The Volunteer Space Sign-Up Sheet User Manual

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1 The Volunteer Space Sign-Up Sheet User Manual This document is the property of Web Concepts, Inc. and the use of it other than as a guide to TheVolunteerSpace.com web site is strictly prohibited unless otherwise approved in writing by Web Concepts, Inc. 1 of 16

2 Table of Contents Overview...3 Sign-Up Sheet...4 Control Center...5 Password Change...5 Club Information...6 Event Setup...8 Edit Event...11 Manage Volunteers of 16

3 Overview The Sign-Up Sheet program has two main components. The public component is the actual volunteer Sign-Up Sheet, which will be used by the people volunteering to work at the events. The other component is the Control Center, where the events are setup and the volunteers are managed. This user manual will cover both parts of the program. The volunteer Sign-Up Sheet is a simple one-page form used to pick the activity a person is willing to do and the times they are willing to work. The program processes the request and the person s name is registered on the list, and they are sent an confirmation. The Sign-Up Sheet has been designed to make the volunteering sign-up process as simple as possible. This manual will review the various functions and features of the Sign-Up Sheet and provide some details on the program s structure. The Control Center is the secure site for creating the event(s) and managing the volunteers. As part of the security features, a user will be logged off if they are in active for more than 30 minutes. Using the Control Center the user will input where, when, and how the event is structured and then create the jobs that need to be done. The program provides a web link to the Sign-Up Sheet for the volunteers to sign-up to work the event. This manual will review each area of the Control Center, from changing the account information to defining the events to managing and reporting on the volunteers. 3 of 16

4 Sign-Up Sheet The image below is a screen shot of a typical Sign-Up Sheet. Each Sign-Up Sheet has the same basic five elements and depending on how the event is setup, will determine if the volunteer can or has to use them. A - Title The title will have the name of the event, the location, and the dates. The location and dates are optional data, so they may not appear. B Pass Code A Pass Code is an optional element that provides a level of security to stop unwanted access to submit data into the form. Since the Sign-Up Sheet is a publically viewable page, this option should be used for most events. C Volunteer Information The volunteer uses this element to provide their information and the athletes. C D A B D Message This optional element is used for any special instructions or message about the meet. E E Event Matrix The Event Matrix provides the actual form elements for choosing the jobs and times for working the event. 4 of 16

It will change depending on the options in the area.

5 Control Center The Control Center is the secure site for managing the setup of the events and the volunteers. This manual will review the logic and process for the following areas of the Control Center. The menu will provide the navigation within the site. It will change depending on the options in the area. Club Information Event Setup Managing Volunteers Password Change To change the user password, click Change Password on the menu bar and a new window will open. Simply enter the new password and re-enter it to confirm the same password is entered. Click the Change Password button and confirmation screen will appear. Close the window and you are done. 5 of 16

6 Club Information The first page that appears after logging into the Control Center shows the Club Information. There are two tabs on this page, one to view of the Club Information and the other is a form for editing the data. This is the information that was entered during the account creation process. We advise users to review this information periodically to ensure it is still accurate. The account expiration date is shown on this screen as the Paid Through field. A couple weeks prior to the expiration date, a Pay Renewal Fee button will appear at the bottom of the Club Information page. Click this button and pay the fee prior to the expiration date or access to the Control Center will be stopped until the payment is made. If there are errors in the information or it needs to be updated, use the form in the Edit Club Information tab. 6 of 16

The Edit Club Information tab and form provides the ability to modify the account data. Simply enter the changes and click the Update Information button.

7 The Edit Club Information tab and form provides the ability to modify the account data. Simply enter the changes and click the Update Information button. It is important keep the Contact accurate, since it is used for all correspondence about the account. As with most of the forms in the Control Center, once the update is complete, you are returned to the same form page. 7 of 16

8 Event Setup Sign-Up Sheet User Manual The Event Setup area controls the structure for each event. A standard account may have up to 10 events at any one time. Each event is completely independent from other events in how it is configured. The image below shows the main event setup page, which has three sections; Event Edit, Add New Event, and Copy an Existing Event. Once you have setup your events, they will appear in the top section and can be edited or deleted using the appropriate button. 8 of 16

An event is structured into time periods which are called Sessions. These time periods or Sessions can represent whatever block of time is needed for volunteers to work.

9 An event is structured into time periods which are called Sessions. These time periods or Sessions can represent whatever block of time is needed for volunteers to work. Some types of events have natural time periods, such as swim meets, which typically have morning, afternoon, and evening Sessions. This program allows for whatever time periods you need for the event. As with any work schedule, setting up reasonably blocks of time for the volunteers to work will ensure they are willing to sign-up and can be effective for the full time period. Setting up or configuring an event is a three-step process; add the event, add sessions, and add jobs. Add New Event The Event Name and Contact s are the only required fields to add an event Event Name - This name will appear at the top on the Sign-Up Sheet. Date(s) - Used to indicate the date of the event. It will appear near the top of the Sign-Up Sheet. Location - Indicate where the event will take place. It will appear near the top of the Sign-Up Sheet. Contact s - The address for the event coordinator. This address is where all the submitted Sign-Up sheets will be sent. Private Sign-Up Sheet - This feature allows for a totally private Sign-Up Sheet that blocks it from public view. With this feature enabled, the Pass Code is required. As the user tries to open the Sign-Up Sheet when this feature is enabled, a pass code page is shown. The correct code must be provided before the Sign-Up Sheet will be presented to them. Pass Code - This is a security feature that works in one of two ways. o In conjunction with the Private Sign-Up Sheet and the other is to provide a lower level of security to the Sign-Up Sheet. o The Pass Code can be used by itself, which forces the volunteer to enter the code prior to registering the submission of the page. The Sign-Up Sheet will be viewable by the public, but no unwanted submissions will be allowed. We suggest using this feature for basic protection. Comments - This information will be used for any messages you want to provide to you volunteers on the Sign-Up Sheet. This is a free form field with a maximum of 500 characters. Once this page is submitted, it is routed back to this page where you can then click the edit button to add the Sessions and Jobs. 9 of 16

