ClubRunner. Volunteers Module Guide

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1 ClubRunner Vlunteers Mdule Guide 2014

2 Vlunteer Mdule Guide TABLE OF CONTENTS Overview... 3 Basic vs. Enhanced Versins... 3 Navigatin... 4 Create New Vlunteer Signup List... 5 Manage Vlunteer Tasks... 7 T Add a New Task:... 8 T Edit an Existing Task:... 8 T Delete an Existing Task:... 8 T Add a New Grup:... 8 T Add a New Task:... 9 T Add Multiple Tasks: Manage Vlunteer(s) Linking t an Event Templates Ntificatin Settings Vlunteer Reprts Training and Supprt ClubRunner 2

3 Vlunteer Mdule Guide Overview If yu re planning n crdinating any srt f an event r prgram, yu re ging t need a signup sheet. In tday s fast-paced digital wrld, peple dn t want t g thrugh the truble f printing frms and filling them ut manually. T get a gd vlunteer turnut t yur event yu need t rely n an nline signup sheet. The Vlunteers mdule gives yu the ability t build yur wn signup lists fr virtually any scenari where yu need t crdinate peple in varius cmmitments rganized by time, day, task, r grup. Great fr event shifts, vlunteers, cmmittee signups, r anything invlving a schedule. N sftware t install; yur signup sheet can be accessed frm any brwser -- anywhere n the internet. It s easier fr yu and yur visitrs t use as well. Paper signups are messy and peple dn't fill ut the infrmatin crrectly r cmpletely. The Vlunteer mdule is nline s everything is kept in ne place, accessible by all. Yu can then dwnlad varius reprt, identify shrtages, and even send ut reminders t everyne wh has signed up. Basic vs. Enhanced Versins We ve already included the essential features int the Basic versin (included) t help yu with managing casual signups. Upgrade t the enhanced versin t get the additinal features and increased capacity needed fr mre active users ClubRunner 3

4 Vlunteer Mdule Guide Navigatin Belw are the steps n hw t create a new Vlunteer Signup Sheet: Step 1: Lgin t yur ClubRunner site. On the Administratin page under the Website Manager sectin click n the Website Designer 3.0 link. Step 2: Next click n the Events (tab) Vlunteers link. Step 3: Yu will be taken t the Vlunteers landing page. Frm there, yu can either click n the Create New Signup List link fund n the upper left side r click n the Get Started buttn fund in the middle f the page ClubRunner 4

5 Vlunteer Mdule Guide Create New Vlunteer Signup List *Please nte that nly the Enhanced versin can create public signup lists t allw nn-members t sign up. Step 1: Chse the Name f the Vlunteer signup sheet. This is a required field. Step 2: Next yu have the ptin t select the Start Date and End Date (and times) fr the when the Signup List is valid. Click n the calendar Icn: t bring up a mini calendar t select the dates. Click n the time icn: t set the time. Step 3: Next is setting the access level fr the Vlunteer Signup List. Here yu have tw ptins: Public: The Vlunteer Signup List will be available t everyne, n need t lgin Requires Lgin: Only members will be able t sign up fr the Vlunteer Signup List Step 4: Next is the Link With An Event field. If NO is selected then the Vlunteer Signup List will nt be assciated with any kind f event. If YES is selected a new Select the Event drp dwn will appear. Yu will need t select an event (Either frm Events 2.0 r My Event Runner) fr this vlunteer list. Step 5: Setting the Task Defaults: First chse the Default Task Name. By default we ppulate this field with Shift, hwever g ahead and enter what wrks best fr yu. (i.e.: Psitin, Time Slt, Shift, etc.) ClubRunner 5

6 Vlunteer Mdule Guide Step 6: Next yu will define: *Please nte the Basic versin has a maximum f 10 grups per signup sheet, maximum f 10 Tasks per grup, & a maximum f 10 peple per task that can be created. The Enhanced versin has a maximum f 25 grups per signup sheet, maximum f 25 Tasks per grup, & a maximum f 25 peple per task that can be created. N. f Grups: Hw many grups will be created fr each set f tasks defined. Fr Example: N. f Tasks Per Grup: Defines hw many tasks are assciated with each grup defined. Fr Example: N. f Peple per Task: Defines hw many vlunteers slts are available per task defined. Fr Example: ClubRunner 6

7 Vlunteer Mdule Guide Step 7: Next is the D the tasks have a start date r time? Field. If NO is selected then there will be n date r time assciated with the Vlunteer Signup List If YES is selected new fields will appear: Start Date: Defines the date when the task is effective. This is a required field. Start Time: Defines the time when the task shuld begin. Wuld yu like t increment the tasks?: This feature has tw ptins: NO they are all the same: Will nt create any new tasks If YES is selected: Increment the Tasks By: Will increment the task Start based n the duratin. Duratin: Three ptins fr duratin Days, Hurs, & Minutes. Step 8: Nw click n the Create Signup List buttn fund in the bttm right crner. Manage Vlunteer Tasks The Manage Vlunteer Tasks screen is where yu wuld g t manage all f the tasks fr the Vlunteer Signup List. Frm here yu can Add, Edit, r Delete any f the tasks. Yu als see the Peple per Tasks (Required clumn) and hw many peple have bked that task (Bked clumn) ClubRunner 7

