A project is any event, program or initiative around which you would like to organize volunteers. You must be have an 'administrator' or 'organizer' in order to edit project setup. Once a project is created it can be assigned to an 'organizer' who then can manage the project completely (without copy/delete privileges and the ability to add additional organizers).
Once logged into the volunteer portal with the appropriate role, you may 1) click ‘Projects’ (Briefcase Icon) from the main menu, then 2) click Setup to the right of the project, then 3) click Edit under the project summary panel.
There are several fields that help to organize the important aspects of a project you may want to label for the benefit of your potential volunteers.
Branch/Site/Location – Identify the primary branch/site/location this project should be associated with. If the project is not affiliated with a specific site, it is recommended to select the corporate/main or association site.
Unique Name – Provide a unique name for this project.
Description - The project description is intended to provide a summary of the initiative to existing and potential volunteers. There are several other fields designed to help provide a well-round description of the project. These include an image, address, community partners, goals, contacts, safety information, and the cancellation policy. We suggest a minimum of 100 words and a maximum of 500.
Project Image URL – Designate an image that reinforces the branding or goals, or intended beneficiaries of the project. An image URL is an internet address that points directly to a specific image, rather than an entire index, webpage or website. Image URLs typically include the image filename and almost always ends with JPG, GIF, PNG or BMP.
Publish Mode – the mode defines which types of users should be able to see this project in the catalog. If set to public, for example, any type of person may view the project. The different mode settings are as follows:
- Public – Any user, whether they are logged in may see the project.
- Volunteers – Only users who are logged in may see the project.
- Administrators – Only users who are logged in and have administrative rights may see the project.
- Hidden – The project does not appear in the project catalog for any user and is accessible only via its Project Page URL. It has similar accessibility to the "Public" mode where if you have the URL you can access with or without being logged in.
Publish Start Date – The date the project should start appearing in the project catalog.
Publish End Date – The date the project should stop appearing in the project catalog.
There are several fields that help to build on the Identification section to organize the important aspects of a project.
Project Address – Enter the full address/location for the event.
Community Partners – Enter any community partners with which your organization is working for this project.
Project Goals - Describe the goals that this volunteer project hopes to achieve. If there are actual metrics (e.g., number of meals served, event participants, books read, or trees planted) then by all means describe them here. This should serve to inspire the volunteer to help in achieving that goal. We suggest a minimum of 50 words and a maximum of 500.
Contact Details - Please list the names and contact information for any volunteer liaisons. These may be from your organization or a partner.
Safety Information - List anything the volunteer must know to be safe when working this project. Examples might include the proper attire, policies, or other instructions.
Cancellation Policy - Describe the policy for event cancellation including methods of notification.
When you are creating or editing a volunteer project, you may identify any number of "tags" to classify your projects. Tagging helps with several aspects of the VolunteerMatters systems and tools. Create and select one or more tags that best represent the project in each of your defined groups.
For more information on creating groups and tags click here.
Here you can define advanced options on the project shift and position needs.
Shift Attendance Mode - Allows volunteers to self-sign-in from their personal mobile device. Click here for more information on the different modes available.
Enable Personal Kiosk Geolocation – System will check volunteer’s physical location to make sure they are within a specific range of the project address before allowing them to sign-in from their personal device
Kiosk Geolocation Range – Distance (in meters) the volunteer can be within the project address to consider them to be on-site.
Enable Volunteer Self-Report Hours – Each project position has a default number of credited hours. Many times the volunteer will go over this default number of hours. An administrator can manually update those credited hours but a volunteer can also submit their own additional hours if this setting is enabled. If disabled, the ability to submit hours will not appear as an option.
Enable Group Sign-Up for Shifts – If you have a project that allows group participation, you just need to configure the project settings to allow group signup. Click here for more information.