10 Copying an Event Copying an Existing Event Structure is a fast and easy method to setup an event. This function will copy the event structure including sessions and jobs, without any volunteers. To copy an event, select the existing event that has a structure similar to or the same as what is needed. Click the Copy Event button and the new event will be added with the word Copy at the beginning of the name. Edit or Delete an Event To edit an event, click the Edit Event button to the left of the event you want to edit. To delete an event, click the Delete Event button to the left of the event you want to delete. You will then need to confirm the deletion in the dialog box that opens. Once you confirm the delete action, it can not be un-done and all data associated with the event will be deleted. This section also provides the URL link to the event s Sign-Up Sheet, which is shown below the name of the event. To use this link, either click the link to open the actual Sign-Up Sheet or highlight the link text, copy it, and paste it into the browser address bar. The link can be added to your web site and ed to people. 10 of 16

Before any Sessions and Jobs are added to the event, the message below will be provided.

11 Edit Event Sign-Up Sheet User Manual The first page seen after clicking the Edit Event button is the Event Preview tab, which is shown below. The Event Preview tab will show a representation of the Sessions and Jobs that are configured for the event. Before any Sessions and Jobs are added to the event, the message below will be provided. If the event has Sessions and Jobs, then the page will look similar to the image below. The sessions (Saturday Morning & Saturday Afternoon shown below) are header columns that build from left to right on the page. The Jobs (Timer shown below) are listed on the left side and build from top to bottom as jobs are added. 11 of 16

12 Event Setup Tab This form is the same as the one to add the event. See those instructions for an explanations. 12 of 16

Event Sessions Tab Sessions are the time periods within an event. We suggest that you add the sessions before adding the jobs. The program allows for up to 10 Sessions in any one event.

13 Event Sessions Tab Sessions are the time periods within an event. We suggest that you add the sessions before adding the jobs. The program allows for up to 10 Sessions in any one event. The two sections that make up this page are for adding Sessions and editing Sessions. Each of the sections has just two fields and both are required. Session Number - is used as the key data field for connecting the volunteer to the time period they are working. Do Not change this field once the volunteers start signing up to work, or it will mess up the volunteer data. There is a warning message when trying to change this field. This field is also used for the sequence of how the Sessions will appear from left to right on the Sign-Up Sheet. Session Description - the information that will appear as the title for the Session on the Sign-Up Sheet. Once a Session is added, it will appear in the Edit Session Data section. 13 of 16

14 Event Jobs Tab Jobs are the activities or tasks that will be done during the event. There can be as many Jobs as are needed for any event. The two sections that make up this page are for adding Jobs and editing Jobs. Each of the sections has just three fields, which are all required. Job Name - The name that will appear on the Sign-Up Sheet, reports, and name tags. Number of People Needed - The total number of workers needed for the activity for one Session. Job Listing Sequence - The sequence for how the jobs will appear on the Sign-Up Sheet. Once you add the Job it will appear in the Edit Job Data section. 14 of 16

15 Manage Volunteers Sign-Up Sheet User Manual While in the Edit Event area of the Control Center, another selection appears on the menu, Manage Volunteers. This selection is only available from this area because it requires an event to be selected before you can manage the volunteers for that event. Edit Volunteer Tab The Edit Volunteer tab provides the ability to modify the Volunteer data entered in the Sign-Up Sheet. There are three functions that can be done on this page; edit the volunteers name, delete a particular volunteer, or delete all the volunteers (reset the event). Delete All Volunteers - Use this button to reset the event by deleting all of the volunteers. There is a confirmation before the deletion will occur, but once confirmed there is no way to undo it. The data will be lost. Edit Name - Modify a volunteer s name and click GO to update the information. Delete - Check the Del box to delete that particular volunteer. There is a confirmation before the deletion will occur, but once it is confirmed there is no way to undo it. The data will be lost. 15 of 16

16 Volunteer Reports Tab All of the reports are available in the program are listed on this tab. There are no variables for the reports, so just click the appropriate button and the report will open in a new window. The reports are either HTML or PDF format. The PDF format reports can be saved for use outside this site. If you would like a report that is not listed, please request is using the support page and it will be considered for being added. 16 of 16

Instructions for applying online for CAS

Please visit the following link for Instructions for applying online for CAS http://kashmiruniversity.net/recruitment/files/otherlist/instructionsforcas.pdf Step -1 The following screen will display all