children s Program Guide Unteer vol Friday 2101 2011 9 00 AM 12 30 PM Children s Program Guide Bamett Stephanie 9 00 Atul 12 30 PM Children s Program Guide Goodrow Tony 905 555 1212 289 565 1212 x 50 416 555 1212 9 00 AM 12 00 PM Information Booth Attendant Kirk James 9 00 AM 12 30 PM Information Booth Attendant Kirk James 9 00 AM 12 30 PM Information Booth Attendant Plaskon Dan 123 4456 7890 9 00 AM 5 00 Ph VIP Greeter admin test 9 00 At 5 00 Ph VIP Greeter Fodrews Julie 9 00 AM 5 00 PM MAP Greeter Fedorek Ashley ees CR ae eee ae Generated by www wolunteer2 com on 3 30 2011 Page 1 4 Customization Options e Sort Start time Activity category name Activity name Last name e Date Range Output e Schedule of volunteers assigned to activities in all categories between specified dates Customization Options e Sort Start time Activity name Last name e Activity Category e Date Range Output e Schedule of volunteer
127. emove View Edit click on Remove 6 Inthe confirmation dialog click on the Delete button to remove the volunteer from the activity or shift or the Cancel button to keep the volunteer assigned to the activity or shift ol Using MyVolunteerPage com a volunteer can remove himself herself from an activity providing you have enabled the Assignment Removal feature in the attributes of the individual activity Volunteer Impact version 3 8 Standard Edition Administrator s Guide 97 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Logging Hours As an administrator you can log hours for an activity for individual volunteers multiple volunteers or by volunteers assigned to that activity A If you are logging less than one hour for a person you must include a zero to the left of the decimal place If you search for people by specifying criteria for the Activity Activity Shift or Qualified For Activity search options the activity for which you have searched will be used as the value for the activity for which you are logging hours Logging Hours for One Person from within a Profile To log hours for one person from within a profile you will need to perform a search for that person first 1 GO TO People Search 2 Search for the desired person for which to log hours 3 Hover over the link to their name and click on Edit to edit their profile For more information see the sectio
128. eporting Schedules Volunteer Profiles In order for a volunteer to have access to the activities within your organization they must have a profile Each profile contains basic contact information along with information on other specific objects custom fields qualifications activity assignments hours logs committee memberships that you have created for your organization Attributes of a new profile Username Usernames must be unique and at least 6 characters in length Passwords are Password case sensitive and must be at least 6 characters in length Contact Information The person s name address email IDs telephone numbers phone preference and language setting are specified here Administrative profiles also contain a field for an email signature Birthday All components month day and year of the date of birth must be entered Date Joined This value is used in calculating a volunteer s anniversary and years of service The default value is the date that the profile was created but it can be edited All components month day and year must be entered Only an administrator can view or change this value Timelog Permission While defaults exist to specify whether or not volunteers can log hours for your organization you may override that value on an individual basis here Only an administrator can view or change this value b 13 Status You can set a volunteer s status to either Applicant In Proces
129. eral volunteer interests to either active or inactive 77 19 How to get started Activities gt gt Manage Interests gt New General Volunteer Interest Activities gt gt Manage Interests gt Hover Info Activities gt gt Manage Interests gt Hover View Activities gt gt Manage Interests gt Hover View Print Activities gt gt Manage Interests gt Hover Edit Activities gt gt Manage Interests gt Hover Delete Activities gt gt Manage Interests gt Sort Activities gt gt Manage Interests gt Select Change Selected Volunteer Impact version 3 8 Standard Edition Administrator s Guide Photography Publicity For more information See instructions in the section below Hover over Info Gi beside a general volunteer interest to display the information You can only view the information In the View dialog click on Print Make any changes and click on Save to save or Cancel to abandon the changes Click on Delete to delete the general volunteer interest or Cancel to keep it Click on Sort above a column to sort the general volunteer interests by that column s values Select the general volunteer interests you wish to make active or inactive and click on Change Selected 16 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Manage General Volunteer Interests Screen Manage General Volunteer Interests AL
130. erercsniieanvanarmnciaileanmsiitnarsewiieavnapennneinisendn 108 PRODOTT enea a a Ea eE a e a eSis 109 PE T n E nme R en eaae iy iAapsuslP anaemia ass 109 Otar Ce RAA svete se A AEEA AANA EN T A AAA E A 109 e Ta aae Aa e A E A N A AANA A EA N A A 109 Hours and Outputs Reports Available in a Volunteers Profile cccceccccceeeeeeeeeeeeeeeeeeeeeeseeeeees 110 ON US ate AE eta Fs stn EEE E tes EAEE E a unaiea neice A A T A 110 enoe cesta acc esc A EAA E AA A NE AE EN E E A EN 110 Schedule Reports Available in a Volunteers Profile ccccsecccsesceceeececeeeeceueeecaueessaeeesseeeeseaees 111 Section 5 Using MyVolunteerPage com Volunteers 1 cccscccnsecensesenensenensenenes 112 LOGOO OI isss E a 112 jE o EEE EEEE ace EAEE AE O EA EEE EA EA EA amcevetvas 114 The SUI TaD rii Ea 114 S UE Pr A A E E AE 114 Sionin Uo For an Unscheduled CTY snssrsracsserenitii anaE AAAA 114 Sven Ve Up Fra Seheduled ee euteescacea ain csae a pecuer aaa aaia 115 Pee a ere a E A AE A IA EA E AETA N nena E EN 115 TAG ASSIONMEMS TAD arcra S aaa 116 Viewing and Confirming Activity ASSIgNMEN S sap eiee dic cacer dares endo niacustdeecenacd Gaceapeeaweneaieeadabinenenensenle 116 Removal From a Confirmed or Unconfirmed Activity ASSIQNMENL ccccccseeeeeeeeeseeeeeeeeeeeeeeeeeeeas 116 S77 ESTEE E 21615 8 eee ere ee renee ee ea nee ayer ee nee ten 116 FHS RONS EOG TID seran E whine ee one sere nna ee an ssa E cn Seine aes a ene eae ee wee
131. ers Cl Generally Available Cl Signed Up O Assigned CI Backup List Qualified Filter Activities Administration Type Av Q Su As EL Start Date End Date Information Desk Supervisor ral x x x Fundraising Type Av Q Su As BL Start Date End Date sponsorship Coordinator x x x x Guest Services Type Av Q Su As BL Start Date End Date Children s Program Guide x 5 31 2011 10 31 2011 Tour Guide x x x 9 25 4013 9 23 4013 8 Click on the activity to which you want to assign the volunteer A dialog box will appear 9 For unscheduled activities a You will see the name of the activity the category to which it belongs and the type of schedule Below that are three checkboxes Available Assigned Backup List Click on Signed Up to mark the person as available for the activity You can return to assign the person later ii Click on Assigned to assign the volunteer to the activity You can remove the person from the assignment later if necessary iii Click on Backup List to place the person on the backup list i e list of people interested in the activity b Click on the Save button to proceed or the Cancel button to cancel the operation If you have made changes the information displayed will be updated 10 For scheduled activities a You will see the name of the activity the category to which it belongs and a summary of the schedule Below that is a button to place the volunteer on the Backup List b
132. es Move your mouse over i e hover the desired activity When presented with the choice of View Edit Delete Copy click on Edit Click on the Schedule section header to edit the contents Click on the link to Delete beside the desired shift In the confirmation dialog click on Delete to delete the shift or Cancel to keep the shift If you wish to delete multiple shifts place a check in the box in the Change Status column beside the desired shift you can select all but one shift and click on the Change Selected button From there you can delete the selected shifts oe he lS A You cannot delete the last shift from a scheduled activity There must always be at least one shift Moving Activities between Categories Drag and Drop From the Manage Activities screen you can move an activity to a different category by dragging and dropping it to a new position To drag and drop an activity 1 GO TO Activities Manage Activities 2 Click on the Drag and Drop button to the right of the desired activity Be sure to hold down the mouse button 3 Drag the activity until it is over the name of the desired category and release the mouse button You can repeat the steps above as necessary to move other activities Display Options From the Manage Activities screen you can view activities by their status active inactive and change the sort order name start end date type and or grouping by
133. esaeeeaes 25 Re ordering Custom Fields Drag and Drop ccccccccccesseeececeeeeeeeeesaeeseceeesauseeeeeseeaaeeeessesaneeeeeeaas 26 Show or Hide Custom Fielda sansasncionsvawenaibad whan sy saciresersticinnnpeeneneikieksrceincnncerkGmsaxangiedeceruuelavinanadeauiienes 26 CO IONS sa E E A E 26 New Qualification E22 cscioicsysrsiveiarnaciansrinonenera eiandisanuetinssuebaraviwanacers lekeecisannctanssstonsuinsnenerndeiemanoinmieniees 28 Quick Info on a Qualification Level seipse sins nana pnincg daria avian ati Sqendinid anni auido icin awa sties deaniunid anisuieibinditienininlatiaies 29 View Edit Delete or Print a Qualification LeVel oo cc ccccccccceecceeeceeeceeecueeeeeecueecaeecaeecaeesauesaeeeaeesaess 29 New Qualification Unranked or RANKG cceeccccceececeessecceeeeeeeeeeesseceeeeeesueesseeeeeeeseaaanseeeeeeeeeeaas 29 Quick Info on a Qualification ie iereciuininisniasearasierasiatinnsanssinhiniwhsunastaredtucsalalinitanssiniieimhsunaptarsdneniaidinetansbinibbiwies 32 View Edit Delete or Print a Qualification 2 0 eee cece eeccecceeeceeceeeceeeueeceecaeeceecaeeceeeueeceeueeseeeaeeseesaeeeaes 32 Changing the Order of Levels in a Ranked Qualification cccccccccccccecesseeeeseceeeeeeeeaeeeeeeeeeeessseaeeees 32 Removing Levels from a Qualification 0 0 cece c ccc cceseeeeeceeeeeeceaeeeeeeeeeeseesaeeeeeceeeeeessaaaseeeeeeeeessuaaseeeeeeees 32 Re ordering Qualifications Drag and Drop ccccceccccccceesceeesseece
134. essage Otherwise these options will not display For status select Archive from the droplist Select the appropriate reason Didn t Start Rejected Dismissed Moved Quit Deceased Other Click on the Save button to archive the selected person To abandon the change in status click on the Cancel button You can change the status again by following the steps above eS An archived profile cannot be edited You must change that person s status to anything but archived in order to edit the profile You can however view and run hours and outputs reports in an archived profile If you archive a profile that person will also be removed from any activity assignments Volunteer Impact version 3 8 Standard Edition Administrator s Guide 76 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Effects of Archiving a Profile If you archive a profile there are several things to consider e An archived profile cannot be edited You must change that person s status to anything but Archived in order to edit the profile e Archiving a profile will remove information for that person s General Volunteer Interests General Availability Activity information assignments signups backup list and Committee memberships e Archiving a profile will retain information for contact information custom fields qualifications and hours log entries An administrator s profile cannot be archived If you wish to archive the
135. esults Export for mail Merge Volunteer profile Exce reports Hours report by volunteer Remove volunteers Bulk update of custom fields amp qualifications Compose email or use atemplate Compose text message Assign Selected volunteer to activity Enter activity date and hours worked Selectlabel Type and outputtormat Select output format and whatto export Select output formatand wihatto export Select output _Tormatand date range Select volunteer protilesto remove Selector entervalues to Update Hersor Send text message to a persan View a profile Edit a profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide Sender Edit profile contents 1 Assign to activity Log hours nail text and personal MeESsage Volunteer hours report Volunteer schedule report Change status and role 70 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Search Filters Available by Menu Option Certain menu options have different search filters available such as searching on status security role or email The table below summarizes which search filters are available in each of the menu options that use a search PEOPLE COMMUNICATIONS ASSIGN REPORTS O D pe STATUS FILTERS e Applicant e Accepted e Inactive Short Spjal4 WOIsny seBueyy yng SUONEOIIEND seBu
136. ett Stephanie Goodrow Tony Goodrow Tony Kirk James Piaskon Dan Bamett Stephanie Fedorek Ashiey Harper Danie Krabappel Edna McCoy Leonard 905 555 1212 288 555 1272 x50 416 555 1212 Mom N 905 659 4552 x 2t Any 289 555 1212 x 50 289 555 1212 x 50 Volunteer Impact version 3 8 Standard Edition Administrator s Guide Customization Options e Sort Date Start time Last name e Activity Category e Activity e Active Status Active Inactive Don t Filter Date Range Output e Schedule of volunteers assigned to a specific activity between specified dates Customization Options e Sort Activity name Date Start time Last name e Date Range Output e Schedule of volunteers assigned to activities in all categories between specified dates grouped by category 140 APPENDIX Single Category by Activity gt Schedule of volunteers assigned to all activities in a specific category between specified dates grouped by activity Schedules Single Category by Activity Customization Options bce S hai Pt O Sort Activity name Date Start time Last name asame nce emai e Activity Category eas e Date Range Output e Schedule of volunteers assigned to activities in a specific category between specified dates grouped by activity Anytown Museum Schedule Guest Services Organized by Activity 4 1 2010 3 31 2011 e Bond Mary Thu 2001 2011 8 00 AM 12 30 PM Burns Charnes Thu
137. eyy yng o e s13 UNJO A SAOWOY e puss 1x9 Puss sj qe uien 248319 S1 UOYd 818919 EN 404 Wodxy S 143 UN OA WOl4 p 1 UNJO A Ag sinoH BOX l JOJd 188 UN OA 5 5 Term t Term e Archived Didn t Start Rejected Dismissed Moved Quit Deceased Other SECURITY FILTERS e Volunteer Administrator EMAIL FILTERS e Email ID e Mobile Email ID NTS SANS NTS SANE AA A S H A Ni A o NIS A h A o The following Search Options are available for all menu options utilizing the search feature e Contact Information Date Joined Birthday The following Search Options are available if objects of that type have been created e General Volunteer Interests General Availability Custom Fields Qualifications Activity Category Activity Activity Shift Qualified for Activity Scheduled Date Hours Logged Outputs Committees The Background Check Search Option is only available for organizations within an Enterprise where the Background Check feature has been enabled Volunteer Impact version 3 8 Standard Edition Administrator s Guide 71 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Quick Info on a Profile To view a quick summary of a profile 1 2 3 GO TO People Search Click on the Search header if required to expand that area and specify filters and or search options To execute the search click on the Search button Results will appear in the Sea
138. g Custom Field and Qualification Entries ccccececcceceeeeeeeeeeeeeeeeeeeaeeeseeeeeees 84 Approving or Rejecting Logged Hours ccccccccccseseeceeeeeeeeeeeeaeeeeeeeeeseeeeceeeeseaeeeeeesseaeeeeeessaeeeeeeeaas 85 Quick Info on an Hours Log Entry ares cecscsnssctedyossinatanseinsdssheanasdesednansenddnasanseinsesabenadansdiansehddnadanseinstawtes 86 Edit Approve or Reject an Hours Log Entry cccccccsssccccesseeccesececseseecceueeecsaececseuseeessseeessanees 86 Approve or Reject Multiple Hours Log Entries ccccccccsescccceeseeeeseeeeeeeeeeeeeseeeceesaeeeeeseaeeeessaeeeeenaaes 87 Assigning Volunteers to Activities sssusnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn mnnn 87 Enabling Group conocio Pe eee eee cee kee tee ene oe eee ee eee ener en a a e ee Cree ener eee 87 Fe RN Ne PO esata pee ca pe ina sonst pelt EA dn seh bmn elt agin A aa e epee 87 Assigning Volunteers to an Activity from their Profile cccccccecceeeceeceeeeeeeseeeeeseeeeeesaaeeesaeeeeesaees 88 Emailing Volunteers their Monthly Schedule ccccccccssseseeeeeeeeecaeeeeeceeeeeseaaeeeeeeceeeessaaaeeeeeeeeeeseaas 89 Volunteer Impact version 3 8 Standard Edition Administrator s Guide iii Icons and Symbols in the Unscheduled and Scheduled Activity Lists ccccccceeeseeeeeeeeeeeeeeeeeeas 90 Assigning Volunteers from the Unscheduled or Scheduled Activity Lists ccc
139. g an Output to an Activity 0 0 0 cecccccccceeecceeeeeeeeeeeeeeeseeeeceeeeeesseeeeeseeeeeessseaaeeeeeeeessuaaseeeeeeees 41 Activity Shift Recurrence Templates cccccsssseecseeseeeeesseeseesseeeeenseeeeeesseeeeeaseeeoenseeeeoenseesoensessoonsees 42 New Activity Shift Recurrence Temp late cccccccccccccccssseeceeceeeeeeeeeeseeseeceeseeaaeeeessseaeeeeeseaagesesssseaees 43 Quick Info on an Activity Shift Recurrence Template ccccccccccccccccccecesssseseessaeeeeeeeeeeeeeeeeeeeeeeees 44 View Edit Delete or Print an Activity Shift Recurrence Template ccccccccccccsseceeesseeeeeeeeeeeeees 45 Associating an Activity Shift Recurrence Template with an Activity ccccccseceeseeeeeeeeeeeeeeeeseeeeees 45 PN So EE ace ese creme te ida eon eer EE aumea die udon E E E E 45 Hew EH asc ia pectin set an saan teen oc eas bien a a a Pea enace e 47 Guik nio onan Activity ICT esrin nren ERE ey ANENE EN EE EA E EE O 48 View Edit Delete or Print an Activity Category siseinieseei ie ccsecesaccsesvcesaecssnabeceebcnsdesstiaudpanseardseresancpasbeanns 48 KEN AO I aeriene TE E A A OE 48 Greatng an Activity irom a Template cave sdeta ev snncyeter and crasipanceeek and saren E ENE AA ANSA AE EEE 52 What Type l Schedule Should PIG OSC T sssranssisisiasssknarasi aiaa aAA ANA AEO 52 Manual Locking versus Automate EoCking cissictisssnieimrdeatavonamieusisencavanennsninntuadaheiuardemeateheiamminuleaveeas 52 oigama an ACiviy w