8 Vlunteer Mdule Guide T Add a New Task: Find the Grup that yu wuld like t add the task t and click n the Add Task link. T Edit an Existing Task: Under the Actins clumn, click n the Edit link fr any task that yu wuld like t mdify. T Delete an Existing Task: Under the Actins clumn, click n the Delete link fr any task that yu wuld like t delete. T Add a New Grup: Step 1: Click n the buttn fund in the tp right crner. Step 2: Chse a new Grup Name. Nte this is a required field. Step 3: Click n the buttn ClubRunner 8

9 Vlunteer Mdule Guide T Add a New Task: Step 1: Click n the buttn in the tp right crner. Step 2: Ppulate the fields f the new task. Nte Task Name & Number f Peple are required fields. Grup: This is the grup yu want t add the task t. Click n the grup drpdwn t select a different grup. Task Name: The name f the task being created. Date: The date that the task is effective. Start Time: *Optinal* - Chse a time fr when this new task shuld begin. End Time: *Optinal* - Chse a time fr when this new task shuld end. Number f Peple: Hw many vlunteer slts are available fr this task Step 3: Click n the buttn ClubRunner 9

10 Vlunteer Mdule Guide T Add Multiple Tasks: Step 1: Click n the buttn in the tp right crner. Step 2: Ppulate the fields fr the Multi tasks. Nte: Task Name, Grup Name, Number f Tasks, & Number f Vlunteers per Task are all required fields. Task Name: These are the names f the Multi Tasks being created. Grup: The grup that the tasks will be added t. If set n Create New Grup then a new Grup Name field will appear requiring yu t ppulate the Grup Name. Grup Name: If Grup is set t: Create New Grup then this field will appear as a required field fr yu t enter a new Grup Name. Number f Tasks: Hw many tasks will be created. Number f Vlunteers per Task: Hw many vlunteers slts are available per task defined ClubRunner 10

11 Vlunteer Mdule Guide Step 3: Increment Tasks By has three ptins, belw are the details fr each ptin: Increment Tasks By: Nne, All Same Nne, All Same: Indicates that the tasks being created d nt need an increment as they will all be at the same date and time. Date: The date when the tasks will be held. Click n the calendar Icn: t bring up a mini calendar t select the date. Start Time: The time when the tasks will begin. Click n the time icn: t set the time. End Time: The time when the tasks will cnclude. Click n the time icn: t set the time. Preview: Click n the Preview buttn t see a sample f the mutli tasks that will be created: If everything lks crrect then simple click t save the multiple tasks ClubRunner 11

12 Vlunteer Mdule Guide Increment Tasks By: Date Date: Indicates that the tasks being created will increment based n days. Start Date: The first date when the first task will be held. All ther task dates will be based n the increment field specified. Click n the calendar Icn: t bring up a mini calendar t select the date(s). Increment: The amunt the Task Start Date will increase by. Start Time: The time when the tasks will begin, applicable t all tasks. Click n the time icn: t set the time. End Time: The time when the tasks will cnclude, applicable t all tasks. Click n the time icn: t set the time. Preview: Click n the Preview buttn t see a sample f the mutli tasks that will be created: If everything lks crrect then simple click t save the multiple tasks ClubRunner 12

13 Vlunteer Mdule Guide Increment Tasks By: Time Time: Indicates that the tasks being created will increment based n Hur(s) and/r Minute(s). Start Date: The first date when the first task will be held. All ther task dates will be based n the increment field specified. Click n the calendar Icn: t bring up a mini calendar t select the date(s). Start Time: The time f the first task. All ther tasks will use the increment t determine their start times. Click n the time icn: t set the time. Increment Hur(s): Indicates the amunt f hurs that will be added t the subsequent tasks. Increment Min(s): Indicates the amunt f minutes that will be added t the subsequent tasks. Preview: Click n the Preview buttn t see a sample f the mutli tasks that will be created: If everything lks crrect then simple click t save the multiple tasks ClubRunner 13

14 Vlunteer Mdule Guide Manage Vlunteer(s) The Manage Vlunteer screen is where yu wuld g t add/remve vlunteers per tasks. Belw are the steps t assign a Vlunteer t a task: Step 1: G t the View Signup Lists link and pen yur vlunteer signup sheet. Step 2: Next click n the Manage Vlunteers buttn fund in the tp middle f the screen. Step 3: Find the task that yu want t define the vlunteer fr and click n ClubRunner 14

