The Ultimate guide to Active Online Volunteer Registration. User Manual

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August Pitts
6 years ago
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1 The Ultimate guide to Active Online Volunteer Registration User Manual

2 Table of Contents 1.1 Welcome 1.2 Active Online Volunteer Registration 1.2a Start the Registration Process and Verification 1.2b Sign In 1.2c Select the registrant 1.2d Personal Information 1.2e Waivers and agreements 1.2f Confirmation 1.2g Confirmation 1.3 Other Benefits 1.3a Register yourself, another person, or members of a group 1.3b Activities (Other Jobs) 1.4 Frequently Asked Questions and Answers 2 P a g e

3 REGISTER TO BE A VOLUNTEER 1.2 Active Online VOLUNTEER REGISTRATION Very Easy Process that will ½ your Work Load The Active Online Volunteer Registration process is designed to fill our volunteer positions, create rosters and a database. It also gives us an overview on how we are tracking with volunteer numbers. It captures a range of things to assist with Volunteer Duty of Care, communication to the volunteers and assists in the process of any medical or injury situations. 1.2a Start of Registration System and Verification Advise your volunteer/s to go to the event website OR send your volunteer the direct link that has been supplied by IRONMAN Workforce Coordinator. They will need to click the Registration Box and then hit Register Now to begin. 1.2b SIGN IN You will be asked to sign in as a New User. 3 P a g e

Use either your email address or another volunteers (if you are registering someone else) so they receive the confirmation email.

4 Use either your address or another volunteers (if you are registering someone else) so they receive the confirmation . Alternatively, you can sign in Via Facebook or if you already have an account you can sign in with your address and password. 1.2c Select the Registrant Selecting the registrant will either be yourself 18 or older, someone else 18 or older or someone else under 18. Note: You must be the parent or legal guardian to register someone under 18 years old. 4 P a g e

5 1.2d Personal Information Each individual or group member will be asked to enter in their personal information in order to be able to proceed to the next step. Benefits of this page: Volunteers pre order their t-shirt size Provides us with 3 points of contact information phone number, and address Assist IRONMAN Volunteer Duty of Care by providing the Emergency Contact details. They are able to inform us if they are with a group. 5 P a g e

6 1.2e Waivers and agreements ALL Volunteers will need to accept the Active Agreement and Waiver and Volunteer Terms and Conditions in order to finish their registration and receive confirmation. If they did not agree with the terms and conditions their registration will not come through on any report as they have not 100% completed the registration process. 6 P a g e

7 Benefits of this page are: The individual has acknowledged and agreed to what is expected of them while they are Volunteering and what will be expected from IRONMAN in return. 1.2f Confirmation Page Once the Volunteer has accepted the terms and conditions they will receive confirmation of their registration. The benefits of this page: This is the page that confirms the volunteer s registration. Provides all their information Provides a record of the roles that they selected and the name of the Job Captain if a specific role has been chosen. *Please note- the barcode that is on their confirmation does not stand for anything. It is just a part of the registration format that needs to be included. The volunteer can print this for future reference and referral- not essential. 1.2g Last Step Confirmation . Confirmation Everyone will be sent a Confirmation to the address that they supplied. This will provide the volunteer with a Registration ID/reference, another reminder of the roles they have selected. Benefits of this page: An to say thank you for volunteering To once again provide information on the roles they selected. Provide any information about newsletters, event updates, communication updates, etc 1.3 OTHER BENEFITS 1.3a REGISTER YOURSELF, ANOTHER PERSON or MEMBERS OF A GROUP There are 3 ways to register Yourself, another Person or Members of a group. Before you register you will be asked to sign in. For yourself you should use your address. For someone else I would recommend using their address so they receive the information. 1.3b Activities (Volunteer Jobs) Each event (except NTMSF) will display a list of jobs required with the number of Volunteers needed I.e. Course Marshals, Pedestrian Crossings etc. Each Volunteer will need to select which job they would like to involved in across the Event Period. 7 P a g e

8 Benefits of this page: Volunteer becomes self-sufficient. They are able to select a job/s that suits their availability, ability and interest. Confirms their job and what they are doing on the day. Provides them with the date, times required, job location. Provides the volunteer with job description information. An option to register other members in the group A communication page A job captain can be selected to manager their group. They will have access to all the individuals in their group who have register and can their group through the Active Online System. Volunteers will not be able to select roles that overlap with times. I.e. Run Course Marshal and Finish Line Timing Assistant. 1.4 Handy Hints, Frequently Asked Questions and Answers and Some things to remember Question: If we have registered before for a previous event do we have to register again? Yes, because the roles, times and locations of roles are different. Also you may have changed some personal information. We need our lists to be up to date. Question: Can I register a group of people? Yes you can. Question: What happens if the times overlap? We would like our volunteer to take on the whole time allocation for the role they choose. Please ask them to select the role anyway and we can increase the numbers needed for the role. Question: Will the role disappear from the website when all of the volunteer positions are filled? Yes. If you need 20 people for a role, I will ask for 22 on the online system (2 extra volunteers to account for no shows) Once 22 people have selected the role it will disappear. Communicate, communicate, and communicate With an event this size and with the amount of people involved we need to communicate effectively and with efficiency. Volunteers at our events. Most of the Volunteers for these events are from the local community, which is the draw card for athletes. However we also must understand and appreciate that we have supporters and lovers of 8 P a g e

9 IM that are coming to an event and want to volunteer as well. We must accept them too. There is an IM Volunteer Family that is world-wide. You must communicate with every volunteer that registers on the website, even if you don t know them. If a volunteer is not suitable for your role, there must be a valid reason. Contact Stuart and Debbie so they can place them in a suitable role. Changes cannot be made in Event Week. Volunteer Roles When enough volunteers have registered for a role the role will disappear from the website. If you fill your role with a group advise them to register on line straight away to save their spot and order their shirt. If you require more spaces on the website, or you would like a new role to be displayed please contact Angela- angela.romanowski@ironman.com and she will adjust. Volunteer Registrations and Role Changes If a volunteers registration needs to be changed, please Angela and CC Volunteers Coordinator/LOC Directors. This will ensure Volunteers Coordinators and all Directors know what is happening as the volunteers name will then show up on the other directors report Angela will you back when the change is completed. Roles not filled and you still need volunteers If you have not filled all of the roles and you still require volunteers please do the following The website will not do your recruiting for you, you must still do your own recruiting, but if you need to bump up your numbers this is where the website will assist. The website will pick up General Volunteers these can be passed onto to you. Question: What if Volunteers still want to keep going on race day? If a volunteer wants to keep going on race day. Send them to the volunteer tent to be repositioned. 9 P a g e

Create an Account or Login. Event Registration Instructions

Create an Account or Login. Event Registration Instructions Create an Account or Login If you have already created an account, you will enter your e- mail and password. Then, select the Login button to continue. If you have not yet created an account, please fill