140. g labels in PDF or DOC format Produce a phone list PDF DOC XLS MHTML formats Produce an export of profile information in CSV TXT XLS or XLSX format Create and modify email templates View a history of sent emails 125 APPENDIX Activities Manage Activities Manage Interests Manage Activity Shift Templates Assign From the Scheduled Activity List From the Unscheduled Activity List From a Volunteer s Profile From Visual Schedule Reports Report Descriptions 12 Month Trend Report Hours by Category Hours by Category Filtered Hours by Activity Report Group Hours by Volunteer Hours by Volunteer Filtered Category Hours by Activity Activity Hours by Volunteer Outputs by Volunteers Output Totals Logged Hours Excel Report Outputs Excel Report Volunteer Profile Excel Reports Volunteer Impact version 3 8 Standard Edition Administrator s Guide Create and modify activities Create and modify general volunteer interests Create and modify activity shift templates used by scheduled activities Assign volunteers to scheduled activities Assign volunteers to unscheduled activities Assign a volunteer to an activity from within their profile View the status of activities in a two month period and assign volunteers Description of all reports available in this menu Illustrates the change in activity levels over the course of a year Table Charts Displays the number of logged hours and the num
141. he section on Searching For a Person Scroll down to the section below the list of people found Click on the droplist beside Category and select the desired custom field category from the list Click on the droplist beside Custom Field and select the desired custom field to change To change the value for this custom field for all selected people a Click on the button beside Replace everything this field with b Select or enter the value to apply to all selected people To remove the value for this custom field for all selected people a Click on the button beside Remove everything in this field Click on the Save button In the confirmation dialog check the box I understand this cannot be undone Click on the Confirm button to proceed or the Cancel button to cancel the changes or a RN Category Volunteer Recognition v Custom Field Hours Milestone Date Awarded v Replace everything in this field with O Remove everything in this field The contents of custom fields at both the Enterprise level if applicable and organization level can be changed e The contents of a custom field with a File data type cannot be changed e To change a checkbox from checked to unchecked select the remove option Volunteer Impact version 3 8 Standard Edition Administrator s Guide 74 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Making Changes to Qualification Values for Multiple People To cha
142. icable outputs to be measured when hours are logged for this activity Note that providing a value for an output is optional Volunteer Impact version 3 8 Standard Edition Administrator s Guide 51 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS 9 Click on the Classifications header if required to expand that area and specify the various pre defined classifications associated with this activity 10 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity Once you have created an activity you can edit it to change any attribute except for the type of schedule Creating an Activity from a Template If your organization is part of an Enterprise your Enterprise administrator can create Activity Templates i e the basic framework of an activity To create a new activity using an Activity Template 1 GOTO Activities Manage Activities 2 Click on the New Activity From Template button NeW Activity From Template a Inthe New Activity From Template window you will see a list of available Activity Templates You can click on Info to see a summary of a template or move your mouse over hover the name of a template and click on View to see the attributes of that template 3 Move your mouse over the name of the template you wish to use When presented with the choice of View Use this
143. ication level 1 GO TO Configuration Qualifications Click on the New Qualification Level button NeW Qualification Level Enter a name for this qualification level next to Qualification Level Optionally include a description of this qualification level Click on the Save button to save your qualification level If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the qualification level a ey Volunteer Impact version 3 8 Standard Edition Administrator s Guide 28 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Quick Info on a Qualification Level To view a quick summary of a qualification level 1 GO TO Configuration Qualifications 2 Move your mouse over i e hover the Info button Gi to the left of a qualification level to reveal a summary View Edit Delete or Print a Qualification Level To view edit or delete a qualification level 1 GO TO Configuration Qualifications 2 Move your mouse over i e hover the desired qualification level 3 When presented with the choice of View Edit Delete click on the desired option a Ifyou wish to print information on a qualification level choose View In the resulting dialog box click on the Print button Ej and follow the prompts to print the report to your desired local or network printer Once deleted you cannot retrieve the qualification level You will need to re create it If you
144. ick on the Search button or proceed to the Search Options section 5 In Search Options click on the appropriate section header to show or hide the options available 6 Select your search options and then click on either Add To Search or Add to Search and Go a To remove a condition from a search click on the Remove this search condition x button or Clear Options to remove all search options 7 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed The Search Form is used in many options in Volunteer Impact e People menu Search Bulk Changes Custom Fields Bulk Changes Qualifications Log Hours Remove Volunteers Communications menu Send Email Sent Text Create Mailing Labels Create Phone List Export For Mail Merge Assign menu From Volunteers Profile Reports menu Hours by Volunteer Filtered Volunteer Profile Excel Reports Click on the Search button in the Filters section to retrieve the results that match the search options you have selected Current Search Options From Below Include Results must match All Any e x what is your age range Is greater than or equal to 17 21 e x Any of the following committees Fundraising Committee Publicity Committee Cl
145. ign Volunteers x Activity Examples Activity With No schedule Availability Filter Only show signed up people z status Al ME A Qualification Filter Only show qualified people scheduling Numbers Win Mx BL Su As Co Status Filters Accepted O Inactive Short Term 5 5 1 3 2 C In Process Inactive Long Term C Applicant sort People By By Name v Limit Results To 25 v Candidates Mo volunteers match your filters a The Assign Volunteers Scheduled Activities Screen Assign Volunteers x Activity Examples Ongoing Activity Availability Filter Only show signed up people status la A wa Qualification Filter Only show qualified people v Date 31 2011 3 00 AM 11 00 AM status Filters Accepted C Inactive Short Term Scheduling Numbers win whe BL Su As Co LJ InProcess CJ Inactive Long Term 2 2 O ODO OD LC Applicant Overlap Filter Only people without overlapping assignments sort People By By Name Limit Results To 25 w Candidates Mo volunteers match your filters A Volunteer Impact version 3 8 Standard Edition Administrator s Guide 94 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Assigning People using the Visual Schedule The Visual Schedule is a calendar driven option that enables you to view the status of activities in your organization and schedule volunteers To use the Visual Schedule 1 GOTO Assign From Visual Schedule 2 If desired click on the Schedu
146. iin A arrinin aa a a aaa 53 dodho a Teaser AN naa a a 53 Grsaling a Schedule roma Templa sense idiesacesceaunere len ousvacescnseaideaueeecesevenclseausnudesciaraitrauabauesuuesneeaaveiel 53 Grading a Sehon rom Sera enn aa aaa 54 aD kE Ea E i AEP EEA A NIANA AA AAEE E A ANNA 55 View Edit Delete Copy or Print an ACUVIIY areisisisisiririroiinissisirirnisansii ia aia 55 Adano Gnin Oa cehec ACV earainn an EVs Eea aS E airaa pias 56 Edino his gegen eye C oe ACV eee eee ren aa aS Na iraa ias 56 DSS STS TOMA Scheduled ACIVIIY scat evenseereceteayienccennieiiatianccecenstedaepiauexewasienkeiescen neater 57 Moving Activities between Categories Drag and Drop cccccccsssesseeeeeeeeeeeeeseeeeeeeeeseneasseeeeeeeeneaas 57 BE AD aS i esac tne E yates ates E R N A N IE EENE eles sme aes NT N AE AEE 57 Volunteer Impact version 3 8 Standard Edition Administrator s Guide ii Change the Active Status of Multiple Activities cccccccccccccccsesssseeeeeeeeeeeeeeeeeeeeeesseaeeeeseeeeeessaeaeeees 58 Show or Hide Activity Categories and Activities 20 00 cecccccccccececseeeeeeeeeeeeeeeeeeeseeeeesesseaeseeeeeeseessaeaaeees 58 Sample Activity Scenario 1 Road Marshall for Walkathon ccccccccseeeeeeeeeeeeeeaeeeeeeeeeeeessaeaeeees 59 Sample Activity Scenario 2 Chairperson for Next Year s Walkathon cccssccceccesseeceeeeeeeeeees 60 Sample Activity Scenario 3 Information Booth Attendant ccccccccsssese
147. il message format that can be applied to a new email message Enterprise Edition A version of Volunteer Impact typically used by large organizations with multiple departments or divisions spread across multiple Volunteer Impact accounts Export Generate a report to a variety of file formats Excel Word PDF text file Filter search filter When searching for a person you can create include people based on status role and whether or not they have email or mobile numbers to view edit or delete the object General Availability General Volunteer Interest Group A single profile that is treated as if it was a group of people Header Text Additional helpful text that can be added to headings above custom fields and qualifications to assist volunteers in filling in the information requested in MyVolunteerPage com Hours When a volunteer completes an activity the hours worked can be logged by the volunteer administrator or via a TimeClock Hover Moving your mouse over a button heading or link without clicking on it will often reveal a tooltip or further information on the item Inactive volunteer status A volunteer is not currently active with your organization short term long term Info Info Card When hovering over an Info button beside profiles activities custom fields qualifications etc a pop up menu will display providing quick information on the item In Process volunteer status The prospective volunteer has
148. inue editing the volunteer s profile or click on the Close button to finish If you are signing up or assigning one person profile as a group you can indicate the size of that group in the appropriate box The default group size is 1 Once the group size for signed up available is entered and the assignment is saved the assigned group size will be equal to that value Sample screens Assign to Unscheduled Activity Assign to Scheduled Activity Assign Assign x ae Activity City Green Up Days E Category Group Activities Activity Information Desk Supervisor Schedule This activity occurs a total of 3 times between October 8 2011 and October 10 2011 Category Administration eee ee Schedule This activity has no schedule Day Sunday M Monday M Saturday Start Time 8 00 AM 10 00 AM O Signed Up Group Size Status All x O Assigned Group Size ho Filter Shifts C Backup List Date StatTime EndTime L 0 T GAv C suo 6s AsO 6s October 8 2011 8 00 AM 6 00 PM a x COCO D fF Oo Save October 9 2011 8 00 AM 6 00 PM fl x p x o o m October 10 2011 10 00 AM 4 00 PM a K xK x oO E go Hb ene 4 A You can review the activities on the volunteer s schedule by clicking on the Schedule tab Emailing Volunteers their Monthly Schedule You can email a volunteer his her monthly schedule from his her profile GO TO People Search Search for the des
149. ionally communicate with each other via email You can also find people by their committee membership Volunteers cannot see a committee until they have been assigned to it and only then if they have been given permission to communicate with other members of the committee Examples Board of Directors Publicity Fundraising Ushers Area What it contains How to get started For more information New Committee Create a committee Configuration See instructions in the gt gt Committees section below gt New Committee Quick information on a Configuration committee gt gt Committees gt Hover Info Hover over iinfo beside a committee to display the information View View a committee Configuration You can only view the gt gt Committees information gt Hover View Print information about Configuration In the View dialog click a committee gt gt Committees RERIG i gt Hover View Print 07 Print Edit a committee Configuration Make any changes and gt gt Committees click on Save to save gt Hover Edit or Cancel to abandon the changes Delete Delete a committee Configuration Click on Delete to gt gt Committees delete the committee or gt Hover Delete Cancel to keep it Sort the display of Configuration Click on Sort above committees by name gt gt Committees committee name gt Sort column to sort committees alphabetically The Manage Committees
150. ionally you can filter candidates by a Availability don t filter show only those available show only those on the backup list show both available and backup list people b Qualification don t filter show only qualified people c Status accepted in process applicant inactive short term inactive long term d Overlap don t filter only people without overlapping assignments only people without an assignment on this day This filter is only visible for scheduled activities 6 Youcan also sort candidates by name or earliest availability date and limit the results retrieved 25 50 100 500 or not 7 When you have applied the desired filters click on the Search button Results will be displayed in the Candidates section and can be sorted by last name first name available backup list and qualified If no volunteers match your filters you can adjust them and search again 8 By hovering over the Info button Gi beside a person you will see a quick summary of that person s profile Also displayed is whether or not that person is available on the backup list and qualified for the activity 9 To assign one person to the activity or shift click on the Assign option in the Actions column a With scheduled activities if one person has expressed an availability for multiple shifts of this activity in the future you can click on the Assign Multiple option in the Actions column This wil
151. ions Click on the Schedule header if required to expand that area For Schedule Type click on the radio button beside Recurring pattern Choose the desired activity shift recurrence template to use by selecting the appropriate value from the droplist beside Choose a template 7 Enter the date for the first shift to be created Shifts will be created on or after that date depending on what days of the week are specified in the template 8 Specify the date for the final shift 9 If desired click on the Calculate button to see how many shift will be created using this template and date range 10 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity A You can edit an activity at a later date to add more shifts to the schedule Creating a Schedule from Scratch aroan or U 7 19 When creating an activity with a schedule type of Recurring pattern Disjointed or One Time you can enter specific shifts manually by specifying the exactly or relatively when the shifts occur 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity 3 Information can be entered for any section in any order Basic Info Schedule Visibility Automation Qualifications Outputs Classifications 4 Click on the Schedule header if required to expand
152. ired person Hover over the link to their name and click on Edit to edit their profile For more information see the section on Searching for a Person Click on the lt Schedule gt tab in the volunteer s profile Scroll down to the Schedule By Month section Select the output file type PDF DOC XLS MHTML and paper size if PDF was chosen Enter or select the start date for the monthly report ae a oS Volunteer Impact version 3 8 Standard Edition Administrator s Guide 89 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS A 8 To email the report to the volunteer click on the Email to Volunteer button There is no need to generate the report first In the Email Schedule To Volunteer dialog you can specify an email template and change the contents of the message to be sent When you are ready to send the schedule click on the Email to Volunteer button You can also export the schedule to the selected file type by clicking on the Export Report button or view it on screen by clicking on the View Report button Icons and Symbols in the Unscheduled and Scheduled Activity Lists When assigning volunteers from either the unscheduled or the scheduled activity list various icons and symbols are used to illustrate visually the status of an activity and available volunteers m m e A e ele EN be Ix S lt Min available Min available Min scheduled Min confirmed Mi
153. ist To be removed from the signup list for an activity 1 Log on to MyVolunteerPage com 2 Click on the lt Sign Up gt tab 3 If necessary filter the list of shifts by clicking on the button beside Shifts have signed up for then clicking on the Filter Shifts button 4 Remove the check from the boxes beside the shifts you are no longer available for i e shifts you no longer wish to be assigned to 5 Click on the Save button Volunteer Impact version 3 8 Standard Edition Administrator s Guide 115 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS The Assignments Tab Viewing and Confirming Activity Assignments To view and confirm unscheduled and scheduled activity assignments 1 Log on to MyVolunteerPage com 2 Click on the lt Assignments gt tab 3 If you have yet to confirm an activity assignment you will see the options to Confirm or Decline the assignment Click on the desired option and choose Save to proceed or Cancel to cancel the operation 4 Optionally you may be able to remove yourself from an assignment for which you have already confirmed your participation An administrator must enable this option when creating or editing the activity If your profile has been assigned as a group of people the number of people in the group will display within parentheses after the name of the activity Removal From a Confirmed or Unconfirmed Activity Assignment To be removed from an unco