15 Vlunteer Mdule Guide Step 4: The Bk Vlunteer windw shuld nw pen. Ppulate the fields fr the vlunteer. Nte First Name, Last Name, & are all required fields. First Name: Enter the First Name f the Vlunteer. An existing list f cntacts will appear, if the vlunteer is in the list then select them therwise cntinue t add the vlunteer. Last Name: Enter the Last Name f the Vlunteer. An existing list f cntacts will appear, if the vlunteer is in the list then select them therwise cntinue t add the vlunteer. Enter the Vlunteers address Phne: Enter the Vlunteers phne number fr cntact purpses. Ext.: Include the extensin if they have ne. Step 5: Once all f the fields are ppulated yu have three chices: Save: Will nly save the ne vlunteer and takes yu back t the Signup Page. Save and Bk Anther: Will save the vlunteer infrmatin and keep yu n the same screen fr yu t add anther vlunteer. Cancel: Will disregard the changes and nt save anything. Once the vlunteer has been bked, a cnfirmatin will be sent t the vlunteer ClubRunner 15

16 Vlunteer Mdule Guide Belw are the steps t unbk a Vlunteer frm a task: Step 1: G t the View Signup Lists link and pen yur vlunteer signup sheet. Step 2: Next click n the Manage Vlunteers buttn fund in the tp middle f the screen. Step 3: Find the task that yu want t unbk the vlunteer fr: Step 4: Nw find the vlunteer in that list and click n the cnfirming that yu want t unbk the Vlunteer: icn. Yu shuld get a message bx Step 5: Click OK t unbk the vlunteer r click Cancel t disregard the changes ClubRunner 16

17 Vlunteer Mdule Guide Linking t an Event In rder t see the Signup List in yur ClubRunner site yu will need t link it t an existing Event. Please nte the Basic versin nly allws yu t assciate ne signup list t an event. The Enhanced versin allws yu t assciate mre than ne signup list t an event and can create standalne signup lists nt assciated with an event! Belw are the steps t link a signup list t an event: 1. Under the Vlunteers sectin n the left side click n the View Signup Lists (link). 2. Yu shuld nw see a list f yur signup Vlunteer signups, click n the Settings (link) fund under the Actins clumn. 3. Nw select the Event frm the prvided drpdwn field. 4. Once the event has been selected click n the Save buttn t save the changes ClubRunner 17

18 Vlunteer Mdule Guide Templates An Enhanced feature, Templates allws yu t create a custm template fr sending members invitatins t sign up. Nte that there are system templates fr each f the autmated cnfirmatin s that can g ut. Yu can preview these within this screen, but yu cannt change them. If yu wish t disable autmated s, see the next sectin, Ntificatin Settings. Belw are the steps t create a new Template: 1. Under the Settings & Custmizatin sectin n the left side click n the Templates (link). 2. Next click n the Add New Template (buttn) fund in the tp right crner. 3. Nw enter a Name fr this template (required field). The Subject field is available but nt a required field ClubRunner 18

19 Vlunteer Mdule Guide 4. Next is creating the message using the Mail Merge Fields. The Mail Merge Fields act as place hlders fr the dynamic infrmatin. Fr example Sender First Name will send ut the member s first name f whm is sending ut the invitatin t the members. 5. Scrll all the way dwn until yu get t the editr. In the editr yu can start t cnfigure yur message. Use the Mail Merge fields t reference the event r members. 6. Once yur message is cnfigured scrll t the bttm f the page and click n the Save (buttn) ClubRunner 19

20 Vlunteer Mdule Guide Ntificatin Settings An Enhanced feature, Ntificatin Settings allws yu t define which templates t be used when sending s. The ptins are: Send t Cnfirm Vlunteer Signup Send T Cnfirm cancellatin f Bking. Belw are the steps t indicate which template t use: 1. Under the Settings & Custmizatin sectin n the left side click n the Ntificatin Settings (link). 2. First chse if yu want t link t a System Template r a Custm Template. (Applies t bth Vlunteer Signup and Cancellatin f Bk) 3. Then select the apprpriate template frm the list f templates next t it. 4. Once a template has been selected click n the Save (buttn) t save the changes ClubRunner 20

21 Vlunteer Mdule Guide Vlunteer Reprts Currently there are tw reprts t chse frm: Summary Reprt and Vlunteer Reprt. Belw are the steps t execute the Summary Reprt: Step 1: G t the View Signup Lists link and pen yur vlunteer signup sheet. Step 2: In the Tp Left crner yu shuld see a sectin called Reprts. Click n the Summary Reprt link. Step 3: Yu shuld nw see the reprt specific t this Vlunteer Signup. This summary reprt gives yu a quick snapsht f hw many tasks have been bked, wh has been bked and what is there cntact infrmatin ClubRunner 21

22 Vlunteer Mdule Guide Belw are the steps t execute the Vlunteer Reprt: Step 1: G t the View Signup Lists link and pen yur vlunteer signup sheet. Step 2: In the Tp Left crner yu shuld see a sectin called Reprts. Click n the Vlunteer Reprt link. Step 3: Yu shuld nw see the reprt specific t this Vlunteer Signup. This vlunteer reprt gives yu a quick list f all f the bked vlunteers with their cntact infrmatin. Training and Supprt Visit ur Supprt Center at t access all resurces available, including submitting a supprt ticket, searching the Knwledge Base, dwnlading helpful hw-t dcuments and viewing n-demand dems ClubRunner 22

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