Difference between revisions of "Volunteering Setup"

Revision as of 11:16, 26 November 2016

This is the section that will teach you all about the Volunteering Module, and how it works.

More thorough guides on the volunteering module can also be found via Zendesk: unioncloud.zendesk.com

The setup area for volunteering has 2 parts 'Registration and Admin Questions' and 'Messages'.

The Registration and Admin Questions section splits into 4 different parts, Organisation/Project Registration, Volunteer Registration, Profile setup and Admin Questions.

Organisation/Project Registration

UnionCloud will ask mandatory questions on your behalf when an organisation first registers with you, name of organisation, address, etc. Within the Organisation/Project Registration setup area you can ask your own specific questions that you would like to ask all organisations when they first register with you. You have the option through the 'action' box to make a question 'required' so you can make it mandatory for that organisation to provide an answer to your question and/or you can select the option for a 'file upload' on a question if you wanted an organisation to provide you with a certain document, for example a recent health and safety policy. This area is aimed to help you gain the most information you can from voluntary organisations at the point of registration.

Like other areas of the site you can also configure the way in which people can provide responses to your questions through the 'display as' box where you can select 'single select dropdown', 'multi select dropdown', 'text box' and 'check box'.

Volunteer Registration

This page is identical to the above page in the way it is setup but this is the page that your students will see and have to complete when they first register as a volunteer on your platform.

Profile Setup

There is a two staged process to a student joining your Union as a volunteer, the registration process which is the page just covered above, then they have the option to continue and complete their 'volunteering profile'. Students can stop and save their information at the point of registration and can come back to complete their profile at a later point in time of they wanted to. BUT students will NOT be able to apply for a volunteering opportunity until they have completed their profile. (On the volunteering dashboard you can see the number of students that may have not completed their profile and you can contact these people through a dynamic filter in usergroups should you wish too).

In the profile sections students are asked a series of questions, from 'areas of interest' to 'skills they'd like to gain'. Here in this setup section you have the ability to change some of the alias names (the words in red italics) into different options that might be more appropriate for your Union. You can do this by selecting the edit icon presented next to each word.

Admin Questions

Within this area you can setup specific questions that only an admin member of staff can see on a student volunteer profile. The way in which to amend this question functionality is the same as other areas of the site, (an explanation is detailed above in the 'organisation/project registration').

Messages

Within the messages area you can configure some of the system generated, mandatory questions that are asked of both organisation and student volunteer at the point of registration.

Volunteering Setup

This is the section that will teach you all about the Volunteering Module, and how it works.

More thorough guides on the volunteering module can also be found via Zendesk: unioncloud.zendesk.com

The setup area for volunteering has 2 parts 'Registration and Admin Questions' and 'Messages'.

The Registration and Admin Questions section splits into 4 different parts, Organisation/Project Registration, Volunteer Registration, Profile setup and Admin Questions.

Organisation/Project Registration

UnionCloud will ask mandatory questions on your behalf when an organisation first registers with you, name of organisation, address, etc. Within the Organisation/Project Registration setup area you can ask your own specific questions that you would like to ask all organisations when they first register with you. You have the option through the 'action' box to make a question 'required' so you can make it mandatory for that organisation to provide an answer to your question and/or you can select the option for a 'file upload' on a question if you wanted an organisation to provide you with a certain document, for example a recent health and safety policy. This area is aimed to help you gain the most information you can from voluntary organisations at the point of registration.

Like other areas of the site you can also configure the way in which people can provide responses to your questions through the 'display as' box where you can select 'single select dropdown', 'multi select dropdown', 'text box' and 'check box'.

Volunteer Registration

This page is identical to the above page in the way it is setup but this is the page that your students will see and have to complete when they first register as a volunteer on your platform.

Profile Setup

There is a two staged process to a student joining your Union as a volunteer, the registration process which is the page just covered above, then they have the option to continue and complete their 'volunteering profile'. Students can stop and save their information at the point of registration and can come back to complete their profile at a later point in time of they wanted to. BUT students will NOT be able to apply for a volunteering opportunity until they have completed their profile. (On the volunteering dashboard you can see the number of students that may have not completed their profile and you can contact these people through a dynamic filter in usergroups should you wish too).

In the profile sections students are asked a series of questions, from 'areas of interest' to 'skills they'd like to gain'. Here in this setup section you have the ability to change some of the alias names (the words in red italics) into different options that might be more appropriate for your Union. You can do this by selecting the edit icon presented next to each word.

Admin Questions

Within this area you can setup specific questions that only an admin member of staff can see on a student volunteer profile. The way in which to amend this question functionality is the same as other areas of the site, (an explanation is detailed above in the 'organisation/project registration').