154. ity maximum of 4 for the activity Automatically prevent Once 4 volunteers have said they are available for this activity no other further signups potential candidates for this activity can sign up Automatically assign Administrator will manually assign volunteers from the list of those available Qualifications No qualifications are required To create this activity 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity 3 Click on the Basic Info header if necessary to enter the required values a Activity Name Walkathon Chairperson b Activity Category select the appropriate category from the droplist c Number of Volunteers 1 4 Click on the Schedule header if necessary to enter the required values a Schedule Type Seasonal b Start Date 06 01 2012 or select from the pop up calendar c End Date 07 16 2012 or select from the pop up calendar 5 Click on the Visibility header if necessary to enter the required values a Visible to Visible to volunteers b Select all tyoes of volunteers applicable i e Applicant In Process Accepted Inactive 6 Click on the Automation header if necessary to enter the required values a Auto Lock on availabilities b Number of Volunteers 4 c Auto Assign Do not auto assign 7 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to aband
155. ity Hub Volunteer Impact version 3 8 Standard Edition Administrator s Guide 81 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Acknowledge First Contact Screen Acknowledge First Contact A A a O EE First Name Last Name Referral Date Aloysius Abernathy 5 17 2011 o Jane Doe PE Daniel Harper 1 1 2011 q Andy Morton 5 16 2011 o Trevor Petersen 5 17 2011 o Derrick Simms 516 2011 g Bridget Turner 5 16 2011 0 Confirm Selected Select All O To send a message to a person and acknowledge first contact 1 GOTO People Acknowledge 1st Contact a To see asummary of a profile name address telephone number date joined status security role move your mouse over i e hover the Info button to the left of the first name of a person b To sort by first name last name or referral date click on the sort buttons to the left of any of the column headings 2 To confirm a single person a Move your mouse over i e hover the desired volunteer name b When presented with the choice of View Edit Confirm click on Confirm i If an email ID exists in the volunteer s profile you will also have the option for Send Email If a mobile email ID exists in the volunteer s profile you will also have the option for Send Text Message Otherwise these options will not display OR 3 To confirm multiple people a Inthe Confirm column place a checkmark in the bo
156. ization 1 GO TO People Remove Volunteers 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed 4 Click on the link for Remove Volunteer beside the desired profile to be removed a To remove multiple volunteers place a checkmark click in the box beside each person or click in the Select All checkbox then click on the Remove Selected Volunteers link at the bottom of the screen You can only remove profiles that are displayed on the current screen page 5 When presented with the confirmation dialog check the box I understand this cannot be undone 6 Click on the Remove button to remove the selected person To abandon the removal of the person click on the Cancel button Volunteer Impact version 3 8 Standard Edition Administrator s Guide 77 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Search Results M 4 1 1 gt N Last Name First Name Status Actions Adama Tamara Archived Rejected Remove Volunteer Bates Kimberley Archived Rejected Remove Volunteer L Finder Jerry Archived Rejected Remove Volunteer z Ma on C line Archived Reject
157. kon Dan Volunteer Baum Patricia Hours 2 00 Hours 0 38 status Approved ee Approved Date Yolunteered 16032012 Entry Type Logged Created By Plaskon Dan Date Created 16 03 2012 Date Wolunteered 06 03 2012 Entry Type Timeclock Clock Started 10 57 Ah Clock Ended 11 20 AM Created By Baum Patricia Date Created OB U3 2012 This information is also included in the Logged Hours Excel Report Delete Multiple Hours Log Entries To delete multiple hours log entries that have already been logged by administrators and or volunteers 1 GOTO People Edit Logged Hours 2 Search for the desired logged hours to delete In the Search section you can enter specific filters or leave the criteria blank if you wish to retrieve a list of all logged hours Date volunteered From mmdan To Date Created From maddie e To mman f Activity Category Don t Filter F Activity Don t Filter SON By Date Descending a Enter the From and To dates that the activity was worked i e Date Volunteered or select from the pop up calendar b Enter the From and To dates that the hours were logged i e Date Created or select from the pop up calendar c Select the desired category from the activity category droplist Select a specific activity within that category from the activity drop list For all activities within a category select Don t Filter from the activity droplist
158. l application forms e Whether or not new volunteers require approval this will affect the volunteer s status and will generate a system alert for you Whether or not to display the General Volunteer Interests Whether or not to show the General Availability fields Define and send an email to new volunteers once they fill in the volunteer application form Define and show volunteer policies to new volunteers before they begin filling in your volunteer application form Volunteer Impact version 3 8 Standard Edition Administrator s Guide 11 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Sign Up Process As an administrator you have the ability to control wnat happens when a person clicks on a link to sign up as a new volunteer with your organization Generate Link Activity List 4 Wear Up Form would like to volunteer for this organization VOLUNTEER New username Existing username MyVolunteerPage com MyVolunteerPage com Contact Information Acknowledge Volunteer Policies General Interests General Availability Custom Fields Qualifications Automatic email to new volunteer Sign up for activities If there are visible Custom Fields and Qualifications on the Application Form associated with the link that was generated they will be included in the sign up process If there are visible activities the new volunteer will be able to sign up for them after completing the sign up process F
159. l open up a window enabling you to assign the volunteer to any or all of the shifts they have requested OR 10 To assign multiple people click on the checkbox to the right of each desired person or click in the box beside Select All below the list of candidates to select all people then click on the Assign Selected option below the list of candidates OR 11 To assign a group to the activity or shift click on the Assign option in the Actions column a With scheduled activities if one person has expressed an availability for multiple shifts of this activity in the future you can click on the Assign Multiple option in the Actions column This will open up a window enabling you to assign the volunteer to any or all of the shifts they have requested b The Group Size column will enable you to indicate how many group members you are assigning to the activity shift 12 When you have finished assigning people to the activity click on the Close button at the bottom of the Assign Volunteers screen When viewing the list of people assigned to an activity you can also view or edit their profile and send email and text messages if the appropriate email and mobile email IDs exist in their profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 93 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Assign Volunteers Unscheduled Activities Screen Ass
160. le Manage In Process Volunteers 2 Move your mouse over i e hover the Info button to the left of a volunteer s last name to reveal a Summary Volunteer Impact version 3 8 Standard Edition Administrator s Guide 79 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS View Edit Print or Change the Status of an Applicant or In Process Volunteer To view edit or change the status of an applicant or in process volunteer 1 GOTO People Manage Applicant Volunteers or People Manage In Process Volunteers 2 Move your mouse over i e hover the desired volunteer name 3 When presented with the choice of View Edit Change Status click on the desired option a If an email ID exists in the volunteer s profile you will also have the option for Send Email If a mobile email ID exists in the volunteer s profile you will also have the option for Send Text Message Otherwise these options will not display b If you wish to print information on a profile choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer c If changing the active status choose Change Status In the resulting dialog box select the appropriate value for the status and reason if required Change the Status of Multiple Applicant or In Process Volunteers To change the status of multiple applicant or in process vo
161. le Filters section header to select the desired Activity Category and Activity on which to filter Click on the Filter button to refresh the display 3 You can scroll through the two months displayed by clicking on the Previous and Next buttons 4 Hover over one of the days in the calendar days in the past can still be accessed but are shown greyed out A window will pop up showing you the status of your activities The information will include the number of activities at each status compared to the total number of activities and the percentage of your activities at that status December 7 7011 _ lt Min available 3 78 38 Min available 1 8 13 Min scheduled 3 8 38 ice Min confirmed 1 8 139 5 Choose which activities to which you want to assign volunteers a To see a list of all activities on that day click on the link to the date b To see all activities on that date corresponding to a specific status click on the link to the desired status 6 The selected activities will display below the calendar Click on the link to an activity to begin assigning volunteers to it 7 Continue according to the instructions in the section above Assigning One Person Multiple People or a Group to an Activity from step 4 Instead of selecting a single day to view you can also see a Summary of all days in a month by hovering over the month above the calendar From there clicking on the desired st
162. le application forms you can treat Form 1 as your default Volunteer Impact version 3 8 Standard Edition Administrator s Guide 23 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Type of Field By clicking on the droplist you can define the type of custom field you wish to create e Yes No the resulting droplist will display choices of Yes No and Not assigned only one value may be selected e Check Box a single checkbox that can be selected or left blank multiple check boxes can be created to provide answers to a question posed in a custom field category name permitting multiple check boxes to be selected e Date only properly formatted date entries will be accepted e Number only whole numbers or numbers with decimals will be accepted gt Short text up to 100 characters will be accepted letters and numerals and certain punctuation can be entered but any HTML code will automatically be removed Long text large amounts of text can be entered letters and numerals and certain punctuation can be entered but any HTML code will automatically be removed e Custom options you can create a custom list of options that will display in a droplist only one value may be selected m File enables volunteers to upload a file for you e g resum For fields with values that might contain a zero 0 at the beginning e g telephone numbers social security numbers etc do not
163. le people in your organization choose the appropriate report from the Reports menu For more information see the section on Reporting Volunteer Impact version 3 8 Standard Edition Administrator s Guide 103 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Communicating with Volunteers You can send both email and text messages to your volunteers providing that a valid email ID or cellular mobile phone number exists in their profile To create paragraph spacing in email messages press the Enter key on your keyboard To create a single line feed no extra spacing between lines hold down the Shift key and press Sending Emails or Text Messages to One Person When searching for people you can hover over a name in the search results and send an email or text message to that one person To send an email or text message to one person 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed 4 Move your mouse over i e hover the desired volunteer name 5 When presented with the choice of View Edit Send Email Send Text Message Change Status click on the desired
164. lick on Save to save gt Hover Edit or Cancel to abandon the changes Delete a qualification Configuration Click on Delete to level gt gt Qualifications delete the qualification gt Hover Delete level or Cancel to keep it New Unranked Create an unranked Configuration See instructions in the Qualification qualification gt gt Qualifications section below gt New Unranked Qualification New Ranked Create a ranked Configuration See instructions in the Qualification qualification gt gt Qualifications section below gt New Ranked Qualification Quick information on a Configuration qualification gt gt Qualifications gt Hover Info Delete may Hover over Info 4 beside a qualification area to display the information View View a qualification Configuration You can only view the gt gt Qualifications information gt Hover View Print information about Configuration In the View dialog click a qualification gt gt Qualifications ay el gt Hover View Print 07 Print Edit a qualification Configuration Make any changes and gt gt Qualifications click on Save to save gt Hover Edit or Cancel to abandon the changes Delete a qualification Configuration Click on Delete to gt gt Qualifications delete the qualification gt Hover Delete area or Cancel to keep it Re order qualifications Configuration Hold down Drag and by dragging them toa gt gt Qualifications Drop
165. lunteers 1 GOTO People Manage Applicant Volunteers or People Manage In Process Volunteers 2 Inthe Change column place a checkmark in the box beside each volunteer for which you wish to change the status or click on the Select All checkbox to select all volunteers To de select one of the volunteers simply click once on the box to the right of their date joined value 3 With the Change Selected button now active click on the arrow beside the button to reveal the available options Applicant Volunteers In Process Volunteers Change Selected v Change Selected Set to In Process Set to Applicant set to Accepted set to Accepted Set to Inactive Set to Inactive Short Term Short Term set to Inactive Long set to Inactive Long Term Term 4 Click on the Confirm button to change the status of the selected volunteers To abandon your changes click on the Cancel button There is no Save button associated with this feature You can change the status again by following the steps above Volunteer Impact version 3 8 Standard Edition Administrator s Guide 80 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Send an Email or Text Message to an Applicant or In Process Volunteer If a primary email ID has been specified you can send an email to an applicant or in process volunteer If a mobile email ID has been specified you can send a text message email to an applicant or in process
166. ly 1002 pixels wide e Height exactly 124 pixels high e Resolution 72 dpi e File format JPG GIF PNG Alternative TIF PDF EPS Multiple banners are supported if you have multiple organizations in Volunteer Impact Enterprise Edition You may also specify a link to a website a URL so that when volunteers click on your banner image they are directed to a specific website Evaluate Current Application Form Whether coming from a paper based system or some other software system you will want to evaluate your current application form s in order to determine what general custom fields and custom qualification fields and possibly activities you will need to set up If you would like Volunteer staff to assist you with this please let us know Additional fees are applicable Mission Statement A mission statement is a short written statement of the purpose of a company or organization It details the overall goal and direction of the organization providing a context in which organization strategies and decisions are formulated It is beneficial for a variety of reasons that your volunteers and prospective volunteers see this when they log on to MyVolunteerPage com to sign up for or view your opportunities available Volunteer Impact version 3 8 Standard Edition Administrator s Guide 1 SECTION 1 GETTING READY TO USE VOLUNTEER IMPACT Section 2 Getting Familiar with Volunteer Impact Logging On Welcome Page Navigation
167. mat CSV TXT XLS XLSX Output e Specified profile contents Volunteer Impact version 3 8 Standard Edition Administrator s Guide 138 APPENDIX Schedule Reports The following reports summarize activity schedules e Reports can be viewed on screen or exported to a file PDF DOC XLS MHTML e Schedule reports exported to PDF files can be in either Letter or A4 paper size landscape orientation All Categories by Date gt Schedule of volunteers assigned to all activities in all categories between specified dates grouped by date Schedules All Categories by Date Anytown Museum Schedule All Categories Organized by Date 4 1 2010 3 29 2011 ma o_o es ee Guest Services information Booth Attendant Bond Mary Guest Services Information Booth Attendant Goocrow Tony N 905 555 1212 2RE 555 1212 2 5 496 585 1212 Mom OPM Guest Services intormabon Booth Attendant Lewis Jen s Guest Services VIP Greeter Guez Services Intormanon Booth Attendant Guest Services Information Booth Attendant Guest Services intormanon Booth Altendant Guest Services Cridren s Program Gude Guest Services Chicter s Program Gude Guest Services Chiare s Program Guoe Guez Services Cridrer s Program Gude Guest Services Chiarer s Program Gude Stackhouse Sooke Guest Services Cradren s Program Gude Unteer Vor Guez Services intormanon Booth Attendant Barer Boo a Guez Services information Booth Altendant Harpe
