Connecting nonprofits with volunteers is what we ve done for more than 55 years. We connect young and old, diverse cultures and religions, and people of all economic levels to build a stronger, more vibrant Orange County. Every day, thousands of Orange County lives are touched by the way we unite the power of volunteers, philanthropic dollars and charitable causes. Managing Employee Volunteer Project on www.oneoc.org As an Employee Volunteer Leader you have the ability to view your organizations volunteer activity on our website. Let us show you how! Using our technology, you can do the following: Access OneOC s online volunteer recruitment OneOC will post up to 12 volunteer projects for your company as requested Monitor sign-ups and review prospective volunteers Print check-in sheets Report attendance Email volunteers signed-up for your occurrence Company-branded web pages Project invitation codes for company-sponsored volunteer projects This guide introduces you to the basics of viewing your employee volunteer projects and communicating with your employee volunteers. Let s get started! Website: http://www.oneoc.org/volunteers/volunteer-calendar Username: Password:
Employee Volunteer Leader User Guide p. 2 Table of Contents Register as an Volunteer... 3 The Home Tab and User Interface... 6 Understanding the Volunteer Opportunity Overview Interface... 7 Opportunity Description Editing Overview... 8 Connections Grid Overview... 9 Using the Connections Grid to send emails to Volunteers... 12 Print Roster... 13 Verify Volunteers as Attended... 14 Posting Company Project... 15
Employee Volunteer Leader User Guide p. 3 Register As An Volunteer To get started you will need to register as a volunteer so OneOC can assign you access as an Employee Volunteer Leader. Go to www.oneoc.org. Click on the tab Volunteers, then click on Volunteer Calendar. Scroll down the page and CLICK on BECOME A VOLUNTEER. You will be prompted to fill out the following *Required information: BASIC INFO CONTACT INFO LOGIN INFORMATION & COMMUNICATION PREFERENCES o Password must contain minimum 8 characters; a number and letters. o Place of Employment is a required field. If you are not employed enter n/a. VOLUNTEER REGISTRATION QUESTIONS When you have completed filling out the required information, click SUBMIT.
Employee Volunteer Leader User Guide p. 4 Your volunteer account has been created! To change your account from Volunteer to Volunteer Leader, please notify Cindy Braun at cbraun@oneoc.org informing her to change your account type to Volunteer Leader. In order to give you access to the expanded functionality of the Volunteer Leader Portal, you will receive two notifications via email when your account has been upgraded. The first email notifies you that your account has been upgraded. The second email is going to send you a new temporary password which you'll need in order to log-in to your newly upgraded account. Email Notifications -Example Dear Valerie Test, You have successfully registered your volunteer profile OneOC. You now can log-in and use the "My Account" tab to manage your personal information, volunteer sign-ups, create and manage teams and more. Please keep the personal information associated with your account up-to-date! Log in at: http://www.oneoc.org/volunteers/volunteercalendar Your permanent log-in ID for this site is valerietest@gmail.com. You can reset your password anytime, by entering you ID email then selecting "Forgot Password", which location in the login box. Dear Valerie Test, Thanks for your interest in becoming one of our Volunteer Leaders. OneOC has upgraded your volunteer log-in account at http://oneoc.force.com/ to now give you access to our Volunteer Leader Portal. This access will allow you to: - See occurrence details for projects you have agreed to lead - Manage sign-ups for your occurrence - Email volunteers signed-up for your occurrence - Print Check-in Sheets - Report attendance If you have any questions about working with the Volunteer leader Portal please contact us at volunteers@oneoc.org
Employee Volunteer Leader User Guide p. 5 With your username and password, go to http://www.oneoc.org/volunteers/volunteer-calendar. Click on the Login widget at the top right corner of the home page, and enter your username and temporary password. You will need the username and password to log in to your account. The password is temporary, and you will be prompted to reset it. The temporary password is case-sensitive, so type it carefully. You will need to set your permanent password. Remember, it is also case sensitive. There is one single password for your organization to use to log in to the site.