Messages

Within the messages area you can configure some of the system generated, mandatory questions that are asked of both organisation and student volunteer at the point of registration.

Manage Volunteers

Manage organisations/projects

Manage opportunities

Dashboard

The Volunteering dashboard gives you a comprehensive view of key information in the performance of your volunteering module and has three main sections to it:

1) Organisation/Project Summary 2) Opportunities Summary 3) Volunteers Summary

Both the Organisation/Project Summary and Opportunities have graphs to display activity which you can print and/or download in different formats by selecting the small 3 lines (the hamburger menu) in the top right hand side of each chart.

At the top of the dashboard you also have a date picker so you can customize your dashboard to display certain results within a specific time frame if you wanted to.

1) Organisations/Project Summary

Registered: How many organisations have registered with your Union

Approved: How many organisations have been approved by your Union

Declined: How many organisations have been declined by your Union. (PLEASE NOTE: If an organisation has registered and there is not a fundamental reason for you declining them and it it only a case that some information needs amending, rather then declining the organisation, please take the time to e-mail the organisation informing them instead what they may need to do to rectify their registration. Once an organisation has been declined, the organisation would almost become 'black-listed' so they could not register again with the same details).

Pending: The number of organisations that are waiting to be approved/declined.

2) Opportunities Summary

Registered: How many opportunities that have been registered

Approved: How many opportunties have been approved

Declined: How many opportunities have been declined

Expired: How many opportunities have expired (an organisation can set expiry dates on an opportunity for when they want to stop promotion of an opportunity)

Closed: How many opportunities have been closed (this is when an admin member has chosen to close an opportunity)

Active: This is the number of opportunities that are live which students can sign up for and will be the available number displayed on the front end of your volunteering module on your Union website (opportunities that are within the expiry dates that an organisation would have selected). Pending: Opportunities that are still waiting your approval to be approved or declined.

Areas of interest/Desirable skill/Mandatory skill/Skills volunteer can gain

There are many tabs that sit underneath the Opportunities Summary, all are listed above. Each tab has a number within it which shows you how many opportunities fall within each category. This area is really useful for you to compare with similar tabs that sit under the Volunteers summary as it provides an indicator as to whether your service is meeting your students demands/interest.

3) Volunteers Summary

Volunteers registered: This is the number of students that have registered as a volunteer and are eligible to sign up to any opportunity

Volunteers yet to complete profile: This is the number of students that haven't completed their profile, the extra pages to registration where information on skills, activities interested in etc is gathered. Students cannot sign up to a volunteering opportunity until they have completed their profile. You can contact these students and encourage them to complete their profile through creating a dynamic usergroup where there is a volunteering filter to select those students who haven't completed their profile.

Areas of interest/Activities I'd like to do/Skills I have/Skills I'd like to gain

These tabs show you where all you student volunteers interests lie. This area is really useful for you to compare with similar tabs that sit under the Opportunities summary as it provides an indicator as to whether your service is meeting your students demands/interests.

Manage reports

Upload organisation/project

This is where you can upload organisations easily in a bulk upload through a CSV file.

On this page you are provided with a CSV template in which you can insert organisations details and upload.

If you are using this functionality please make sure you use the exact template to upload your information in, make sure you have provided all the information in the mandatory (red asterisked) fields and you have taken notice of the green hint texts. These hint texts are important to take notice of because failure to adhere to the formatting of the information that is inserted will mean that your information will not successfully upload.

Once you have uploaded your file, make sure you return to this page the next day to check whether you have any error reports. Only unsuccessful records will be reported back to you to rectify, all correct records will have been uploaded successfully (you will be able to see a difference in your volunteering organisations usergroup that you can see on the main usergroups section in the admin area/or on your volunteering dashboard).

Volunteer awards

You can create awards with your own criteria and once the criteria for a certain award has been reached by a volunteer they will automatically be rewarded with it, notified via e-mail and it will be recorded within their volunteering report in their account/profile.

On selecting 'add an award' you create you own award through the following fields:

Award name

Award description

Award logo

Hours required

This field is mandatory, this triggers the award being sent to the volunteer. Once a volunteer has reached the hours you have selected they will the be allocated this award.

Area of interest

This field in not mandatory, but you could select awards to a certain area should you wish to, so only an award would be given to somebody if they reached a set number of hours within this area of interest.

Range of time-sheet submissions to consider: start and end date

Again this is not a field mandatory to complete but should you wish to assign awards to a particular time frame you are able to, for example monthly or annual awards.