168. me Signed Up activity The volunteer has expressed an availability for an activity or specific shift Signup Cutoff activity The time interval before an activity begins when no further volunteers may declare that they are available i e sign up Volunteer Impact version 3 8 Standard Edition Administrator s Guide 123 APPENDIX Definition Signup Settings Organization settings pertaining to the process when a new volunteer signs up such as whether or not they require approval a message to be sent to them automatically upon signup and your volunteer policies which require their acceptance A version of Volunteer Impact typically used by small to medium sized organizations with information in a single account Status Filter search When searching for a person you can create include people based on whether or not they are active inactive or archived and the various reasons where applicable System Alert Alert messages enabling administrators to approve new volunteers or values entered for custom fields qualifications hours or recognition messages listing birthdays and anniversaries of service mobile device A facility enabling volunteers to sign in select the activity they are going to be working and have their hours accumulated automatically activity Options that indicate who can see an activity include nobody members of the public and volunteers either qualified and or with a specific status A profile with volunt
169. n an Output To view a quick summary of an output 1 GO TO Configuration Outputs 2 Move your mouse over i e hover the Info button Gi to the left of an output to reveal a summary View Edit Delete or Print an Output To view a quick summary of an output 1 GO TO Configuration Outputs 2 Move your mouse over i e hover the desired output 3 When presented with the choice of View Edit Delete click on the desired option a If you wish to print information on an output choose View In the resulting dialog click on the Print button and follow the prompts to print the report to your desired local or network printer Sort Outputs From the Manage Outputs screen outputs may be sorted alphabetically ascending or descending by Name or by their Active Status active inactive To sort outputs alphabetically by name or by their active status 1 GO TO Configuration Outputs 2 Click on either the Output or Active Status heading above the list of outputs to alternate between sorting by the desired value The up down arrows beside the Output or Active Status heading will change to reflect the current sort order Volunteer Impact version 3 8 Standard Edition Administrator s Guide 40 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Change the Active Status of Multiple Outputs To change the active status of multiple outputs 1 GO TO Configuration Outputs
170. n on Searching for a Person 4 Click on the lt Hours gt tab in the volunteer s profile Date olunteered U3 0472011 a Hours oo f Select an activity from the droplist of either Recent Active or Inactive activities Enter the date volunteered or select from the pop up calendar Enter the hours worked A value greater than zero must be entered Click on the Save button to log the hours or the Cancel button to abandon logging the hours ee To log hours for another activity for the same volunteer repeat steps 4 through 7 above Volunteer Impact version 3 8 Standard Edition Administrator s Guide 98 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Logging Hours for One or More People To log hours for one or more people 1 GOTO People Log Hours 2 Search for the desired people for which to log hours For more information see the section on Searching for a Person 3 Below the results indicating the number of people found by your search you can click on the People Found section to display the list of people To de select a person i e not to log hours for them click in the checkbox beside their name Activity Select an activity Date olunteered U3 0472011 i n Hours 4 Select an activity from the droplist of either Recent Active or Inactive activities 5 Enter the date volunteered or select from the pop up calendar 6 Enter the hours worked A value greater than zero must b
171. nce state field is not visible b To change the main contact person click on the Change button and select the new administrative contact from the list of values then click on Save Volunteer Impact version 3 8 Standard Edition Administrator s Guide 10 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS 3 Click on the Mission Statement header if required to expand that area and specify the organization s mission statement using the Rich Text Editor Click on the Save button to save the information you have entered updated or Cancel to abandon the changes 4 Click on the General Settings header if required to expand that area and specify select the values Click on the Save button to save the information or Cancel to abandon the changes 5 Click on the Signup Settings header if required for the desired Application Form 1 2 or 3 to expand that area and specify select the values Click on the Save button to save the information you have entered updated or Cancel to abandon the changes General Settings for your Organization In the General Settings section of your Organization settings you can enter or change Time Zone Timelog permission for volunteers Whether or not to send an alert email for every activity signup and or edit Whether or not to enable group scheduling i e treating a single profile as a group when assigning volunteers to activities e Enter header text to appear to voluntee
172. ncy Weekly Recurs Every One Week Specify the days and times for each shift Day Monday Start Time 9 00 AM End Time 12 00 PM Click on the Add button to add the shift Day Tuesday Click on the Add button to add the shift specified above to Tuesday Repeat steps e and f to add the morning shift specified to Wednesday through Sunday Repeat steps a to f above with a start time of 1 00 PM and an end time of 3 00 PM to add the afternoon shift to Monday through Sunday Repeat steps a to f above with a start time of 6 00 PM and an end time of 9 00 PM to add the evening shift to Monday through Saturday j If you wish to delete a shift you have created click on it in the Added Occurrences box and then click on the Remove Selected occurrence s button 8 Click on the Save button to finish creating this template po ee TOST To create this activity 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity 3 Click on the Basic Info header if necessary to enter the required values a Activity Name Information Booth Attendant b Activity Category select the appropriate category from the droplist c Number of Volunteers 1 4 Click on the Schedule header if necessary to enter the required values a Schedule Type Recurring pattern b Choose a Template Information Booth shifts select from droplist c Start Date 06 01 2011 or select fr
173. neous information Public People who are not associated with your organization as volunteers or administrators are referred to as the public Qualification A single response level can be selected from a list as data for the volunteer s profile Qualification Level Qualified activity According the qualification levels in the profile the volunteer possesses the minimum requirements to perform a specific activity Ranked qualification A qualifications whose levels i e answers are listed in order of importance or significance one two three four weeks schedule Rehydrate volunteer status Resetting the status of an archived volunteer to active Report Group A group of related activities gathered from various Impact accounts within an Enterprise A person in your organization can either be a volunteer user of MyVolunteerPage com or an administrator user of Volunteer Impact Scheduled activity An activity that has specific dates and times associated with it Search Options When searching for a person you can create conditions upon which to retrieve profile information based on contact information interests availability custom fields qualifications activity assignments etc Search Results Seasonal activity schedule An activity that has no time associated with it and is performed on the administrators or all people Shift instance A single occurrence or instance of an activity indicating the date and ti
174. nfirmed activity assignment i e an activity to which you have been assigned and for which you have yet to confirm your participation or an assignment for which you have already confirmed your participation Log onto MyVolunteerPage com 2 Click on the lt Assignments gt tab 3 You will see a list of assignments to both Unscheduled and Scheduled activities where applicable If you have yet to confirm your participation click on the Decline option to remove yourself from the activity assignment 4 Inthe Decline Assignment dialog click on Cancel to stay assigned to the activity shift or Decline to decline the activity assignment In some organizations volunteers are not permitted to remove themselves from activity assignments for which they have confirmed their participation In that case they would need to contact their Volunteer Coordinator and arrange to be removed from an assignment In some organizations administrators may permit volunteers to remove themselves from activity assignments only up until a specific time before the shift begins Generating Your Schedule To generate your schedule of activities to which you have been assigned 1 Log on to MyVolunteerPage com 2 Click on the lt Assignments gt tab 3 To see your report on screen in calendar format click on the View Report button 4 To produce an export of your report select the appropriate Export File Type Start Date for the report then
175. nge options 6 Click on either the Export Report button to display your report on screen or the View Report button to export your report to the selected file type The My Profile Tab Updating Your Profile To update or enter information in your profile 1 Log on to MyVolunteerPage com 2 Click on the lt My Profile gt tab 3 Several tabs will now display o Basic Info Additional Info Qualifications Interests Availability Goals O O OO O Volunteer Impact version 3 8 Standard Edition Administrator s Guide 118 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS Home Sign Up Assignments Hours Log Contact Reports Ny Profile Basic Info Additional info Qualifications Interests Avwailability Goals Basic Info This tab contains basic contact information including name address email IDs telephone numbers birthday and language You can also change your password and view change or delete your profile photograph JPG GIF PNG file Additional Info This tab contains the custom fields set up for the organization Some fields may require approval from the Volunteer Coordinator before the values entered will display in the profile Fields in this tab may be text short or long number date list of custom options checkbox or file data types Mandatory fields i e where a value is required will have an asterisk displayed beside them Qualifications This tab contains the qualifications set up for the o
176. nge or remove the value in a qualification for multiple people 1 GOTO People Bulk Changes Qualifications 2 Perform a search for the desired people For more information please see the section on Searching For a Person 3 Scroll down to the section below the list of people found 4 Click on the droplist beside Qualification and select the desired qualification from the list 5 To change the value for this qualification for all selected people a Click on the droplist beside Make the level b Select the level to apply to all selected people c Enter a value beside and the expiry date if applicable To remove the value for this qualification for all selected people a Click on the button beside Remove everything in this field 6 Click on the Save button 7 Inthe confirmation dialog check the box I understand this cannot be undone 8 Click on the Confirm button to proceed or the Cancel button to cancel the changes Qualification Criminal Records Check v Make the level Passed v and the expiry date Remove everything in this field A The contents of qualifications at both the Enterprise level if applicable and organization level can be changed Volunteer Status Each person in your organization has a status value associated with their profile New volunteers can begin as Applicants and proceed through your approvals process to In Process and then Accepted At any time you
177. nimum Maximum Backup List Available Assigned Confirmed Unlocked Locked Do not auto assign Auto assign Do not autolock Autolock Yes No The number of people who have indicated they are available for the activity or shift is less than the minimum number needed The number of people who have indicated they are available for the activity or shift is greater than or equal to the minimum number needed The number of people assigned to the activity or shift is greater than or equal to the minimum number needed The number of people confirmed for the activity or shift is greater than or equal to the minimum number needed This column indicates the minimum number of people needed for the activity or shift as specified when the activity was created or updated This column indicates the optional maximum number of people needed for the activity or shift as specified when the activity was created or updated i e when the activity or shift will lock automatically This column indicates the number of people on the backup list for the activity or shift This column indicates the number of people that have specified they are available for the activity or shift This column indicates the number of people that have been assigned to the activity or shift This column indicates the number of people that have confirmed they will participate in the activity or shift The activity or shift is currently unlocked indicating
178. nization for which they are logging hours prior to selecting the activity Administrators can enable all volunteers to log hours with or without approval required or not They can also set this permission for an individual volunteer from within his her profile The Contact Tab Communicating with Administrators and Committee members To send an email to an administrator or members of a committee to which you belong 1 Log on to MyVolunteerPage com Click on the lt Contact gt tab Select the volunteer coordinator or committee name by clicking on the radio button next to it Enter a subject for your message Enter the text body for your message Click on the Send Email button to send your message a le If the volunteer does not belong to any committees or belongs to committees that do not permit volunteers to email each other this option will not exist Email messages are not read in myvolunteerpage com You will need to connect to your email service provider example Hotmail Yahoo Gmail etc in order to read any emails sent to you Volunteer Impact version 3 8 Standard Edition Administrator s Guide 117 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS Removing Yourself from an Organization To remove yourself from an organization to which you currently belong 1 Log on to MyVolunteerPage com Click on the lt Contact gt tab Scroll down to the list of organizations to which you belong Click on the Resign from link f
179. ns you have specified the text No people found will be displayed a To show the list of recipients click on the arrow beside People Found You can de select anyone to whom you do not wish to send the message 4 Below the search results enter the text for your message You can enter a maximum of 100 characters 5 Optionally you can send a copy of the text message back to you 6 Click on the Send button to send the text message In order to send a text message to a person a valid mobile email ID must exist in that person s profile The message will arrive on the person s phone as a text message Viewing a History of Sent Email Messages To view a history of email messages you have sent 1 GOTO Communications View Email History 2 By default information date subject sender on all sent emails will be displayed You can filter the display by date sent from to text contained in the subject and type of recipients bulk sent to many individual sent to one person or don t filter Choose the desired filter s and click on the Filter button a To reveal a summary subject sender date number of recipients number of attachments priority message move your mouse over i e hover the Info button to the left of an entry b To view more details subject sender date message list of attachments priority list of recipients of a sent message click on the View link to the right of an entry Yo
180. nstructions in the Category category gt gt Custom Fields section below gt New Custom Field Category custom feld category Se Gostom Fields Hover over into D gt Hover Info beside a custom field category to display the information a custom field category gt gt Custom Fields information gt Hover View Print information about Configuration In the View dialog click a custom field category gt gt Custom Fields __ gt Hover View Print Print Edit a custom field Configuration Make any changes and category gt gt Custom Fields click on Save to save gt Hover Edit or Cancel to abandon the changes Delete Delete a custom field Configuration Click on Delete to category gt gt Custom Fields delete the custom field gt Hover Delete category or Cancel to keep it Drag and Drop Re order custom field Configuration Hold down Drag and categories and their gt gt Custom Fields Drop beside a custom fields by gt Drag and Drop custom field category dragging them to a new drag it to a new position location and release the mouse button gt gt Custom Fields section below gt New Custom Field aaa nona Sonais Hover over no gt Hover Info beside a custom field to display the information gt gt Custom Fields information gt Hover View Print information about Configuration In the View dialog click a custom field gt gt Custom Fields l
