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Manage Project Needs - Positions

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Project Needs

There are four types of needs you can add to a project.  Needs can be shifts, tasks, items, or positions. In this solution we will discuss positions.

A position is a long-term commitment to take on a more staff-like role for the project or organization. An example might include a volunteer manager, project chair, or committee member. Volunteers would be committing to this position for a period that spans days, weeks, months, or even years. This is quite different from a "role" which describes a particular job relating to shift work. Many times, the work related to a position is unscheduled and therefore done on a volunteer's own time. Other times, a volunteer that holds a position may separately sign-up to perform shift work, tasks, or bring items. As with all needs, you may specify a minimum age (in years) to work this position. Volunteers under the specified age will not be allow to sign up for this position. Additionally, you may specify one or more credentials that may be required to sign-up for this position. For example, one role may require a special background check, training, or a professional certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them.

 

Create a 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 create a position for, click the "Manage" button ().



  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".



  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  Scroll down to the "Project Positions" panel and click the "+ Add Position" button".

  5. This will open the "Project Position Need" configuration page.  Here you can configure the following position fields:
     
    • Name
    • Description
    • Default Credited Hours - The number of hours that the position will automatically be credited to the volunteer once they sign up for the position. This is separate from self-reported hours. From a reporting aspect, these hours will only be included on the position start date. 
    • Minimum Required - The minimum number of available slots on the position.  This is only informational for staffing. 
    • Maximum Required - The maximum number of available slots on the position.  Once this number is hit, the position will no longer be available for signup from a volunteer's perspective.
    • Start Date
    • End Date
    • Minimum Age - For each position, you may specify a minimum age (in years) to signup and work this position.
    • Required Credentials - For each position, you may specify one or more credentials that may be required to sign-up for this position. For example, one position may require a special background check, a drivers license, or a medical certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them.  You do not need to specify those globally required credentials as they are included by default as all volunteers must have them.



      When you are satisfied with you configuration, click the "Save" button. 

  6. This will return you to the "Project Setup" page with the new position added to the "Project Positions" panel.  

 It is now ready for volunteers to view and sign up for (if the project is visible in the catalog) and/or for administrators to manually manage assignments

 

Edit a 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 edit a position for, click the "Manage" button ().



  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".



  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  Scroll down to the "Project Positions" panel and locate the position you wish to edit and click on the edit icon/link ().



  5. This will open the "Project Position Need" configuration page.  Here you can edit the following position fields:
     
    • Name
    • Description
    • Default Credited Hours - The number of hours that the position will automatically be credited to the volunteer once they sign up for the position. This is separate from self-reported hours. From a reporting aspect, these hours will only be included on the position start date. 
    • Minimum Required - The minimum number of available slots on the position.  This is only informational for staffing. 
    • Maximum Required - The maximum number of available slots on the position.  Once this number is hit, the position will no longer be available for signup from a volunteer's perspective.
    • Start Date
    • End Date
    • Minimum Age - For each position, you may specify a minimum age (in years) to signup and work this position.
    • Required Credentials - For each position, you may specify one or more credentials that may be required to sign-up for this position. For example, one position may require a special background check, a drivers license, or a medical certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them.  You do not need to specify those globally required credentials as they are included by default as all volunteers must have them.



      When you are satisfied with you changes, click the "Save" button. 

  6. This will return you to the "Project Setup" page.  

 

Delete a Position*

*The system will currently allow you to delete positions that have already been assigned to a contact. This will be changed with future development.  Please at this juncture please make sure your position does not have a volunteer assignment prior to deleting. 

  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 a position for, click the "Manage" button ().



  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".



  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  Scroll down to the "Project Positions" panel and locate the position you wish to delete** and click on the delete icon/link ().



  5. The system will confirm whether you wish to delete the project in question with the "Are you sure?" modal window.  If you are sure, click "Yes, Delete" to delete the position.



    After completion you will be returned to the "Project Setup" page with a confirmation message that the position was deleted.

      

 

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