Employee Volunteer Leader User Guide p. 6 The Home Tab and User Interface When you successfully log in, you will be directed to the HOME tab of the portal. There is a brief overview of different elements within the portal: 5 2 3 6 1 4 Main Body 1. The main part of the home landing page. Left Sidebar 2. Site Managed By: OneOC s logo is located here. 3. Recent Items A list of the last 10 records you ve looked at or edited. Clicking on a recent item will bring up its record. 4. Report Verification Attendance Report view of volunteer connections. 5. Switch to Volunteer Portal Clicking here will take you back to the public website. You can search for your volunteer opportunities, and view other site content. 6. Tabs They are as follows: a. Home The page you re on now. b. Volunteer opportunities You can edit the opportunity description and add a new volunteer connection. Note: The volunteer must have registered for at least one company project to be viewable in the pick list. c. Connections Is the volunteer list in the occurrence of the opportunity they are connected to, and the status of that connection.
Employee Volunteer Leader User Guide p. 7 Understanding the Volunteer Opportunity Overview The Volunteer Opportunity Overview gives you a dashboard view of the status of the Opportunity and whether it has been published. Volunteer Opportunity Overview Dashboard 1 5 2 6 3 7 4 8 1. Opportunity Created tells you the basic characteristics of the opportunity have been successfully defined (The checkmark to the left of each item tells us whether it has been created or not). 2. Occurrence Created tells you the opportunity has at least one occurrence defined. (Occurrences are what is linked and show up for registration for the volunteer on OneOC s website. An opportunity without at least one occurrence will not appear on the public site). 3. Recurrence Created tells you whether there is a recurring pattern of occurrences that has been created in association with this opportunity. 4. Total Active Occurrences tells you the total number of occurrences that are in Active Status. 5. Opportunity Description tells you whether the opportunity description has been created. 6. Opportunity Characteristics can improve efforts to track national and local metrics. 7. Opportunity Published tells you whether or not the opportunity is published on the public site. OneOC will be making Active. No action is required by you. 8. Verifications Complete / Total Verifications tells you whether there are any outstanding verifications not confirmed by you, specifically for past occurrences. It is good business practice for you to always verify volunteer attendance and service hours.
Employee Volunteer Leader User Guide p. 8 Opportunity Description Editing The opportunity description can be edited, if needed. Click on the Add/Change Description hyperlink to edit the description of your project. Edit the opportunity description in the Static Page Editor screen (Please do not enter street addresses, email address or phone numbers.) The editor will appear in a separate tab or window. Type in the field or copy & paste your edits from a word document. Before entering text from a word document, please copy & paste it into NotePad to remove the HTLM code. When you have finished, click on SAVE.
Employee Volunteer Leader User Guide p. 9 The Connections Grid Overview The Connections Grid is where you manage all the connections (volunteers) associated with the occurrence. The most powerful component in the Occurrence Record is the Connections Grid. All the volunteers will be listed under Confirmed Connections. 1. The Connections grid shows you all the volunteers (connections) who have signed up for the opportunity. The connections are organized into seven tabs: Scheduled Volunteers - shows all confirmed volunteers for connections that have not yet taken place. Pending Volunteers - (Not using. All Company projects are posted as Sign-Up) Waitlisted Volunteers - (Not using. All Company projects are posted as Sign-Up) Attendance Reported - shows all confirmed connections where the attendance has been reported (this is essentially, the volunteer history for this occurrence) Declined Volunteers -- shows all connections with status "Declined" Other Volunteers - shows connections that are missing date and times, a place where you can correct the data errors. 2. Checkboxes allow you to select one or more volunteers you wish to 'take action' on, by using one of the Actions Buttons (i.e. "Email Volunteers, Mark as Attended..." 3. Action Buttons (updates or initiates an action for the check marked connections) 4. Column headings allow you to sort connections based on any of the column headings. 5. Any cell with a black border around it can be edited. (In this view, "Guest Volunteers" can be edited. So can Hours (though this field isn't editable until after you've reported and verified attendance). Any changes to individual cells (black boxes), will give those cells a red border. To save the changes in individual cells, click on the SAVE CHANGES button.
Employee Volunteer Leader User Guide p. 10 Managing Connections 1. Note: All Company projects are defaulted to Confirmed. To confirm a volunteer's participation in the occurrence put a check box next to the name of the volunteer you wish to confirm, then click the "Mark Confirmed" button a. Doing this will move them from the Pending/Declined connections section, to the Confirmed Connections section of the grid (See visual on following page) b. We've now confirmed Valerie as a volunteer. Her status is "Please verify" and will remain that way until you mark attendance after the opportunity has taken place.
