VolunteerMatters has released a new version of our system that incorporates new features available to Enterprise subscribers. We now have the ability to offer an approval of confirmation process for shift assignments.
Approval
If you allow self-signup for volunteer opportunities but would like an administrator to "confirm" or "approve" those assignments, you're in luck. VolunteerMatters can now be configured to assign volunteer assignments to a "reserved" state, allow administrators to review and migrate those assignees to a "confirmed state."
Confirmation Process
Many organizations have great success in utilizing our automated reminders to assure volunteers are aware of their assignments. However, others would like to formalize a confirmation process whereby the volunteer must confirm the assignment in the days leading up to the shift, else be withdrawn from the assignment. This might be more practical where volunteers sign up for an event far in advance, so you want to double check to make sure they can still attend. Here's how it works:
- Volunteer Signs up and receives an on-screen and email confirmation that they are assigned to the shift
- As the event approaches (you can set how far in advance), you can have the system send an automated email to request that they confirm their assignment (Are you still able to attend?)
- The system resends the confirmation requests periodically (you can set the frequency)
- If the volunteer does not respond (either by confirming or withdrawing the assignment) within a specified window of time (you can set), then the system can auto-withdraw the volunteer from that shift and send them an email notifying them of such (Sorry, we never heard from you so we made the volunteer opportunity available to someone else)
This process enables volunteer operations to have a very solid understanding of their staffing levels leading up to the event. For those volunteer shifts that are popular, this also opens volunteer slots that may have otherwise been taken by a volunteer that was unlikely to show.
How can I get this functionality activated for my organization?
Please contact our sales team by emailing sales@volunteermatters.com or by phone at 203-987-3339 Option 2.
How does this affect Standard and Pro subscribers?
In short, this affects these subscribers very little. There is just one minor change in the display of assignment counts and where to click to mange assignments for a specific shift. This update does not significantly impact the system's interface so there's no "training" required. We just want to make sure you aware of these slight changes.
These updates include:
- There is now a new method of accessing your shift assignments as well as your shift waitlist.
- On the Shift Assignment Detail there is now a "Save and Return" button in addition to the "Save" button.
- The term "No-Show" has been replaced with the term "Absent". Only the label itself has changed. All functionality associated with the "No-Show" feature is the same.
Accessing the shift assignments
Previously to add new shift assignments or edit existing assignments you had to log into your VolunteerMatters Administrative system with the proper security access roles and then click on Admin. Then click on the calendar you wish to add an assignment from the Volunteering section. From the shift list on that calendar you then clicked on the "Assignments" link on the far right for that shift. Which would open up your assignments detail for that shift on the page.
That icon and link have been replaced with a hyperlinked number that is under the "Confirmed Assignments" icon (
) column in your shift list view. If there are no assignments currently on that shift it will display as zero, and if assignments are present it will change to that number. For example if an assignment has 2 volunteers signed up it would display a hyperlinked "2".
This will open the familiar shift assignments detail window:
Accessing the Waitlist
Previously to add new waitlist assignments or edit existing assignments you had to log into your VolunteerMatters Administrative system with the proper security access roles and then click on Admin. Then click on the calendar you wish to add an assignment from the Volunteering section. From the shift list on that calendar you then clicked on the "Waiting" link on the far right for that shift. Which would open up your waitlist detail for that shift on the page.
That icon and link have been replaced with a hyperlinked number that is under the "Waiting List" icon (
) column in your shift list view. If there are no wait lists are currently on that shift it will display as zero, and if wait lists are present it will change to that number. For example if an wait list has 2 volunteers signed up it would display a hyperlinked "2".
This will open the familiar waiting list detail window:
If you have any questions about this update please do not hesitate to visit our support portal and open a trouble ticket.
Comments