The TeamSideline Volunteer Module is for managing volunteer opportunities for volunteers who are not Team Staff (Coaches, Team Parents, etc.)
Note: You should have all Team Staff register as volunteers through your registration program so they can be assigned to teams with your players and use Team Sites. In other words, do not use the Volunteer Module to assign Coaches to Teams. Use the Volunteer Module for volunteer opportunities comprised of volunteer roles and shifts which are not related to Team activity.
How to Set Up a Volunteer Opportunity:
- From the Admin Site Map, Go to Customers > Volunteer Management.
- Click the Add Opportunity button.
Step 1: Configuration
- For Opportunity Name, enter desired Opportunity Name.
- For Season, use the drop down to select the desired Season.
- For Duration, enter the desired Start and End dates.
- For Leader, use the drop down to select desired Leader.
- Note: The Leader drop down is populated by administration users that have been setup through the Administration > Manage Users page. The leader you choose will receive all replies to emails including invitation, confirmation, and reminder emails.
- Click the Save & Next button.
Step 2: Programs
Note: Volunteers will only be available from the programs that you add.
- Click the Add Program button.
- For Program, use the drop down to select desired Programs.
- Click the Add button.
- Note: To delete a Program, click the red x icon.
- Click the Next button.
Step 3: Tasks
1. Add Task:
- Click the Add Task button.
- For the Task Name, enter desired Task Name.
- For Responsibilities, enter the specific responsibilities associated with the task.
- For Location, use the drop down to select desired Location.
- If the desired Location is not in drop down, go to Schedules > Locations > Manage Locations and click the Add Location button.
- Click the Add button.
2. Add Shift:
- Click the Add Shift button.
- For Task, use the drop down to select desired Task.
- For # Volunteers Needed, use the drop down to select # of Volunteers Needed.
- For Shift Start Time, enter desired Start Time.
- For Shift End Time, enter desired Shift End Time.
- For Recurring Shift:
- For Start and End Date, enter the desired Start and End Date.
- For days, check off the days that apply.
- For One Time Shift, enter the desired date.
- Click the Add button.
- Click the Next button when finished adding Tasks and Shifts.
Note: If you want to see all of the tasks and shifts that you have already setup, click on the arrow to expand the shifts listed underneath each task.
Step 4: Volunteers
The 4 Volunteers page lets you assign volunteers to specific shifts for specific tasks.
- Click the Assign Volunteer button.
- For Volunteer, use the drop down to select desired Volunteer.
- For Task, use the drop down to select desired Task.
- For Shift, use the drop down to select desired Shift.
- If you want the volunteer to get an email confirming their assignment and includes the details of the shift they will be working, then check the Send Volunteer Confirmation Email checkbox.
- Click the Assign button.
- Click the Next button when done assigning Volunteers.
Step 5: Communications
The 5 Communications page lets you configure invitation and reminder emails for this volunteer opportunity. If you would like, up to three invitation emails can be configured to be sent to your volunteers.
- For Invitation Email, use the drop down to select "Yes" to sending Auto Invitation Emails to Volunteers.
- For 1st Invitation, enter desired date of the 1st Invitation.
- For 2nd Invitation, click the checkbox if you wish to send a 2nd Invitation. Use the drop down to select how many days after the 1st request.
- For 3rd Invitation, click the checkbox if you wish to send a 2nd Invitation. Use the drop down to select how many days after the 2nd request.
- For Reminder Emails, use the drop down to select "Yes" if you want to send Auto Reminder Emails to Volunteers.
- For 1st Reminder, use the drop down to select # of days the reminder should be sent before a Task a Volunteer is signed up for.
- Click the Save button.
Now that you've completed all the steps, remember to turn on visibility for this volunteer opportunity for all of your users by going to Customers > Volunteer Management and clicking the eye icon .