Employee Volunteer Leader User Guide p. 11 2. To decline a volunteer s participation, check the box next to his name and click the Mark Declined button. a. Clicking the "Mark Declined" button gives you a list of options, so you can note why the volunteer was declined. b. The declined status of a volunteer will appear in the "Decline Reason" column for easy reference. 3. Attendance Due: The Attendance due tab shows you all confirmed volunteers, whose connection date is in the past, where attendance has not yet been reported. This tab makes it easy to find just the connections that are due to have attendance reported. (You can also report attendance across all occurrences of all opportunities with the new, One-Step Volunteer Attendance widget in the left sidebar). Click on the connections you wish to mark attendance for, and select either "Mark as Attended" or "Mark as Not Attended" Once attendance for a connection has been marked, the connection will be moved to the Attendance Reported Tab.
Employee Volunteer Leader User Guide p. 12 Attendance Reported In this tab you'll see all the connections that have been reported as either attended or not attended. If you wish to alter the number of hours that are auto-populated when you mark someone as attended, you can edit the hours in this tab. (By default, the hours will automatically be filled in based on the duration of the scheduled connection. You can edit the date, start time, end time, # of hours, guest volunteers and any other detail of a connection in this tab. This tab groups the past history of all attendance verified connections for this opportunity Using the Connection Grid to send emails to Volunteers It is easy to email volunteers individually, or as a group, directly from the occurrence grid. Select the check-box in the row for the connection or connections you wish to focus on. Then, click on the Email Members button. A popup window presents the default text of a reminder email for that occurrence, which will be addressed to each selected contact.
Employee Volunteer Leader User Guide p. 13 The email contains a number of merge fields to personalize the email with details. You can edit the message as you wish, adding additional content and deleting default information. Click SEND to send the email to each volunteer. Print Roster While in the Occurrence record, there are buttons on the top of the page called Check-In Sheet and Check-In Sheet Excel. You have the choice to both documents to use as your check in sheet. The excel document can be download and customized to your needs by you.
Employee Volunteer Leader User Guide p. 14 Template Check-In Sheet Verify Volunteers as Attended
Employee Volunteer Leader User Guide p. 15 Place a checkbox next to each volunteer you wish to verify as attended the volunteer opportunity. You can see these six volunteers all currently have an attendance status of "Please verify". Since the opportunity is now in the past, you can verify their volunteer service hours. To do so, first put a check box next to those who HAVE attended. Then click the Mark as Attended button. Their attendance status will be automatically updated to ATTENDED and the hours of service will automatically be calculated for them and for their guest volunteers (based on the duration of the occurrence). Then repeat the process for anyone who did not attend. Example, the volunteer Mark Age and his three guests did not attend, and so we check his box, and click on Mark as Not Attended button. (Tip: to quickly see those who are not marked as attended, sort the column by Attendance Status, and you'll see which are still in "Please Verify" attendance status. You want to ensure that no one is left with a status of "Please Verify. Then your attendance will be completed for this occurrence. (Note: If you make a mistake, you can change a connection back to "Please verify. The Hours for volunteers and any guests will be automatically calculated based on the start and end time of the occurrence. If a volunteer stays longer you can edit the HOURS field and/or change the end time of the connection for that volunteer. Double click on the HOURS field and edit as needed to award 'extra time' if appropriate.
Employee Volunteer Leader User Guide p. 16 A completed attendance Record Posting Company Project All the information in the grids below will need to be provided to OneOC to post a project. Please submit in written email, with no flyers, your request (3) three weeks in advance of the volunteer project date. Requested will be posted within 3 business days from submission. Note: We do not post for dates that have past. Nonprofit s Required Information: Organization s Name Website address Main Contact s Name Address Population Served Main Contact s Phone Number Phone Number Tax ID Main Contact s Email Address Mission Statement Impact Area Volunteer Opportunity Required Information: Project Name Date Minimum Age with Adult & Without Adult Project Description Start Time Number of Volunteers Needed Event Location End Time Volunteer Leader s Name Note: For the project description, please describe what the volunteer will be doing. Include information such as what they should wear and if they need to bring water or sunscreen. Let them know in the description if they are allowed to be guest(s) and what they need want to bring guest(s). For assistance or questions, please Cindy Braun at cbraun@oneoc.org