VolunteerMatters' Interaction Lists allow you to generate fulfillments from attendance, volunteer, or giving (if subscribed to) interaction records. You may visit the Interactions section on the Admin page of VolunteerMatters to either generate fulfillments from "Attendance" interaction records, "Volunteering" interaction records, or "Giving" interaction records. The big difference between Attendance Interactions and Volunteer & Giving interactions when generating fulfillments is that for attendance interactions you can determine the number of fulfillment points for each instance of attending. While with volunteer & Giving interactions you can do the same but you may also compute the fulfillment points based on the total time volunteered or the amount of the giving interaction. Attendance Interaction records only record a date and time for attending while volunteer interacts record a date, start time, and end time so the system can compute to total time for volunteer interactions. Giving interactions record a date, subject, amount, giving type, campaign, recognition, and notes.
- If you click "Attendance" this presents you with a listing of all attendance interactions for your contact database. The listing displays the attendance interaction’s date, subject, notes, type, contact name, and requirement flag. By default the list of interactions is filtered to show only interactions dated within the last 30 days. This is only the default "List View". You can create new or modify existing "List Views" to match your desired results, including adding or subtracting fields/columns. Your first step should be to narrow the list of interactions to only include those that should fulfill the same requirement in the same manner. You can do this by filtering on the interaction properties (Date, type, subject, notes, contact name, contact ID, and requirement flag). For example, you could filter to only include interactions of type “General Meeting” that occurred on a specific date. Clicking “Edit” to the right of a specific interaction or clicking “Mass Edit” will allow you either delete the interaction(s) or change the Requirement Flag
Requirement Flags:
- Inapplicable – Inapplicable interactions are those interactions that cannot be used to generate fulfillments to requirements.
- Applicable – By default, all interactions are set to be “Applicable”. Only interactions marked as “Applicable” may be used to generate fulfillments.
- Applied – After using the attendance tools to generate a requirement fulfillment from an interaction, the system automatically sets the interaction to have a requirement flag of “Applied”. This flags the interaction so administrators know that it had at one time been applied as a fulfillment to a contact requirement, thereby discouraging duplicate fulfillments. “Applied” scans are not available to generate fulfillments to requirements. The system does allow an administrator to manually change interaction requirement flags to or from “Applied”. This accommodates unique circumstances where a single interaction may fulfill multiple requirements.
After you filter the attendance interactions, you may click the “Requirement Processing” button to define how you would like the interactions applied to contact requirements.
- Requirement – Select the requirement this attendance interaction fulfilled
- Fulfillment type – Select from one of the fulfillment types
- Fulfillment Date – Chose to set the fulfillment date to the attendance interaction date or manually designate a specific date.
- Fulfillment Points – Define the number of points to be credited to the contact for attendance to this event.Generating Requirement Fulfillments from Contact Interactions in VolunteerMatters
- Notes – Enter any relevant notes about this fulfillment.
- Append to Notes – Choose one or more data elements from the interaction record to append to the fulfillment notes. It is recommend to include all except for "Attendance Notes". But we encourage you to try different combinations to get the fulfillment information you want.
- If you click "Volunteering" this presents you with a listing of all volunteer interactions for your contact database. The listing displays the volunteer interaction’s date, times, subject, notes, type, contact name, and requirement flag. By default the list of interactions is filtered to show only interactions dated within the last 30 days. This is only the default "List View". You can create new or modify existing "List Views" to match your desired results, including adding or subtracting fields/columns. Your first step should be to narrow the list of interactions to only include those that should fulfill the same requirement in the same manner. You can do this by filtering on the interaction properties(Date, type, subject, notes, contact name, contact ID, and requirement flag). For example, you could filter to only include interactions of type “General Meeting” that occurred on a specific date. Clicking “Edit” to the right of a specific interaction or clicking “Mass Edit” will allow you either delete the interaction(s) or change the Requirement Flag.