181. o assign automatically assign specific volunteers based on their status value o Applicant optionally If Qualified o In Process optionally If Qualified o Accepted optionally If Qualified o Inactive optionally If Qualified e Assignment Removal you can permit volunteers to remove themselves from assignments after they have confirmed o Dont Allow o Allow specify how many hours notice must be given before an activity starts if a volunteer wants to be removed from the schedule e Sign Up Cutoff you can permit restrict volunteers from signing up for a shift a specific number of hours before it begins o Disabled o Enabled specify how many hours before an activity starts to cut off further signups Any of these attributes can be modified at any time A volunteer s status may be set in his her profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 50 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Qualifications Click on the header for this area to expand or collapse the list of options Select the appropriate level or minimum value for each qualification that is required for the performance of an activity Any of these attributes can be modified at any time Outputs Click on the header for this area to expand or collapse the list of options Select the appropriate output s to be measured when logging hours for this activity A response to an output is always optional
182. oh gt Hover View Print 07 Print C Edit a custom field Configuration Make any changes and gt gt Custom Fields click on Save to save gt Hover Edit or Cancel to abandon the changes Volunteer Impact version 3 8 Standard Edition Administrator s Guide 20 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Area What it contains How to get started For more information Delete Delete a custom field Configuration Click on Delete to gt gt Custom Fields delete the custom field gt Hover Delete or Cancel to keep it Drag and Drop Re order custom fields Configuration Hold down Drag and by dragging them to a gt gt Custom Fields Drop beside a different location gt Drag and Drop custom field drag it toa new position and release the mouse button The Manage Custom Fields Screen Manage Custom Fields AT AR JIELL E New Custom Field New Custom Field Category Categories Custom Field Category Sample Custom Fields Custom Fields Display Required Attributes Custom Field Yes No m Custom Field Check Box 2 Custom Field Date 1 Custom Field Number 1 EE Custom Field Short Text 1 1 BA Custom Field Long Text 1 BA Custom Field Custom Options 1 2 3 mA Custom Field File 1 2 ol 4 X Uncategorized Custom Fields New Custom Field New Custom Field Category New Custom Field Category New Custom Field Category lt gt Category ooo y o Description ane
183. olunteered From inm ccyyyy Ta Date Created From maddie To mmddyy _ Activity Category Don t Filter F Activity Don t Filter SDr By Date Descending a Enter the From and To dates that the activity was worked i e Date Volunteered or select from the pop up calendar b Enter the From and To dates that the hours were logged i e Date Created or select from the pop up calendar c Select the desired category from the activity category droplist Select a specific activity within that category from the activity drop list For all activities within a category select Don t Filter from the activity droplist d Choose a sort method activity name date created ascending date created descending date worked ascending date worked descending or volunteer name 3 Click on the Search button to retrieve the results The Search Results section will display the activity last and first name of the volunteer hours logged date volunteered date created and whether or not any outputs were logged a For quick info on an hours log entry activity volunteer number of hours status date volunteered date created updated entry type entered by timeclock information outputs recorded move your mouse over i e hover the Info button Q to the left of an hours log entry 4 Move your mouse over i e hover the desired hours log entry 5 When presented with the choice of
184. om field category choose View In the resulting dialog box click on the Print button and follow the prompts to print the report to your desired local or network printer Once deleted you cannot retrieve the custom field category You will need to re create it If you delete the custom field category the associated custom fields will not be deleted Instead they will be moved to the section labeled Uncategorized Custom Fields Re ordering Custom Field Categories Drag and Drop From the Manage Custom Fields screen both custom field categories and custom fields may be re arranged re ordered as desired by dragging and dropping them to a new position To drag and drop a custom field category and all of its associated custom fields 1 GO TO Configuration Custom Fields 2 Click on the Drag and Drop button to the right of the desired custom field category Be sure to hold down the mouse button 3 Drag the custom field category to its new location and release the mouse button You can repeat the steps above as necessary Volunteer Impact version 3 8 Standard Edition Administrator s Guide 22 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS New Custom Field New Custom Field Eo z Category Uncategorized a Custom Field Description Volunteer Permissions Private O OOOO Display on Forms Form Display Required Fom O Fom2 O Fom3 O Type of Field Yes No O O lt M
185. om the pop up calendar d End Date 08 31 2011 or select from the pop up calendar 5 Click on the Visibility header if necessary to enter the required values a Visible to Visible to volunteers b Select all types of volunteers applicable and also check If Qualified for each 6 Click on the Automation header if necessary to enter the required values a Auto Lock on assignments b Number of Volunteers 1 c Auto Assign Auto assign d Select all types of volunteers applicable and also check If Qualified for each 7 Click on the Qualifications header if necessary to enter the required values note qualifications must already exist a Interview completed Yes b Orientation training completed Yes c Excel proficiency Basic d Word proficiency Basic 8 Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity Volunteer Impact version 3 8 Standard Edition Administrator s Guide 61 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Final Steps Organizational News Current Message to Volunteers Make Searchable in MyVolunteerPage com Automatic Email to New Volunteers Displaying Volunteer Policies to New Volunteers Links for Your Website SASAS Organizational News Current Message to Volunteers You can enter text that will be displayed to all volunteers when they log on to myVol
186. on are celebrating birthdays and anniversaries of service in the Recognition section Current Message to Volunteers You can enter text that will be displayed to all volunteers when they log on to myVolunteerPage com the volunteer interface Text can include news and information as well as links to other websites and or documents By hovering over the text displayed on the Home Page you will be able to Edit or Delete it For more information please refer to the section on Organizational News and creating or modifying the Current Message to Volunteers Volunteer Impact version 3 8 Standard Edition Administrator s Guide 4 SECTION 2 GETTING FAMILIAR WITH VOLUNTEER IMPACT Comparisons Relative versus Total You can compare how many hours and outputs have been logged and how many volunteer profiles have hours logged for a Year Quarter Month and Week as of today s date in an interactive table Separate charts will show number of volunteers and number of hours for the period selected The Relative section will show you in the table the total hours and number of volunteers with hours for the previous and current year quarter month week to date and the difference in totals between those periods The Total section will show you in the table the total hours and number of volunteers with hours for the previous and current year quarter month week and the difference in totals between those periods Comparisons As of
187. on the creation of the activity Sample Activity Scenario 3 Information Booth Attendant Description Volunteer needed to staff our Information Booth Type of schedule Recurring Pattern scheduled Schedule details Seven 7 days per week Three 3 shifts per day Morning 9 00am 12 00pm Afternoon 1 00pm 3 00pm Evening 6 00pm 9 00pm evening shift does not run on Sundays Display opportunities from 1 June 2011 until 30 August 2011 Activity visible to Qualified volunteers can see this activity Volunteers needed Minimum of 1 per shift maximum of 1 per shift Automatically prevent Once 1 volunteer has been assigned to a shift no other potential candidates further signups can sign up for that shift Automatically assign Qualified volunteers will be automatically assigned non qualified volunteers can be assigned manually by administrator Qualifications Interview completed Orientation training completed at least basic proficiency in both Microsoft Excel and Microsoft Word Volunteer Impact version 3 8 Standard Edition Administrator s Guide 60 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS You can start by setting up an activity shift template to make it easier to add further dates in the future GO TO Activities Manage Activity Shift Templates Click on the New Template button New Template Template Name Information Booth shifts Optionally include a description of this activity shift recurrence template Freque
188. on to MyVolunteerPage com Email History history of emails sent to the person Committees Manage committee membership for the person Reports View and export reports on hours and outputs logged for the person The profile photo for the main contact in an organization will display on the home page for myvolunteerpage com next to the news if there is text entered for the Current Message to Volunteers Editing Your Own Profile As an administrator you can edit your own profile i e the profile you have logged in as 1 GO TO Configuration Edit My Profile 2 Click on the appropriate tab and or section and enter update the information as needed 3 Click on the Save button in the section where you entered or updated data in order to save your changes or the Cancel button to abandon your changes 4 Close the profile by clicking on the close button at the bottom of the window of the Close button X at the top of the window Volunteer Impact version 3 8 Standard Edition Administrator s Guide 73 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS View Edit Print or Change the Status of a Profile To view edit or change the status of a profile 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that
189. or more information on the options available when new people are signing up as volunteers please refer to the Signup Settings section for each application form in Organization Settings Volunteer Impact version 3 8 Standard Edition Administrator s Guide 12 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Email Message Templates You can save time by creating templates for commonly sent email messages Email Message Templates are only available to Administrators Examples Birthday Greeting Application Received Schedule Reminder Area What it contains How to get started New Template Create an email Configuration message template gt gt Email Templates gt New Template Quick information on an Configuration email message template gt gt Email Templates gt Hover Info View View all information on an email message template For more information See instructions in the section below Hover over Info beside an email message template to display the information You can only view the information In the View dialog click on Print Configuration gt gt Email Templates gt Hover View Configuration gt gt Email Templates gt Hover View Print Print information about an email message template Edit an email message template Configuration gt gt Email Templates gt Hover Edit Make any changes and click on Save to save or Cancel to abandon the
190. or the appropriate organization In the confirmation dialog specify why you are resigning I am moving I need want to resign Click on the Confirm button to remove yourself or the Cancel button to remain with the organization oy If a volunteer removes himself herself from an organization the profile is Archived Other than removing himself herself from an organization a volunteer cannot change his her status The Reports Tab Viewing Hours Accomplishments and Goals To see a graph and summary of your hours and outputs logged along with the status of your hours goal 1 Log on to MyVolunteerPage com 2 Click on the lt Reports gt tab 3 A bar chart will show the total hours logged for you over the last 12 months This information will also be displayed numerically in a chart The chart also includes any outputs logged Below that you can see how you are doing in achieving your hours goals set within the lt My Profile gt tab Generating a Summary Report of Your Hours To produce a summary report of your hours and achievements outputs 1 Log on to MyVolunteerPage com 2 Click on the lt Reports gt tab 3 Scroll to the bottom where you will see the Hours and Achievement Report section 4 Select the Export File Type PDF DOC XLS MHTML and Paper Size if exporting your report 5 Select the Date Range for your report By clicking in the field you can choose from a variety of pre defined date ra
191. ork is done entirely on the volunteer s own time but only runs between two dates i e the work is done within a specified timeframe To create a seasonal activity 1 GOTO Activities Manage Activities 2 Click on the New Activity button New Activity 3 Information can be entered for any section in any order Basic Info schedule Visibility Automation Qualifications Outputs Classifications Click on the Schedule header if required to expand that area For Schedule Type click on the radio button beside Recurring pattern For Schedule Type click on the radio button beside Seasonal Enter the Start Date and End Date for the activity Click on the Save button to save your activity If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the activity omoa So Sl Creating a Schedule from a Template When creating an activity with a schedule type of Recurring pattern you can base the schedule on a pre created activity shift recurrence template 1 GOTO Activities Manage Activities 2 Click on the New Activity button NeW Activity Volunteer Impact version 3 8 Standard Edition Administrator s Guide 53 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS 3 Information can be entered for any section in any order Basic Info schedule Visibility Automation Qualifications Outputs Classificat
192. ou can treat Form 1 as your default Volunteer Impact version 3 8 Standard Edition Administrator s Guide 30 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Available Levels can be added by selecting them individually by clicking on them or as Qualification Levels a group by clicking and dragging your mouse over multiple levels or by holding down the Ctrl key and clicking on individual levels in the Available Qualification Levels box and then clicking on the Add gt gt button to add them to the Qualification Levels box Levels can be removed by selecting them in the Qualification Levels box and clicking on the lt lt Remove button As you add levels they will be removed from the available list Further levels can be added e Unranked Qualifications levels will be displayed in alphabetical order Ranked Qualifications the order of levels can be customized Qualification Levels This area contains the list of qualification levels you have associated with this qualification To re arrange the order of levels in a ranked qualification select the level and click either Move Up or Move Down until the level is in the desired position To create a new qualification 1 2 Oia D9 N 10 GO TO Configuration Qualifications Click on the New Unranked Qualification button NEW Unranked Qualification or the New Ranked Qualification button NeW Ranked Qualification
193. ours Log Entry osicscseestresntscnnscdnesiedesviats dassastiecbiedsdlnseessinababdasasvesidesnvascdnbsunceiadbans 101 Determining How Hours Were Entered Logged Manually or via the Timeclock ccccceeeeeees 102 Delete Multiple Hours LS cites ace cate idca ti id hamachi fish emi ts pale da S msic ca dinint dua Samaihethedcd 102 Reporing on Logged 2 0 5 Cee ne se ee ea eee Ra ee erent mee eee eee te 103 Communicating WIIN VOIUNITEGTS sssaaa aa Aaaa 104 Sending Emails or Text Messages to One Person ccceccccceeeeeeeeeseeeeeeeeeeeeeeeeeeeeceeseseaaeeeeeeeeeeseaas 104 Sending a Copy of an Email to Yourself cawicccas ei sacedansiseciasint Ades aesceuas sews deadenstedh avail sdademedicaddenedeidenavodiages 104 TCI Stat O I FODE iaksoiesr enn E E EES R 105 Rey Emas o Edema I S esie RE IEAA ENAA 105 Sending Text Messages to Multiple People ccccccccsesescccceeeecseeeseecceeeeeeeaeeseeceeeeeseseaaeeeeeeeeeeseaas 106 Viewing a History of Sent Email Messages cccccccesseseeceeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeesseaeseeeeeeesessaaaseees 106 Mailing Labels Phone Lists and EXDOINS snnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm nnna 107 iee e a Mne enas i A A A oe care EA N AE A A E 107 PEC E E a a E O a A 108 Producing Expor or Froni MI AON Yass na cccaettnenarainenneniorencsytnanceansrunniaideainenvomanannivaieatsnnnanimentas 108 Producing an Export of One Person s Logged TOUS cede v
194. ow the list of recipients click on the arrow beside People Found You can de select anyone to whom you do not wish to send the message 4 Below the search results you can select an email template to use or compose a message yourself using the Rich Text Editor a You can insert the recipient s first name and or last name into the message by selecting the appropriate field from the droplist and clicking on the Insert name field button Optionally select an email template to use You can still edit the contents of the message Enter the subject for your message Optionally you can add attachments maximum total size cannot exceed 4MB set the message priority none low normal high request a read receipt and send a copy of the message back to yOu 8 Click on the Send button to send the email message A In order to send an email to a person a valid email ID must exist in that person s profile Sending Emails to External Contacts NDU To send an email to a person that does not have a volunteer profile 1 GO TO Communications Send Email 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed
195. pecified Shifts will appear in the box below the day and time v Repeat steps ii through iv to create additional shifts If you have added one in error click on the Remove Selected occurrence s button vi Select the recurrence for the shifts i e every one week every two weeks every three weeks every four weeks vii Enter either the start and end dates i e when the activity runs directly or with the aid of the calendar Instead of an end date you can specify the number of shifts to create You can edit the activity later to add more shifts vill Click on the Calculate button if desired to display the number of shifts that will be created for your activity c For a schedule that repeats on a monthly basis i Click on the radio button to the left of Monthly li Enter either Select the day of the week for the shift from the droplist lil For day click on the first radio button and enter the day of the month for your activity or click on the second radio button and select when the activity occurs relatively i e first Monday second Tuesday etc iv Enter the start and end time for the shift v Select the recurrence for the shifts i e every one month every two months every three months every four months vi Enter either the start and end dates i e when the activity runs directly or with the aid of the calendar Instead of an end date you can specify the number of shifts to create You can
196. plicant T Management You can add a message here and in Process 3 First Contact volunteers will see it whenever they log into Accepted 53 Custom Field Approvals MyYolunteerPage com Inactive Total 5 Qualification Approvals Short Term 1 Hours Approvals y k Long Term 4 volunteers on the Clock http diaa volunteer com Archived Total 5 Rejected 5 For the latest news please go to You can format this text to put Recognition More Birthdays Anniversaries Dismissed 0 Moved 0 Quit 0 Current Status This section shows a list of the number of people in your organization listed by their status You can click on the links to Applicant or In Process to manage those people System Alerts Management and Recognition The Management section shows system alert messages enabling you to link to and manage First Contact volunteers awaiting acknowledgement of first contact Custom Field Approvals information entered by volunteers awaiting administrative approval Qualification Approvals information entered by volunteers awaiting administrative approval Hours Approvals hours logged by volunteers awaiting administrative approval e Volunteers on the Clock volunteers currently logged on to the Time Clock If the alerts require your attention they will be underscored When not active the options will still be visible but they will not be underscored You will also see which people in your organizati
197. profile you must first set the role to Volunteer Reactivating a Profile Reactivating a profile that was archived involves changing the status back to Active or whatever status value is applicable 1 GOTO People Search 2 Click on the Search header if required to expand that area and specify filters and or search options 3 To execute the search click on the Search button Results will appear in the Search Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed 4 Move your mouse over i e hover the desired volunteer name 5 When presented with the choice of View Edit Change Status choose Change Status a If an email ID exists in the volunteer s profile you will also have the option for Send Email If a mobile email ID exists in the volunteer s profile you will also have the option for Send Text Message Otherwise these options will not display Select the appropriate status from the droplist Select the appropriate reason from the droplist where appropriate Click on the Save button to archive the selected person To abandon the change in status click on the Cancel button You can change the status again by following the steps above STED Deleting a Profile You can remove individual profiles or a group of profiles from your organ
198. r Danie Guest Services information Booth Altendant Smith Bop Guez Services Information Boot Attendant Viceman Anne Guest Services Chidren s Program Gude Burns Cranes Guest Services Cridren s Program Gude Caner James Guest Services Chitren s Program Guide Krapappel Eone Generated Dy www volunteer com on 282011 Single Category by Date gt Schedule of volunteers assigned to all activities in a specific category between specified dates grouped by date Schedules Single Category by Date Anytown Museum Schedule Guest Services Organized by Date 4 1 2010 3 31 2011 Friday 03 2 2010 9 00 AM 12 30 PM Information Booth Attendant Bond htary N 9 00 AM 12 30 PM Information Booth Attendant Goodrow Tony N 905 555 1212 289 555 1212 x 50 416 555 1212 9 00 AM 12 30 PM Information Booth Attendant Lewis Jen N Thursday 20 01 2011 9 00 Aw 12 30 PM Children s Program Guide Bond Mary 9 00 At 12 30 PM Children s Program Guide Bums Charles 9 00 AM 12 30 PM Children s Program Guide Carter James 9 00 AM 12 30 PM Children s Program Guide Krabappel Edna 905 555 0000 905 639 4552 x 21 905 555 1111 9 00 AW 12 30 PM Children s Program Guide Stackhouse Sookie 9 00 AM 12 30 PM Children s Program Guide Unteer vol 9 00 AM 12 00 PM Information Booth Attendant admin test work x ext cell 9 00 AM 12 30 PM Information Booth Attendant Barker Bob 9 00 AM 12 30 PM Information Booth Attendant Smith Bob home phone work phone x ext c
199. r Impact version 3 8 Standard Edition Administrator s Guide 96 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Confirming a Volunteer for an Unscheduled or Scheduled Activity To confirm a volunteer s participation in an unscheduled or scheduled activity 1 GOTO Assign From the Unscheduled Activity List OR Assign From the Scheduled Activity List 2 If desired select the appropriate display filters and click on the Filter Activities button 3 Click on the Show button to the left of the name of the activity or shift of the activity A list of assigned volunteers will display 4 Move your mouse over i e hover the desired volunteer 5 When presented with the choice of Confirm Remove View Edit click on Confirm The volunteer is now confirmed for the activity or shift A Using MyVolunteerPage com a volunteer can confirm his her participation in an activity Removing a Volunteer from an Unscheduled or Scheduled Activity To remove a volunteer from an unscheduled activity 1 GO TO Assign From the Unscheduled Activity List OR Assign From the Scheduled Activity List 2 If desired select the appropriate display filters and click on the Filter Activities button 3 Click on the Show button to the left of the name of the activity or shift of the activity A list of assigned volunteers will display Move your mouse over i e hover the desired volunteer When presented with the choice of Confirm R
200. r mouse over words along the top of the screen will expose menu options you can click on you can also hover over the Info button when available for quick information on the selected object Icons and Buttons A variety of icons are available to access the functionality in Volunteer Impact When you move your mouse over hover any of these icons a tooltip will display informing you of what that icon is used for Title bar area Other icons used volunteer m 000 09000 D mo X Close Required Increase Font Size Sort Reset Font Size P Show Decrease Font Size ia PIGE Baal First page S Legend Previous page Glossary i Se page EE Help Last page Volunteer Quick Search A field in the main toolbar offers you the ability to search for a volunteer s name at any time Type in a few characters of the volunteer s first or last name and a list of matching volunteers will appear Click on the desired volunteer to edit his her profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide Liye avowunteersuainewoscaich MARA taal efi SECTION 2 GETTING FAMILIAR WITH VOLUNTEER IMPACT Re sizing and Moving Dialog Boxes i If you move your mouse over the top edge header area of a dialog box the cursor will change gt to a crosshair symbol This symbol will vary depending on the cursor settings on your computer If you click and hold your mouse button down you will be abl
201. rades office etc Multiple checkboxes may be selected Schedule You can specify when the associated activity usually occurs by selecting the Classifications day s and time s of day checkboxes Suitability You can specify who the associated activity would be suitable for such as Classifications seniors youths adults groups families and those near or on a bus route Multiple checkboxes may be selected Time Commitment You can specify how much time is expected or required for the associated Classifications activity a few hours a day week month year or whenever time permits Multiple checkboxes may be selected Duration Commitment You can specify the suggested length of the volunteer commitment for the Classifications associated activity Multiple checkboxes may be selected To create a new general volunteer interest 1 GOTO Activities Manage Interests Click on the New General Volunteer Interest button New General Volunteer Interest Enter a name for this general volunteer interest next to Name Optionally include a description of this general volunteer interest Set the Active Status for this general volunteer interest by selecting the appropriate value from the droplist The default value is Active Select the Activity Classifications associated with the general volunteer interest Select the Schedule Classifications associated with the general volunteer interest Select the Suitability
202. rch Results section You can click on the header for that section to show or hide the results If no records match the options you have specified the text No people found will be displayed Move your mouse over i e hover the desired volunteer name Move your mouse over i e hover the Info button to the left of a person s last name to reveal a summary Editing a Profile To edit a person s profile 1 2 oe eae o GO TO People Search Click on the Search header if required to expand that area and specify filters and or search options To execute the search click on the Search button Results will appear in the Search Results section Move your mouse over i e hover the desired volunteer name When presented with the choice of View Edit Change Status choose Edit Click on the appropriate tab and or section and enter update the information as needed Click on the Save button in the section where you entered or updated data in order to save your changes or the Cancel button to abandon your changes Close the profile by clicking on the close button at the bottom of the window of the Close button X at the top of the window The Edit Organization Member Screen Doe Janet In Process Nain Assign Schedule Hours Communicate Committees Reports t Contact t General Volunteer Interests t General Availability t Custom Fields t Qualifications
203. rganization Some qualifications may require approval from the Volunteer Coordinator before the values entered will display in the profile You may only select one value for each applicable qualification Some qualifications may also have an expiration date associated with them Interests In this tab you will be able to select the specific interests appropriate to you for each organization to which you belong Additionally you may select various generic classifications pertaining to activities organizations duration commitments time commitments and suitabilities If you are a member of a Community Hub you will also be able to select the communities in which you volunteer Availability In this tab you will be able to specify when you are generally available to volunteer for each of the organizations to which you belong An administrator can use this information when determining who to assign to an activity Anytown Museum Day Mornings Afternoons Evenings Nights Monday oO d O F Tuesday F F Wednesday oO F oO O Thursday d d O O Friday F O O O Saturday oO P O a Sunday O oO O a Save Volunteer Impact version 3 8 Standard Edition Administrator s Guide 119 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS Goals In this tab you can set an hours goal you wish to achieve with each of the organizations to which you belong In the Accomplishments section of the lt Reports gt tab you can track how you are doing in achie
204. rms Form Display Required Form 1 L Form L Fom 3 L Once a volunteer has signed up the full listing of Custom Fields and Qualifications will be shown on their lt additional info gt and lt qualifications gt tabs in MyVolunteerPage com according to the visibility settings defined for those objects Application Forms are intended to streamline the sign up process for prospective volunteers Any Application Form filtering that was put into place during the signup process is no longer applicable after initial signup For more information on configuration please see the sections on Qualifications and Custom Fields A If the visibility has been set as Read Only or Private the qualification or custom field will not display on any application form Also if you do not assign a qualification or custom field to an application form prospective volunteers will not be prompted to enter a value when they are signing up but it will be part of their profile again depending on its visibility once the signup process is completed To generate a link which you can add to your own corporate website for prospective volunteers to click on and sign up please refer to the section on generating Links for Your Website Volunteer Impact version 3 8 Standard Edition Administrator s Guide 34 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Committees With Committees you can add volunteers and administrators to a group which can opt
205. rs when entering editing custom fields and qualifications Hours Log Permission for All Volunteers You can control whether or not volunteers in your organization can or cannot log hours 1 GOTO Configuration Organization Settings 2 Click on the General Settings header if required to expand that area 3 Below Timelog Permission for Volunteers select the appropriate value Cannot log hours Can log hours with approval Can log hours without approval 4 Click on the Save button to save the information or Cancel to abandon the changes Hours Log Permission for an Individual Volunteer You can override the permission for logging hours set at the organization level for an individual volunteer 1 GOTO People Search 2 Search for the desired person for which to log hours a Hover over the link to their name and click on Edit to edit their profile For more information see the section on Searching for a Person 3 Click on the lt Miscellaneous gt tab 4 Beside Timelog Permission select the appropriate value Organization Default Cannot log hours Can log hours with approval Can log hours without approval 5 Click on the Save button for the lt Miscellaneous gt tab to save the information or Cancel to abandon the changes Signup Settings for New Volunteers In the Signup Settings section of your Organization settings you can control what happens when new volunteers sign up using any of the three potentia
206. s or Accepted Only an administrator can view or change this value This setting does not appear in an administrative profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 65 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Create a new Volunteer or Administrator To create a new volunteer or administrative profile 1 GOTO People Add a Volunteer or People Add an Admin 2 Enter a value for username and password 3 Enter the contact information noting which values are required a If you select Canada USA United Kingdom or Australia as the country the appropriate provinces states or counties will display For all other countries the province state field is not visible 4 The language field is used to determine the display language and how dates and times will display to the person If no language is specified the default settings on the person s computer will be used 5 Indicate whether or not the volunteer can log hours This option is not available within administrative profiles 6 Optionally include a personal message that will display only to this volunteer when he she logs on to myVolunteerPage com This option is not available within administrative profiles 7 Set the status for this volunteer i e Applicant In Process Accepted This option is not available within administrative profiles 8 For administrative profiles the following
207. s ee nanam e Sort Number of hours Number of Ss volunteers Activity category name e Date Range Output Bar chart of logged hours by activity category Bar chart of number of volunteers by activity category Table of total hours number of volunteers average hours per volunteer Logged Hours By Activity Category Waleatton Community Ostreach i d i i 3 a amp 3 z z 3 Number Of Volunteers By Activity Category Wekaton z Hy 3 8 2 8 Number of volunteers 5 8 amp amp i a amp A hk B Volunteer Impact version 3 8 Standard Edition Administrator s Guide 131 APPENDIX Hours by Category Filtered gt Displays the number of logged hours and the number of volunteers contributing hours for each Activity Category and graphs the five most active Categories filtered on volunteer profile data Reports Hours by Category Filtered Customization Options O anann s Profile Search AE e Sort Number of hours Number of volunteers Activity category name e Date Range Output Bar chart of logged hours by activity category Bar chart of number of volunteers i by activity category ie j i Table of total hours number of volunteers average hours per volunteer by activity category Logged Hours By Activity Category Number Of Volunteers By Activity Category Number of volunteers Activity Category Hours Volunteers Average Wailkathon 65
