Volunteer Hub Manual. Homeroom Moms, Grade Level Coordinators and Event Organizers

Transcription

1 Volunteer Hub Manual Homeroom Moms, Grade Level Coordinators and Event Organizers Hill Country Christian School of Austin August 2014

2 Welcome to Volunteer Hub! Volunteer Hub is the central database of volunteer opportunities for Hill Country Christian School. One website and one log-in are all you need to access a wide array of volunteer opportunities small commitments, large investments of time, one time opportunities, yearlong commitments, classroom specific needs, grade-specific events, school-wide spectaculars or special events you name it! Fun is just a click away. Follow me to the Hub. One account has already been created for each Hill Country family using the mother's name for the following login: User Name: First Last Password: flast Example User Name: John Smith Password: jsmith If you have technical issues, would like additional accounts for family (spouses, grandparents who would like to volunteer), need help signing up for an event or have helpful suggestions or feedback, please contact us at HillCountryVhub@hotmail.com For security purposes we recommend changing your password immediately. To change your password once logged in, follow the instructions on Page 3. 1 P a g e

3 Table of Contents General User Information... 3 How do I log in to Volunteer Hub?... 3 Why do we use Volunteer Hub?... 3 What if I have forgotten my username and/or password?... 4 Am I allowed to change my password?... 4 How do I sign up for an event?... 5 How do I change my account settings (change the categories I see)?... 6 How can I quickly find the events in which I m interested?... 7 Can I see who else has signed up for an event?... 9 Can spouses share the same username and password? How do I get a volunteer opportunity added to Volunteer Hub? Information for Homeroom Moms, Grade Level Coordinators, and Event Organizers How do I gain access to add events to Volunteer Hub? How do I utilize a listing from last year? How do I provide my class a link to sign up for events? How do I add a single event such as a field study or class party? How do I add a reoccurring event such as library helper or parent reader? Can I use a wejoin list for parties? How do I prevent a timeout issue when logged in? How do I or text message from Volunteer Hub? P a g e

4 General User Information How do I log in to Volunteer Hub? First access the Volunteer Hub website at the following link: Next enter in your username and password in the highlighted boxes. Consider bookmarking the sign in page and selecting the Keep me logged in box. This will allow you to quickly access volunteer listings. Do not select this box if you are using a shared computer. Why do we use Volunteer Hub? We use Volunteer Hub to make it easier for parents. Between classrooms, specials, clubs, athletics and all school events there are volunteer opportunities for any schedule, large or small time commitments. By fulfilling a volunteer opportunity you are blessing our entire school community and you are strengthening the fabric of the Hill Country family. However imagine how confusing it would be if each organization or class had their own method of advertising these opportunities. Suddenly you are inundated with wejoins, signup genius lists, mass s, and paper flyers. It becomes difficult to remember who sent you what and challenging to locate sign up lists. Volunteer Hub answers the question where do I go to sign up? It is your one stop shopping for any and all volunteer opportunities at Hill Country Christian School. Any grade. Any organization. Any event. You will find it on the Hub. 3 P a g e

5 What if I have forgotten my username and/or password? Click on the link titled forgot your username/password? Then follow the instructions to reset your password. Please do not create a new account. Am I allowed to change my password? Absolutely! Simply log in and select the your account button. Follow the instructions to reset your password. Site administrators are not able to view passwords. Therefor if you ever forget your password follow the instructions above to reset your password. Please do not create a new account. 4 P a g e

6 How do I sign up for an event? Once you have found a volunteer opportunity you would like to fulfill click on the Sign Up button to the left of the listing. Follow the prompts on the screen to complete registration. The listing will then appear under your events on the homepage. 5 P a g e

7 How do I change my account settings (change the categories I see)? First log in to the Volunteer Hub website. Next select the link labeled Your Account. When prompted, select the groups for which you would like to see volunteer listings. Groups to consider: your child s classroom, organizations or athletic teams your child is a member of, and the library. All accounts will be able to view volunteer opportunities for events designated as all school such as Speech Meet, Family Knight Socials, Grow Stronger Serve Longer 5K, just to name a few. 6 P a g e

8 How can I quickly find the events in which I m interested? There are four different ways to quickly find the information for which you are looking. 1) Utilize the landing page buttons to navigate to your area of interest. All school events such as the 5K, Teacher Appreciation events, Speech Meet, and the Daddy Daughter Dance are located under Special Events. Athletics includes all sports plus Pep Squad. 2) To search for a specific word or phrase, use the Search box at the top left of the Welcome screen. For example if you would like see all volunteer opportunities listed for the school wide 5K and Health Fair simply type 5K in the search box. Or if you would like to view events for your child s classroom simply type their teacher s last name in the search box. 7 P a g e

9 3) To see all of the events in a particular category, use the jump to menu further down the home screen. From the drop down screen select the event category for which you would like to see listings. 4) Select the event group tab to reveal a list of all event groups. Select the group for which you would like to see listings. 8 P a g e

10 Can I see who else has signed up for an event? First click on event. Next click on the registered users tab. 9 P a g e

11 This will reveal the name of the volunteer(s) who has signed up for that opportunity. Can spouses share the same username and password? Absolutely. One account has been set up for the primary contact for each family (usually the mother). If you would like an additional account made for your spouse or family members (grandparent, older siblings, etc) who are interested in volunteering please contact and we will get you setup with a username and password. Please note when signing up for field studies or as a driving chaperone it is important to let you homeroom mom/grade level coordinator know the name of the parent filling the volunteer spot. This insures that the correct information on file is checked prior to the event. How do I get a volunteer opportunity added to Volunteer Hub? If you need assistance adding an event please contact your committee chair, homeroom mom, grade level coordinator or HillCountryVhub@hotmail.com. 10 P a g e