Requirement Flags:
- Inapplicable – Inapplicable scans are those interactions that cannot be used to generate fulfillments to requirements.
- Applicable – By default, all interactions are set to be “Applicable”. The only interactions that can be converted to fulfillments are those marked as “Applicable”.
- Applied – After using the interaction lists to generate a requirement fulfillment from an interaction, the system automatically sets the interaction to have a requirement flag of “Applied”. This flags the interaction so administrators know that it had at one time been applied as a fulfillment to a contact requirement, discouraging duplicate fulfillments. “Applied” scans are not available to generate fulfillments to requirements. The system does allow an administrator to manually change interaction requirement flags to or from “Applied”. This accommodates unique circumstances where a single interaction may fulfill multiple requirements.
After you filter the volunteer interactions, you may click the “Requirement Processing” button to define how you would like the interactions applied to contact requirements.
- Requirement – select the requirement this volunteer interaction fulfilled
- Fulfillment Type – select from one of the fulfillment types
- Fulfillment Date – Chose to set the fulfillment date to the volunteer interaction date or manually designate a specific date.
- Fulfillment Points – Choose to fulfill the requirement in direct proportion to the total hours volunteered (time between in/out scans or the shift start/end time – 1 hour equals 1 point) or you may define the specific number of points the volunteer interaction will be credited against this requirement.
- Notes – enter any relevant notes about this fulfillment
- Append to Notes – Choose one or more data elements from the interaction record to append to the fulfillment notes. It is recommend to include all except for "Volunteer Notes". But we encourage you to try different combinations to get the fulfillment information you want.
- If you click "Giving" this presents you with a listing of all giving interactions for your contact database. The listing displays the giving interaction’s date, amount, campaign, giving type, recognition, subject, notes, contact name, and requirement flag. By default the list of interactions is filtered to show only interactions dated within the last 30 days. This is only the default "List View". You can create new or modify existing "List Views" to match your desired results, including adding or subtracting fields/columns. Your first step should be to narrow the list of interactions to only include those that should fulfill the same requirement in the same manner.. You can do this by filtering on the interaction properties (Date, type, subject, notes, campaign, contact name, contact ID, and requirement flag). For example, you could filter to only include interactions of type “Annual Fund 2012 Campaign” that occurred on a specific date. Clicking “Edit” to the right of a specific interaction or clicking “Mass Edit” will allow you either delete the interaction(s) or change the Requirement Flag.
Requirement Flags:
- Inapplicable – Inapplicable scans are those interactions that cannot be used to generate fulfillments to requirements.
- Applicable – By default, all interactions are set to be “Applicable”. The only interactions that can be converted to fulfillments are those marked as “Applicable”.
- Applied – After using the attendance tools to generate a requirement fulfillment from an interaction, the system automatically sets the interaction to have a requirement flag of “Applied”. This flags the interaction so administrators know that it had at one time been applied as a fulfillment to a contact requirement, discouraging duplicate fulfillments. “Applied” scans are not available to generate fulfillments to requirements. The system does allow an administrator to manually change interaction requirement flags to or from “Applied”. This accommodates unique circumstances where a single interaction may fulfill multiple requirements.
After you filter the volunteer interactions, you may click the “Requirement Processing” button to define how you would like the interactions applied to contact requirements.
- Requirement – select the requirement this volunteer interaction fulfilled
- Fulfillment Type – select from one of the fulfillment types
- Fulfillment Date – Chose to set the fulfillment date to the giving interaction date or manually designate a specific date.
- Fulfillment Points – Choose to fulfill the requirement in direct proportion to giving amount or you may define the specific number of points the giving interaction will be credited against this requirement.
- Notes – enter any relevant notes about this fulfillment
- Append to Notes – Choose one or more data elements from the interaction record to append to the fulfillment notes. It is recommend to include all except for "Giving Notes". But we encourage you to try different combinations to get the fulfillment information you want.
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