FIRST Volunteer Management System Quickstart

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1 FIRST Vlunteer Management System Quickstart FIRST Vlunteer Resurces Department Questins? Cmments? Cncerns? 1 P a g e updated 8/25/ TD

2 Cntents Vlunteer Assignments...3 Hw t Assign a vlunteer frm the Rle Details page Step 2: Cmplete Assignment... 5 Hw t Assign a vlunteer frm the Vlunteer Details page... 6 Hw t make a Custm Rle... 7 Screening...9 Where t lcate Screening Status... 9 Significance f Screening Status... 9 Wh can yu schedule and assign?... 9 Reprts... 10

3 Vlunteer Assignments A Vlunteer is NOT fficially assigned until they have been NOTFIED via VMS 2.0 within the tab Step 2: Cmplete Assignment. Hw t Assign a vlunteer frm the Rle Details page. Frm dashbard, Select an Event (if yu are nly managing ne event, yu will be brught directly t the Event Detail page). Click n a listed Rle t access the Rle Details page. Select Applicant (Either clicking the bx adjacent t their name r directly grabbing their name) Click Schedule Applicant OR Drag and Drp t the Scheduling fr: Rle sectin Speech bubbles can be hvered ver t view vlunteer s cmments. Yu can Drag/click n multiple applicants at ne time. The Scheduling fr: Rle will ppulate with the applicant s name and availability. tentative. - Until the vlunteer has been ntified, this assignment is seen as base fr future events. - Yu can assign apprentice-like assignments t help build yur vlunteer 3 P a g e

4 - The vlunteer has indicated they are Unavailable fr this day. Hwever, if the vlunteer indicates they are available after a direct cmmunicatin with yu, yu are able t schedule n this day. - This vlunteer has been either Tentatively scheduled r fficially assigned t anther rle n this day. Fr mre details, click n the vlunteer s name t g t their Vlunteer Details page. Drag the Tentative bar t the day yu wuld like the vlunteer t be assigned t. Tentative and Shadw/Trainee are dragable. Yu can drag them t the scheduling field. T change frm an ALL day assignment (abve view) t an Hurly assignment, click n the Hurly view. NOTE: Make sure the day yu are viewing is the day yu wuld like t make edits in. Drag the Tentative bar t the apprpriate time slt. When yu return t the Daily view, the Assignment will reflect that this is an hurly assignment. Remember t scrll all the way acrss.

5 Step 2: Cmplete Assignment T fficially assign this vlunteer, click n Step 2: Cmplete Assignment. Click the check bx next t each vlunteer yu wuld like t Assign and Ntify. Press Assign and Ntify Selected. Yu can Remve any vlunteers frm bth tabs (the X mark, r by clicking Remve Selected ). After Clicking Assign and Ntify Selected, a pp up windw with a custmizable will pp up. In the field prvided, yu can add further instructins fr the vlunteer abut training, hw t cntact yu, day f event instructins, etc. If yu are satisfied with the vlunteers yu have and have nt met the Target Number yu can mark this rle as filled here. Once yu click send, a Green bar will appear t indicate the message has been successfully sent. Yu can Assign and Ntify multiple vlunteers at the same time. 5 P a g e

6 Yu can Exprt Assigned vlunteers frm this page by pressing the Exprt Assigned buttn. An Excel file will dwnlad. Hw t Assign a vlunteer frm the Vlunteer Details page When yu are in a specific event Click n Rle Details page Click n Applicant s name G t Current Applicatins Tab Click Place by the apprpriate rle Yu will be taken t that rle with the name f this Vlunteer in the Scheduling bx. Prceed in t schedule, assign, and ntify the vlunteer. When yu search fr this vlunteer under vlunteer search. Search fr name f vlunteer. Select vlunteer name. Lk at Current Assignments Tab. Click Place int Event. A pp up screen will pp up. Chse the Event and Rle yu want t place this vlunteer in. Yu will be taken t that rle with the name f this Vlunteer in the Scheduling bx. Prceed in t schedule, assign, and ntify the vlunteer.

7 Hw t make a Custm Rle Frm dashbard, Select an Event (if yu are nly managing ne event, yu will be brught directly t the Event Detail page). On the Event Detail page, click n the Manage Custm Rles Buttn Add the fllwing details t the custm rle: Target Number - Hw many individuals will yu need fr this rle? Name Title f this rle. Descriptin What are the expectatins f this rle? Yu can hide a custm rle frm the public if yu have a specific persn in mind fr this rle. Click Add when dne. A green Success pp-up will appear t indicate the rle has been added. 7 P a g e

8 If yu need t edit a rle after yu have added it, click int the line/field and make the changes directly. All fields are editable. Once created, these rles will be mved t the Nn-Key Rles Sectin. Yu can still access these rles directly with this buttn.

9 Screening Where t lcate Screening Status Yu can view the screening status f a vlunteer in the fllwing lcatins: Rle Details Page Vlunteer Details Page When yu d a vlunteer search When yu pull a Reprt Assigned Vlunteers Current Applicants Judges When yu Manage Vlunteer Crdinatrs and search fr a Vlunteer Crdinatr (specific t Partners) Significance f Screening Status - Passed Screening. - Screening still pending. Cntact Yuth Prtectin Department; ext 250 r 207. Addressed belw. Wh can yu schedule and assign? Vlunteers with the fllwing Screening Status are able t be scheduled and assigned: - Passed Screening. Nt Applicable. Individuals with this status can be assigned. These individuals include Minrs and/r thse with a legal residence utside f the US/Canada. If yu have a vlunteer wh hlds the screening status f and this is a Key Vlunteer, please cntact if yu have questins. Fr mre infrmatin abut the FIRST Yuth Prtectin Prgram, please visit 9 P a g e

10 Reprts Frm Dashbard, Select an Event (if yu are nly managing ne event, yu will be brught directly t the Event Detail Page). Click n the All Reprts Tab. Click n the Reprt yu wuld like t view. The Reprt yu chse will ppulate n the screen. Press Exprt. Reprt will dwnlad as an Excel file.

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