VolunteerMatters Support

All the training and support you need to take full advantage of your volunteer management system.

It's Time to Accomplish More Without Increasing Your Workload.

Manually manage assignments on a project position

Follow

An administrator or organizer may manually add, edit, or delete/withdraw a project position assignment on behalf of a contact.

In this list view of project position assignments you will notice the following columns:

  • Staffed - This displays staffing level across the position need. 

    • Fully - The number of assignees on the need is equal to or above the "Maximum Required" number of volunteers configured on the need.
    • Minimally - The number of assignees on the need is equal to or above the "Minimum Required" number of volunteers but below the "Maximum Required" number of volunteers configured on the need.
    • Under - The number of assignees on the need is less than the "Minimum Required" number of volunteers configured on the need.

  • Required - The minimum and maximum number of contacts that are allowed to sign up for the same volunteer position.

  • Assigned - The number of contacts that have been assigned to this particular volunteer position. This includes those manually assigned as well as those who signed themselves up (if the project is configured to allow).

Add assignment(s) to a single project position

To manually add an assignment to an existing project position:

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to add an assignment to, click the "Needs" button (Projects_Page_Needs_Button.png

    Projects_Positions_01.png

    You can also click the on the "Dashboard" button (dashboard.jpg) which will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  Then on the "Project Dashboard" click the "Manage" drop-down button (Manage.jpg) and select "Project Needs".  Both will take you to the same place. 

    Project_Dashboard_Needs_01.png

  3. This will open the "Project Needs" page.  You will see the various Project Needs: Shifts, Tasks, Items, and Positions.  Scroll down to the "Project Positions" panel and locate the position you wish to add an assignment to and click on the "Assign" button (Projects_Needs_Assign_Button.png) to the right of the need.  

    Projects_Shifts_08.png


  4. This will open up the assignment's detail page.  Then click on "Choose Volunteers" to open the contact chooser.

    Project_Assign_Position_01.png

  5. You can use the contact chooser to select any number of volunteers**.

    Project_Assign_Position_02.png

    When you click "Choose" It will add all selected contacts to the 'Add New Assignments' area of the assignment detail.

  6. Click "Confirm Assignments" to add the new assignments.

    Project_Assign_Position_03.png

  7. Once confirmed they will appear in the position assignments list along with the "X assignments were created successfully" message.

    Project_Assign_Position_04.png


** It’s important to note that if you "check all" or "clear all" while in the chooser, it will only act on the records view-able in the list, not on all of the records that may have resulted from a search. For example, if your "Items" were set to 25, it would act on the 25 records displayed. If "Items" were set to 500, it would act on the 500 records displayed. The "Items" setting is at the top-middle of the chooser.

 

Edit Assignment(s) 

When configuring a project an admin can set whether they wish to have volunteers self-report hours or not. However this always is available to administrators and organizers.  Click here for more information on configuring projects.  

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to edit an assignment to, click the "Needs" button (Projects_Page_Needs_Button.png

    Projects_Positions_01.png

    You can also click the on the "Dashboard" button (dashboard.jpg) which will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  Then on the "Project Dashboard" click the "Manage" drop-down button (Manage.jpg) and select "Project Needs".  Both will take you to the same place. 

    Project_Dashboard_Needs_01.png

  3. This will open the "Project Needs" page.  You will see the various Project Needs: Shifts, Tasks, Items, and Positions.  Scroll down to the "Project Positions" panel and locate the position you wish to edit an assignment and click on the "Assign" button (Projects_Needs_Assign_Button.png) to the right of the need.  

    Projects_Shifts_08.png

  4. This will open up the assignment's detail for the position in question. Here you will see those contacts already assigned to the position. An administrator can edit the number of "Credits" for the position, the "Self-Reported" hours, and Volunteer Comments.

    Project_Assign_Position_05.png

  5. To edit the number of "Credits" hours, click on the edit link () next to the current "Credits" number. This will open up the "Update Credited Hours" window and you can then edit that number and click "OK". This will update the number of hours credited accordingly for the contact position assignment in question.



  6. Depending on your settings for the project, a volunteer may be able to submit their own self-reported hours.  Whether or not this is configured to allow volunteers to submit hours, an administrator can always submit hours for the volunteers.  On the administrative screen, they can view the number of hours but also review, decline, and add additional hours on behalf of a volunteer by clicking on the pencil link () next to their self-reported hours.

    Project_Assign_Position_06.png

    Click here to review detailed instructions on how to manage a volunteer's "Self-Reported Hours".

  7. Depending on your settings for the project, a volunteer may be able to submit and edit comments on a volunteer assignment. In rare cases, an administrator may be required to edit or remove a volunteer's comment.  To edit the volunteer's comment, click on the edit link () next to the current comment.  This will open up the "Update Volunteer Comment" window and you can then edit that comment and click "OK".  This will update the comment accordingly.  If the comment needs to be removed, just highlight the text and remove before clicking "OK".   Click here more information on this process.

    VM_Edit_Position_02.png

 

Delete/Remove Assignment

Note: If you delete an assignment the hours attributed to that volunteer will be lost.

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to delete/remove an assignment from, click the "Needs" button (Projects_Page_Needs_Button.png

    Projects_Positions_01.png

    You can also click the on the "Dashboard" button (dashboard.jpg) which will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  Then on the "Project Dashboard" click the "Manage" drop-down button (Manage.jpg) and select "Project Needs".  Both will take you to the same place. 

    Project_Dashboard_Needs_01.png

  3. This will open the "Project Needs" page.  You will see the various Project Needs: Shifts, Tasks, Items, and Positions.  Scroll down to the "Project Positions" panel and locate the position you wish to remove an assignment and click on the "Assign" button (Projects_Needs_Assign_Button.png) to the right of the need.  

    Projects_Shifts_08.png

  4. This will open up the assignment's detail for the position in question. Here you will see those contacts already assigned to the position. 

    Project_Assign_Position_07.png


  5. To delete an assignment, click on the delete link () on the far right of the assignment.

    Project_Assign_Position_08.png

  6. This will open up the "Are you sure?" window and you can then click "Yes, delete" to remove the assignment.

    Project_Assign_Position_09.png

  7. Once this is done you will be returned to the assignment detail for the position in question with the assignment removed and the confirmation message of "The assignment was successfully deleted".

    Project_Assign_Position_10.png
Was this article helpful?
0 out of 0 found this helpful

Comments

Powered by Zendesk