Create, Edit, or Delete Committees
- Log into your organization's VolunteerMatters Administrative Site
- Click on Setup > Committees.
- Click the ‘Edit’ icon to the right of the existing committee that you would like to change, 'Delete' icon to remove, or click 'new' at the bottom of the list to create a new committee.
- Enter the committee name (The committee name should be unique, but is not required by the system. The committee name appears when assigning placements, when reporting on placements and committee structure, and within a contacts placement history records. Changing a committees name has no affect on the seats or sub-committees that are a part of this committee – other than the fact that the committee would be named something new.)
- Choose the parent committee (The parent committee is the committee to which this new committee is a subordinate. If this committee is a top-level committee, leave this setting as ‘none’. If you were to choose a committee that was already subordinate to one or more other committees, this would create a new committee that is another level deep within the organizational structure.)
- Choose a committee type (Committee types are for reporting purposes only. Choose one from the drop-down list. To modify the available values within the drop-down list, please contact Closerware Support).
- Enter a committee description (This description is for internal purposes only unless you have chosen a placement fair product upgrade. The placement fair uses this description by allowing authenticated contact to browse available placements by committee. This online catalog publishes the description of each committee and placement opportunity to provide information about the committee’s purpose and the position’s responsibilities.)
- Enter a display order number (When listing this committee in the administrative site or on a report, the system will use this value to determine in what order the committee should be listed. Committees are first grouped by their hierarchy (parent committees) and ordered within those groups by display order number. For instance, those committees that have a parent committee of ‘none’ (first tier committees) are ordered by their display order number. All sub committees are group by parent committee but ordered by their display order number. The system lists those committee with the lowest display order number first and those with the highest display order number last.)
- Choose whether or not to mark this committee as being active (An active committee is available when assigning placements and also as a part of roster reporting. Those committees that are deactivated (the box is un-checked) are unavailable when assigning placements and for some of the placement reports. If you deactivate a committee, any assignments made to this committee will remain in the system’s history and subsequently in a contact's history had they been previously assigned to a seat on this committee when it had been active.)
- Click ‘Update’ if editing or 'Add' if creating.
Changing the Committee Hierarchy
Deactivating a Committee
A committee is typically deactivated when assignments are no longer being made to seats within this committee or any committees that are subordinate to this committee. For all practical purposes a committee should only be deactivated if the organization no longer has this group within their organizational structure. An active committee is available when assigning placements and also as a part of roster reporting. Those committees that are deactivate (the box is un-checked) are unavailable when assigning placements and for some of the placement reports. If you deactivate a committee, any assignments made to this committee will remain in the system’s history and subsequently in a contact’s history had they been previously assigned to a seat on this committee when it was active.
Deactivating a committee is accomplished simply by unchecking the active checkbox when editing a committee by following the instructions above.