12 Information for Homeroom Moms, Grade Level Coordinators, and Event Organizers How do I gain access to add events to Volunteer Hub? If you would like to gain access to add events or are having trouble logging in please contact HillCountryVhub@hotmail.com and we will get you started on the Hub. How do I utilize a listing from last year? First select the event group list. Next from the list, select the group for which you would like to access an event. In this example we are using a volunteer opportunity for Field Day. 11 P a g e

13 Change the date box to read previous 0-18 months to access events from last year. This will reveal last year s volunteer opportunities for that event. Click on the opportunity you would like to copy. 12 P a g e

14 Select the edit tab to change time/date/event details to reflect the current year s needs. Make sure when selecting the month and day for your event that the year is correct. Double check the information, editing where needed. Make sure to check confirmation/reminder/thank you messages to make sure they accurate. Then simply hit Save as Copy and now your event has been saved for the current year. Repeat this process to bring all volunteer opportunities for the previous year s event forward. To bring a reoccurring event forward such as library helper or parent reader. Click on the event group. Select previous 0-18 months and select one of the instances you would like to move forward. Then click on the instance tab. 13 P a g e

15 Select the recurrence master. Double check the information, editing where needed. Make sure to check confirmation/reminder/thank you messages to make sure they accurate. Then hit save. Finally select the next start/end dates and times for the current year. Please note: Editing information in the master will change the information for all instances. However if you would like to change information for only one instance you may do so. Warning: Once you hit save that instance will become detached from the master. Any additional changes you make to the master will not be reflected in the detached instance from that point forward. 14 P a g e

16 How do I provide my class a link to sign up for events? First select the event group list. Next from the list, select the group you would like to advertise. In this example we are advertising volunteer opportunities for Field Day. 15 P a g e

17 Copy the web address and paste in s to your class or forward on to the PTF to include in your Knightly News announcements for school wide events. Follow a similar process to advertise a single event by clicking on the event description and then copying and pasting the web address into your class s. How do I add a single event such as a field study or class party? First select the event group list. 16 P a g e

18 Next from the list, select the group for which you would like to add an event. In this example we are adding a volunteer opportunity for Field Day. Simply click on the add event button and fill out the form for your event need. Once you are finished filling out the form simply click save and you are done. 17 P a g e

19 When creating a field study, under event slot limit, make sure to enter in the number of students in the class. After you have saved the form, select the registered users tab and change the default slot limit to the maximum number of students a driver may be responsible for during the field study. (We recommend the following: K (max 3), 1 st -2 nd (max 4), 3 rd + (max 5). This will allow volunteers to enter in the number of students they are able to drive and prevent them from being responsible for more than the maximum allowed. You also need to check the W/L box so that excess drivers will be put on a waitlist. This allows for backup drivers to sign up for the event. Please make sure to run information with the front desk for all drivers including backups. 18 P a g e

20 How do I add a reoccurring event such as library helper or parent reader? First select the event group list. Next from the list, select the group for which you would like to add an event. In this example we are adding a volunteer opportunity for Field Day. 19 P a g e

21 When filling out the event form select reoccurrence master Once you save this basic form you will be able to select how often you would like the event to occur. 20 P a g e

22 After you have selected a start and end date for your listings simply select the activate instances button. Make sure to double check your start date, end date, and frequency because once you select activate instances and they are created, you will have to delete them individually if you decide you have created too many instances. Helpful Hints: When creating listings for library helper or lunchroom helper it may be helpful to only include listings for one semester at a time to prevent parents from having to scroll through too much information at the beginning of the year. Once you create all of your listings for a semester make sure to go back and check that they are all needed. You may find that you need to delete a listing because it fell on a holiday or early release day. If you would like to make changes to the descriptions of all the listings once they have been created select one listing then click on the instance tab. Then select the recurrence master. Editing information in the master will change the information for all instances. However if you would like to change information for only one instance you may do so. Warning: Once you hit save that instance will become detached from the master. Any additional changes you make to the master will not be reflected in the detached instance from that point forward. 21 P a g e

23 Can I use a wejoin list for parties? You may use a wejoin list for parties that require an extensive list of goods to be brought in. Please always make sure to copy and paste the link for the wejoin in your volunteer hub listing as seen below. This will allow a record of the wejoin to be viewed by next year s event coordinator. It also allows parents to find all volunteer needs in one location instead of having to search their inbox. 22 P a g e

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25 How do I prevent a timeout issue when logged in? When logging in to Volunteer Hub make sure to select the box marked Keep me logged in. This will prevent a time out issue when entering in events and keep inputted data from being lost before the event can be completed. This step is not recommended when working on a shared computer. How do I or text message from Volunteer Hub? To volunteers for a specific event such as drivers for a field study, click on the field study. Then select the tab. 24 P a g e

26 Selecting the addresses button will show you the addresses of the recipients. If you scroll down this window you will also see the form to text volunteers. Please note that only ATHLETIC event coordinators and coaches have the ability to utilize the texting feature. Also texts will only be sent to volunteers who have opted to receive them in their account preferences. Please remind parents on your team to select this feature if they will like to receive text updates. To your entire class first click on People. Then select user groups. Select your class from the list of user groups. Then click the tab and you may send a message to your entire class. Whenever a volunteer replies to your s their message will go to inbox of the address you provided to the Volunteer Hub site. 25 P a g e