208. s gt Hover Edit gt gt Outputs gt Hover Delete Sort the display of Configuration outputs by name gt gt Outputs gt Sort Change selected Configuration outputs to either active gt gt Outputs or inactive gt Select Change Selected Volunteer Impact version 3 8 Standard Edition Administrator s Guide For more information See instructions in the section below Hover over iinfo beside an output to display the information You can only view the information In the View S click on Print Make any changes and click on Save to save or Cancel to abandon the changes Click on Delete to delete the output or Cancel to keep it Click on Sort above a column to sort the outputs by that column s values Select the outputs you wish to make active or inactive and click on Change Selected 38 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Manage Outputs Screen Manage Outputs AD AT ILEAK E New Output Output Active Status Change Status Calls taken 7 Exhibit Visitors Adult O Matches attended oO Change Selected Select All O New Output New Output New Output Cx x Wording for reports Wording for volunteers Description Active Active v og Ms Attributes of an Output Wording for reports The text entered here is the name that will be visible only to Administrators This is
209. s assigned to activities in a specific category between specified dates Volunteer Impact version 3 8 Standard Edition Administrator s Guide 139 APPENDIX Single Activity by Date gt Schedule of volunteers assigned to a specific activity between specified dates grouped by date Schedules Single Activity by Date Anytown Museum Schedule Guest Services Information Booth Attendant 4 1 2010 3 31 2011 Friday 03 12 2010 9 00 AM 12 30 PM 9 00 AM 12 30 PM 9 00 AM 12 30 PM Thursday 2001 2011 9 00 AM 12 00 PM 9 00 AM 12 30 PM 9 00 AM 12 30 PM 9 00 AM 12 30 PM 9 00 AM 12 00 PM 9 00 AM 12 00 PM 9 00 AM 12 30 PM Friday 21 01 2011 9 00 AM 12 00 PM 9 00 AM 12 30 PM 9 00 AM 12 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM 1 00 PM 4 30 PM Bond Mary Goocrow Tony Lewis Jen admin test Barker Bob Harper Daniel Smeah Bod tester tester Timeiog Have wiseman Anne Kir James Kirk James Piaskon Dan Sums Charies Goocrow Tony ihnat Steve Li Quaice Doug Wheaton Wil Zimmeman Rober Generated Dy waw volunteer2 com on 3 29 2011 grouped by category Schedules All Categories by Category Anytown Museum Schedule Organized by Category 4 1 2010 3 31 2011 M e PS E e e O Administration Tue 01 02 2011 Guest Services Thu 20 01 2011 Thu 2001 2011 Thu 2001 2011 Thu 2001 2011 Thu 2001 2011 Thu 2001 2011 Thu 2001 2011
210. s ne 117 Venno and Bier oii g e Bes 6 a lt 16 POUS eee mnenee rere anette terre wares entre hore met pe sae eerie ars entrees nea erat 117 Eesi NY BIG t A EAE pipet one A eleva vn oa tp apap cia ees A ke Goldens ies eA E rate 117 ThE COC OA ict scene wd ois eects este sepia tu eae eto onesie E EA EAE Aa ES A 117 Communicating with Administrators and Committee members cccceecseseeseeeeeeeeeeeaeseeeeeeeeeneaes 117 Removing Yourselr roman Rt ie AOI asrin a ni a E isaac 118 Volunteer Impact version 3 8 Standard Edition Administrator s Guide IV Te R PONS Jee mere mee ner meine rte Sr er eS Seer er eee mr eee ee eee eee eee E 118 Viewing Hours Accomplishments And Goals cccsseseeccceeeecseeeseeeeeeeeesaaeseseceeeeeeseaeeeeeeeeeeessaaaseess 118 Generating a Summary Report of Your TOUS accceecccecceceteccsdanioteieiandecinevenrdseradiersinecbiendterecsendsoee 118 The NV PrO TaD cr R E E E E 118 Updaung TOU Frollo seana EEE OS OEE a EAEE ee aSa 118 S E e EET ESN ELI E vs EE EAE PE PS ES AEE PETRE EET E E IE ET ET 119 hele Ce pr ge EE EE ET E EE EAEE T AANE ES eee a ee EAE ee VEE E T eee T 119 P EE IAEN ET E ENA A AEAN ET EE S E NE TE AA AE N ETE T 119 AE E E e EEEE AEE ET PE EE E A EEE ET EES ET E EEEE os PET E E EA A E T 119 Availability desta cc tener cue aas iad seerskeishtaield cantediinietasailadstietnt tetas liieeas bier baiesiaieentslasbsondiaasianti ckinadinisiectbiatsies 119 Ee AA EREE EEREN I EAEI AE E REIA
211. ses ane dsueiaciasaaesingabacsundl dead honensesdeuisbinct peticveceieist 11 Hours Log Permission for All Volunteers nnnoannnnannnnnennnneannnnnnnnnsnnnnsrnrennnrrnsrrrennnrrnsrnrnsnnrresnrernsnnrene 11 Hours Log Permission for an Individual VOIUNtCEL cccccsececcssseeeccesseecceeseeecsaeeecseuseeeesaseesssaasess 11 Signup Settings for New Volunteers siccenieracaccnsecseneicnececane etieinieceae eecteeneedreastoeind ol peers nachos 11 ito sly Blog ag sli sc eee een mer ee meet ee en ee E mr ere ee cee er eer A E ene ree eee arene 12 Email Message Templates sssrini a a aa a 13 New Email Message Template nee ee ne net een ven oer ene er ane eee ae aren rere eee Teen 14 Quick Info on an Email Message Template cccccecesssssscceeeeeeeeeeeeeeeeeseeesseeeseaaaeeeeeeeeeeeeeeeeeeeeeeens 14 View Edit Delete or Print an Email Message Template cccccccccceeeeeceeeeeseeeeeseeeeseeeeeseeeeeseeeeees 15 Sending an Email using an Email Message Template ccccccceececccceeeeeeeseeeeeeeeeeeeeeeeeeeeeseseaeaeeees 15 Volunteer Profile Customization wis scnsisessunssanssznsnscosseasenssessceasstexsussstesesedsensteessenscnensines 16 General Volunteer Interests ccccccssesssseeeeeesseeeeeeeenseeeeeoeesseeeeeoeaseeeeeeoenseeeeeeonseeeseooesseesseoensseessons 16 New General Volunteer WS ioe ccc cicesicsitien Sassnd sfoteiaitieun taste vata resistive etatisdnfetasatisantnsnchsiacaternicnstatoteens 17 Qui
212. signed up for one or more shifts You will be contacted later regarding shifts to which you get assigned OR e You have been assigned to this activity Please click confirm to acknowledge this At this point if permitted to do so the volunteers can click on Remove me from the signup list to be taken off the signup list now or return later and remove themselves Volunteer Impact version 3 8 Standard Edition Administrator s Guide i sti lt i SCOC dNi SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS Signing Up For a Scheduled Activity To sign up for a shift or shifts of a scheduled activity Log on to MyVolunteerPage com Click on the lt Sign Up gt tab If desired choose the appropriate filters and click on Filter Activities to refresh the display Click on the link to the desired activity lf the desired activity occurs on different days and at different times you can filter the list of shifts a Choose either Shifts with vacancies only default Shifts with vacancies that match my general availability in the Availability section of the lt My Profile gt tab or Shifts have signed up for b Inthe Show shifts only on these days section check the boxes for the days you are available or remove the check from boxes for the days you are not available c Inthe Show shifts starting at section check the boxes for the times you are available or remove the check from boxes for the times yo
213. sired you can edit it or even drag it to a new category You cannot delete an activity that has hours or outputs logged against it Deleting an activity also removes all people assigned to it Once deleted you cannot retrieve this information Adding Shifts to a Scheduled Activity If you have created a one time disjointed schedule or regularly scheduled activity you can add shifts to it To one or more shifts to a scheduled activity GO TO Activities Manage Activities Move your mouse over i e hover the desired activity When presented with the choice of View Edit Delete Copy click on Edit Click on the Schedule section header to edit the contents To add a single shift a Enter the start date start time and end time b Click on the Add Shift button 6 To add multiple shifts a Click on the Add Multiple Shifts button b Add the shifts as you would to an activity on a recurring pattern by entering the date range and shifts If desired you can add shifts from an Activity Shift Recurrence Template you have created c When you have entered all the required shifts click on the Add Shifts button or Cancel Changes to abandon adding the shifts te ee a You cannot add shifts to an unscheduled activity While you can change the start and end date for a seasonal activity you cannot add a new date range to a seasonal activity Editing Shifts in a Scheduled Activity To edit a shift in a scheduled activity
214. site 2 Choose where you would like the link to go by selecting either Activity List or Sign Up Form 3 Choose the Application Form you wish to use For example selecting Application Form 1 will present the potential volunteer with the Custom Fields and Qualifications that have been associated with application form 1 upon signup 4 Enter the text to display to volunteers by entering text in the field beside Link Text 5 Click on the Generate Link button A preview link will appear enabling you to test the link you have just generated Below that is the HTML that your website designers can copy and paste to your website Below that is the URL that can be copied and pasted anywhere You can also bookmark and share this link via Facebook Twitter and various other sites Sending an Invitation to Become a Volunteer In addition to sharing your link in a variety of ways you can also send an invitation to someone to sign up as a new volunteer by clicking on the Email option after generating a link B share Hes Volunteer Impact version 3 8 Standard Edition Administrator s Guide 64 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Section 4 Using Volunteer Impact Administrators LAASASLSISS Volunteer Profiles Managing Volunteers Approving Data Entered by Volunteers Assigning Volunteers to Activities Logging Hours Communicating with Volunteers Mailing Labels Phone Lists and Exports R
215. sme Mi Volunteer Impact version 3 8 Standard Edition Administrator s Guide 21 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Attributes of a Custom Field Category Category The text entered here is the name of the custom field category This isa required field Description Optionally you may include a description of this custom field category To create a new custom field category 1 GO TO Configuration Custom Fields Click on the New Custom Field Category button NeW Custom Field Category Enter a name for the custom field category next to Category Optionally include a description of this custom field category Click on the Save button to save your custom field category If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the custom field category Oe Sy Quick Info on a Custom Field Category To view a quick summary of a custom field category 1 GO TO Configuration Custom Fields 2 Move your mouse over i e hover the Info button Gi to the left of a custom field category to reveal a summary View Edit Delete or Print a Custom Field Category To view edit or delete a custom field category 1 GOTO Configuration Custom Fields 2 Move your mouse over i e hover the desired custom field category 3 When presented with the choice of View Edit Delete click on the desired option a If you wish to print information on a cust
216. strator s Guide 62 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Automatic Email to New Volunteers If you have not already done so you can specify an email that will be sent to new volunteers when they have filled in your volunteer application form To enter or edit your automatic email message to new volunteers 1 GO TO Configuration Organization Settings 2 Click on the Signup Settings header if required for the desired Application Form 1 2 or 3 to expand that area 3 Using the Rich Text Editor enter edit the New volunteer email message applicable to the selected application form or select the desired message template to use from the droplist beside Template If you specify a template you will still be able to customize the content of the message 4 Click on the Save button to save the information you have entered updated or Cancel to abandon the changes Displaying Volunteer Policies to New Volunteers If you have not already done so you can display your volunteer policies to new volunteers when they are Signing up via any of your application forms To enter or edit your volunteer policies 1 GOTO Configuration Organization Settings 2 Click on the Signup Settings header if required for the desired Application Form 1 2 or 3 to expand that area 3 Using the Rich Text Editor enter edit the Volunteer policies text applicable to the selected application form 4 Click
217. t volunteer s profile 2 To edit or stop a running TimeClock a Move your mouse over i e hover the activity for the desired TimeClock entry b When presented with the choice of Edit Stop Clock Delete click on Edit Stop Clock c Inthe resulting dialog box you can change the start date start time and end time d Click on the Save button to proceed with your changes or the Cancel button to abandon any changes made 3 To delete a running TimeClock a Move your mouse over i e hover the activity for the desired TimeClock entry b When presented with the choice of Edit Stop Clock Delete click on Delete c Inthe resulting dialog box you can change the start date start time and end time d Click on the Delete button to delete the entry or the Cancel button to keep the TimeClock running When there are running TimeClocks the Volunteers on the Clock system alert will also appear on your organization s Home Page Volunteer Impact version 3 8 Standard Edition Administrator s Guide 100 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Edit or Delete an Hours Log Entry To edit or delete hours that have already been logged by administrators and or volunteers 1 GOTO People Edit Logged Hours 2 Search for the desired logged hours to edit In the Search section you can enter specific filters or leave the criteria blank if you wish to retrieve a list of all logged hours Date v
218. te or Cancel to keep it 42 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Manage Activity Shift Recurrence Templates Screen Manage Activity Shift Recurrence Templates A A a 9 EE New Template Activity Shift Recurrence Templates Description Docent Museum docent shifts Information Desk shifts for information desk attendant Reception Mon Wed F ri Main reception hours 3 times per week New Template New Activity Shift Recurrence Template New Template SIOR Template Name Description Weekly O Monthly Recurs Every One Week O Two Weeks O Three Weeks O Four Weeks Day Sunday Time 00aM l 50PM Added Occurrences on A Attributes of an Activity Shift Recurrence Template Name The text entered here is the name of the activity shift recurrence template This D A ede Description Optionally you may include a description of this activity shift recurrence template that will be visible only to Administrators Frequency The frequency of the activity can be set by selecting the appropriate radio button e Weekly activity occurs on a weekly basis e Monthly activity occurs on a monthly basis Volunteer Impact version 3 8 Standard Edition Administrator s Guide 43 SECTION 4 USING VOLUNTEER IMPACT
219. that area 5 For a one time scheduled event a For Schedule Type click on the radio button beside One Time b Enter the date for the shift to be created You may either enter the date yourself or select it from the calendar that is displayed upon clicking in the date field c Enter the Start Time and End Time 6 For an activity on a disjointed i e irregular schedule a For Schedule Type click on the radio button beside Disjointed b Enter the date for the shift to be created You may either enter the date yourself or select it from the calendar that is displayed upon clicking in the date field c Enter the Start Time and End Time for the first shift d Click on the Add button to add the shift you have specified e Repeat steps b through d to create additional shifts If you have added one in error click on the Remove Selected occurrence s button 7 For a scheduled activity with recurring pattern a For Schedule Type click on the radio button beside Recurring pattern b Fora schedule that repeats on a weekly basis omoa Volunteer Impact version 3 8 Standard Edition Administrator s Guide 54 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS i Click on the radio button to the left of Weekly li Select the day of the week for the shift from the droplist iii Enter the start and end time for the shift iv Click on the Add button to add the shift you have s
220. the appropriate column header 5 Click in the checkbox for each item you wish to approve or reject To de select one of the entries simply click once on the box beside it 6 With the Change Selected button now active click on the arrow beside the button to reveal the available options 7 Choose Accept to accept all selected custom field values or Reject to reject delete all selected qualification values Change Selected hi Accept REJECT Mine 8 Click on the Confirm button to approve or reject the new value s To abandon the approval or rejection click on the Cancel button A Values cannot be changed They can only be approved or rejected Approving or Rejecting Logged Hours If a volunteer has logged hours that require approval you will see a system alert on your organization s welcome page in the Management section Actions e Info view quick information on the hours log entry e Edit edit the hours log entry e Approve approve the hours log entry e Reject reject the hours log entry e Sort sort hours log entries by activity volunteer name or date e Change change selected hours log entries to either approved or rejected Volunteer Impact version 3 8 Standard Edition Administrator s Guide 85 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Approve Logged Hours Screen Approve Logged Hours Type avolunteer s name to search O A A a 9 EE Activi
221. the desired volunteer name When presented with the choice of View Edit Change Status choose Edit Click on the Schedule tab In the Schedule by Month section Select the output file type PDF DOC XLS MHTML and paper size if PDF was chosen Enter or select the start date for the monthly report 0 To email the report to the volunteer click on the Email to Volunteer button There is no need Oo A OONDOA to generate the report first In the Email Schedule To Volunteer dialog you can specify an email template and change the contents of the message to be sent When you are ready to send the schedule click on the Email to Volunteer button You can also export the schedule to the selected file type by clicking on the Export Report button or view it on screen by clicking on the View Report button Volunteer Impact version 3 8 Standard Edition Administrator s Guide 111 SECTION 5 USING MYVOLUNTEERPAGE COM VOLUNTEERS Section 5 Using MyVolunteerPage com Volunteers Logging On The Sign Up Tab The Assignments Tab The Hours Log Tab The Contact Tab The Reports Tab The My Profile Tab LASAS Volunteers cannot access the functionality available in Volunteer Impact They must log on using MyVolunteerPage com Logging On To log on as a Volunteer 1 Open your web browser Microsoft Internet Explorer Mozilla Firefox etc and type MyVolunteerPage com in the address bar
222. tivity Ca x gt Basic Info gt Schedule gt Visibility gt Automation gt Qualifications gt Outputs gt Classifications Ene Ai Volunteer Impact version 3 8 Standard Edition Administrator s Guide 48 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Attributes of an Activity Basic Info Click on the header for this area to expand or collapse the list of options e Activity Name The text entered here is the name of the activity This is a required field e Activity Category From the droplist select the category in which to create the activity If no categories have been created you will only be able to select Uncategorized You will still be able to move your activity after creating it The default value is No Category i e Uncategorized Activities e Active Status From the droplist select whether or not this activity is Active visible hours can be logged or Inactive not visible hours cannot be logged The default value is Active e Number of Volunteers Numeric value representing the minimum number of volunteers required for the activity for Unscheduled and Seasonal activities or for a shift of the activity for Scheduled activities e Description pre assigned Optionally you may include a description of this activity that will be visible to those that can see the activity exists This text can include further information about the activity or a link to
223. tructions in the gt gt Manage Activities section below gt New Activity Quick information on an Activities activity gt gt Manage Activities gt Hover Info Hover over Info i beside an activity to display the information View View an activity Activities You can only view the gt gt Manage Activities information gt Hover View Print information about Activities In the View dialog click an activity gt gt Manage Activities 41 ol gt Hover View Print 07 Print Edit an activity Activities Make any changes and gt gt Manage Activities click on Save to save gt Hover Edit or Cancel to abandon the changes gt gt Manage Activities delete the activity or gt Hover Delete Cancel to keep it Copy Copy an activity Activities Click on Copy to make Saen gt gt Manage Activities a copy of the activity in gt Hover Copy the current category Drag and Drop Move activities to a Activities Hold down Drag and different category gt gt Manage Activities Drop beside an gt Drag and Drop activity drag it to a new category and release the mouse button Display View activities by their Activities Set desired filter options status optionally sorted gt gt Manage Activities status sorting and or grouped by gt Filter Options grouping then click on category Apply Apply Change Change selected Activities Select the activities you activities to either active gt gt Outp
224. ts whether he she can do one particular task or another such as a particular skill aptitude or certification Qualifications can offer multiple possibilities for a response a Qualification Level and can be ranked or unranked Examples Microsoft Excel skill level Second language spoken Background check completed Orientation completed etc What it contains How to get started For more information New Qualification Create a qualification Configuration See instructions in the Level level gt gt Qualifications section below gt New Qualification Level Quick information on a Configuration qualification level gt gt Qualifications including whether or not gt Hover Info Hover over Info beside a qualification level to display the information it is associated with any qualifications View a qualification Configuration You can only view the level including the gt gt Qualifications information qualifications with which gt Hover View it is associated Print information about Configuration In the View dialog click a qualification level gt gt Qualifications _ er gt Hover View Print 07 Print Volunteer Impact version 3 8 Standard Edition Administrator s Guide 26 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Area What it contains How to get started For more information Edit a qualification level Configuration Make any changes and gt gt Qualifications c
225. ty Last Name FirstName Outputs Date Volunteered Hours TR Administration Desktop Publisher Fisher Andy 21 10 2011 4 00 O Community Outreach Visitations LaFontaine Julien x 04 07 2011 0 89 O community Outreach Website Editor Fisher Andy x 19 10 2011 3 17 O Fundraising Heritage Days Fisher Andy x 22 10 2011 0 02 F Change Selected Select All O You can sort the display of hours awaiting approval alphabetically ascending or descending by activity name or by last first name of the volunteer Hours can also be sorted chronologically ascending or descending by the date worked Click on the Sort button beside the appropriate column heading Quick Info on an Hours Log Entry To view a quick summary of an hours log entry 1 Either click on the Hours Approvals alert on the welcome page or go to People Approve Logged Hours 2 Move your mouse over i e hover the Info button to the left of an hours log entry to reveal a summary Edit Approve or Reject an Hours Log Entry To edit an hours log entry 1 Either click on the Hours Approvals alert on the welcome page or go to People Approve Logged Hours 2 Move your mouse over i e hover the desired hours log entry 3 When presented with the choice of Edit Approve Reject click on the desired option a If editing an hours log entry you cannot change the name of the volunteer associated with the hours log entry or the date that the entry was made
226. u are not available 6 After selecting the desired filters if applicable click on the Filter Shifts button The list of shifts you have chosen to display will show the date start time end time whether or not you are assigned to another activity that overlaps with this one and whether or not the shift is locked i e full Depending on the filters chosen you may also see shifts for which you have already signed up 7 Click in the Sign Up box beside the desired to declare that you are available for that shift and wish to be assigned to it If the activity or the desired shift is full you can click on the Add me to the back up list in case you ever need extras link at the bottom of the screen This will tell the administrator that you have an interest in the activity even though it is currently fully staffed 8 Click on the Save button a After signing up volunteers will see one of two possible messages e You have not been scheduled for this activity yet but you have been signed up for one or more shifts You will be contacted later regarding shifts to which you get assigned OR e You have been assigned to one or more shifts for this activity Please click confirm next to each one or confirm all to acknowledge this At this point if permitted to do so the volunteers can click on Remove me from the signup list to be taken off the signup list now or return later and remove themselves Removal From the Signup L
227. u can print the contents of this window by clicking on the Print button Email History Liye avoluiteer suaneiosearctt ARAL Wak lt f ofc Date Sent From subject Contains Date Sent To AN Recipients Don t Filter v Fiker Date Subject Sender 4 10 2012 Your schedule for April 2012 Foster Andrew View 4 10 2012 Happy birthday 1 Foster Andrew View Only email recipients with a profile are shown in the view along with their email IDs Any external contacts to whom the message was sent are not included in this display A history of emails sent to one volunteer is also visible in the Communicate tab of the individual s profile Volunteer Impact version 3 8 Standard Edition Administrator s Guide 106 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Mailing Labels Phone Lists and Exports With Volunteer Impact you can produce mailing labels phone lists and exports of profile information Producing Mailing Labels You can generate mailing labels in a variety of formats for selected volunteers To produce mailing labels for selected volunteers 1 GO TO Communications Create Mailing Labels 2 Search for the desired people to include in your mailing labels For more information see the section on Searching for a Person 3 Below the results indicating the number of people found by your search you can click on the People Found section to display the list of people To
228. unteerPage com Text can include news and information as well as links to other websites and or documents Create Edit or Delete the Current Message to Volunteers To create edit or delete the message that will display to volunteers 1 GOTO Main Home 2 Move your mouse over i e hover the label Current Message to Volunteers 3 When presented with the choice of Edit Delete click on the desired option Once deleted you cannot retrieve the previously entered message to volunteers You will need to re create it View the Current Message to Volunteers If you have a large amount of text entered for the current message to volunteers not all of it will display on the Welcome Page You can view the entire message 1 GOTO Main Home 2 Click on the More link to below the Current Message to Volunteers 3 Click on the Close button button to close this dialog box Make Searchable in MyVolunteerPage com While myVolunteerPage com is used by volunteers to log on update profiles sign up for activities and log hours it can also be used as a search tool by people who are not yet volunteers with your organization Volunteer staff can add list of the cities and towns you serve to the software so that prospective volunteers can sign up with you and optionally see a listing of the opportunities available based on the visibility settings defined in your activities Volunteer Impact version 3 8 Standard Edition Admini
229. use Number as the type as any zeroes that appear at the beginning will be removed Instead use the Short Text type To create a new custom field 1 GOTO Configuration Custom Fields 2 Click on the New Custom Field button ustom Field 3 Select the appropriate custom field category for your custom field If the custom field category does not exist you will need to create it first or create it later then drag and drop your custom field into it Enter a name for this custom field next to Custom Field Optionally include a description of this custom field Select the Volunteer Permissions for the custom field by selecting the appropriate value from the droplist The default value is Private 7 Indicate on which application forms i e when a new volunteer signs up to Display the custom field 8 Indicate on which application forms a value for the custom field is Required 9 Select the Type of Field to create by selecting the appropriate value from the droplist The default value is Yes No 10 Click on the Save button to save your custom field If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the custom field Once you have created a custom field you can edit it to change any attribute except for the type of field oo Volunteer Impact version 3 8 Standard Edition Administrator s Guide 24 SECTION
230. uts wish to make active or or inactive gt Select Change inactive and click on Selected Change Selected Volunteer Impact version 3 8 Standard Edition Administrator s Guide 46 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS The Manage Activities Screen Manage Activities AD AT CODOS New Activity New Activity Category Active Status Active only x Sot Activity name vj Group by category Apply v Categories v Examples o Activity Dates Attributes Change Status Activity With No Schedule Wo e GA ea o Disjointed Schedule 5 12 2011 9 29 2011 W E A A Lel o One Time Event Activity 5 31 2011 4 O Ongoing Activity 5 9 2011 12 31 2011 W E A A Lal o Seasonal Activity 5 9 2011 12 31 2011 ALe o v Meetings o Activity Dates Attributes Change Status Board Meeting MA G2 PE Pe Lel o i Uncategorized d Activity Dates Attributes Change Status Change Selected Select All O New Activity New Activity Category New Activity Category New Activity Category lt Category fs Description eae A Attributes of an Activity Category Category The text entered here is the name of the activity category This is a required field Optionally you may include a description of this activity category Volunteer Impact version 3 8 Standard Edition Administrator s Guide 47 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS To create a new activity category 1 GOTO Activities
231. ving your goals Anytown Museum Hours oo Volunteer Impact version 3 8 Standard Edition Administrator s Guide 120 APPENDIX Appendix 1 Glossary of Terms Below is an alphabetical listing of the main terms used in Volunteer Impact Term Active status activity Active status output Active status volunteer Activity Activity Category Activity Shift Recurrence Template Administrator role Applicant volunteer status Application Form Approve Archived volunteer status Assigned activity Assignment Removal Auto Assign Auto Lock Automation activity Available activity Backup List Classifications Committee Communities Confirmed activity Custom Field Definition The activity is visible to those that have permission to see it and hours may be logged against it where permitted If associated with an activity a value will be requested for the output when hours are logged for the associated activity activities the process of being approved or accepted Activities with something in common can be grouped together into categories A template containing a schedule of regularly occurring shifts that can be associated with activities and used to add further dates to an activity s schedule A profile with administrative rights can create modify and delete any object in Volunteer Impact The prospective volunteer has just signed up and is about to go through your approv
232. volunteer EGEaE Volunteer Impact Standard Edition Version 3 9 Administrator s Guide Revised 15 April 2012 TELEPHONE North America Australia New Zealand United Kingdom Others 800 844 1545 1 800 359 067 04 889 0403 0800 032 7763 1 905 639 4552 SUPPORT Online and Email www volunteer2 com support FOLLOW US ONLINE Global websites Facebook Twitter Linkedin YouTube www volunteer2 com United States www volunteer2 ca Canada www volunteer2 com au Australia www volunteer2 co uk United Kingdom www voluntario2 com Latin America www volunteer2 com facebook twitter com volsquared http ca linkedin com in tonygoodrow http www youtube com user VolunteerSoftware Table of Contents Section 1 Getting Ready To Use Volunteer IMP act 11c1ssccsscccsesscnenscnenscnensenensenenss 1 Dala IDOI cca cmecsntecssesa nE a T Eaa 1 SEE E EEE E E A A E A E E E EE A A E E E E E E E T R 1 Evaluate Current Application FOrM ssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn nnna 1 EE EE ea A A E E T E E E E T E E E E 1 Section 2 Getting Familiar with Volunteer IMPact 111cccc1csccceneseccennneccennnnesennnneneenans 2 BO CCUM I e E E A E ieee 2 Weme PIGE A EE ida da eae see ctdceneseieeeeeeeetns 4 Canen AUE osina Ea R aa a A e a a 4 System Alerts Management and RECOQNItION ccccecccecccceeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeessaeaeeeeeeeeesseaaaeeses
233. w Template button New Template Enter a name for this template next to Template Name Optionally include a description of this email message template Type in the email subject in the Subject box Type in your message in the Body box You can use the Rich Text Editor to format the appearance of the text a To include the First Name or Last Name of the recipient of the message within the body of the message position your cursor at the appropriate location select the value from the droplist and click on the Insert name field button 7 Click on the Save button to save your email message template If you have made any errors you can correct them or click on the Cancel button to abandon the creation of the email message template oe pa Quick Info on an Email Message Template To view a quick summary of an email message template 1 GO TO Configuration Email Templates 2 Move your mouse over i e hover the Info button to the left of an email message template to reveal a summary Volunteer Impact version 3 8 Standard Edition Administrator s Guide 14 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS View Edit Delete or Print an Email Message Template To view edit or delete an email message template 1 GOTO Configuration Email Templates 2 Move your mouse over i e hover the desired email message template 3 When presented with the choice of View Edit Delete click on the desired
234. x beside each person for which you wish to confirm or click on the Select All checkbox to select all people To de select one of the people simply click once on the box beside it b Click on the Confirm Selected link to confirm the people you have selected 4 Click on the Confirm button to confirm the selected people To abandon the confirmation click on the Cancel button Volunteer Impact version 3 8 Standard Edition Administrator s Guide 82 SECTION 4 USING VOLUNTEER IMPACT ADMINISTRATORS Dates and Times The Language Setting The way that dates and times are displayed both to administrators and volunteers depends upon the Language setting within the individual s profile In this example the date used is March 4 2012 and the times used are 8 00am and 8 00pm Language Short Date format Long Date format Activity details Time format English USA M D YYYY Day Month DD YYYY H MI AM PM EOU aema sunday Maoh 8 2012 OAM EOP English Canada DD MM YYYY Month D YYYY H MI AM PM cee aoar Manama B00AM B0PM English UK DD MM YYYY DD Month YYYY HH24 MI OOO aoao oamarcnaora 0800 200 English Australia D MM YYYY Day D Month YYYY H MI AM PM Fran ais Canada YYYY MM DD D month YYYY HH24 MI SENN areas masa oan i2000 DD MM YYYY day DD month YYYY H24 MI Formatting Legend Code Meaning M Month number with no leading zero MM Two digit month number with leading zero if applicable Date

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