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Tracking Event Volunteers

A huge part of our non-profit's activities involve not only sponsoring events and managing event registrations, but also (just as importantly if not moreso) signing up volunteers to help with these events. There are a few different types of volunteers typically.

(1) General volunteers who sign up to help plan the event. There may be different subsets in this category. For example, our annual Spring Fair is a major event that recruits volunteers for the Food Committee, Decorating Committee, Entertainment Committee, PR Committee, etc.

(2) Event Day Volunteers are people who sign up for specific jobs and/or time slots on the day of the event. Using the Spring Fair example, we might have someone who can work a Game table from 1:00 - 3:00. Another person can work the food booth from 11:30 - 1:00. The committee chairperson needs to make sure she has at least 2 people to cover the food booth for the duration of the event.

(3) Multi-Day Events volunteers. Some events go for an entire week and we need to make sure we have enough staffing for each day of the week. This is similar to #2 above but allows people to specify a specific day as well as a specific time.

How can I sign up volunteers using WA?

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    Kim Skimmons shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    69 comments

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      • Ted Chapman commented  ·   ·  Flag as inappropriate

        It would be wonderful to have a module that will allow volunteers to sign up for and track their volunteer hours, and would permit a report of those hours.

      • Mark Grimwood commented  ·   ·  Flag as inappropriate

        I can't believe that WA have not added this feature yet, it goes back as far as 2008 maybe clubs need to start to vote with their feet

      • James Bostick commented  ·   ·  Flag as inappropriate

        A place for volunteer signups similar to "sign up genius" to allow members to fill volunteer needs.

      • Diane Dias commented  ·   ·  Flag as inappropriate

        Add a volunteering tracking module. Right now I'm using Signup Genius to send emails to volunteers and to get them to sign up. Would be awesome if this was all doable in WA.

      • Anonymous commented  ·   ·  Flag as inappropriate

        Has anything progressed in this area? I really need a volunteer subscribers area. Any workarounds?

      • Jeanne Huber commented  ·   ·  Flag as inappropriate

        I hope this can get to the top of the list soon. We, too, have a critical need for a tool that will allow volunteers to self-register for specific volunteer opportunities and see who else is registered so they can find their own substitutes when necessary. It also needs to track hours.
        We recently decided to use Volgistics for this but it is a whole different learning process and involves a lot of duplicated effort. Plus, being able to view volunteer activity along with membership status, donations and event participation would be a huge help in fundraising -- it's part of the 360-degre view of participants that is so critical to donor development.

      • Mark Grimwood commented  ·   ·  Flag as inappropriate

        It continues to be a significant issue for our club that WA have not seen fit to impliment this functionality. om sure so many clubs require a volenteer duty roster and at oresent we must load a pdf onto the website. The idea of having WA managing a duty roster and emailing members about the upcomming duty would be a significant feature. im just not sure that the WA team recognize how helpful this feature would be.

      • Linda Stone commented  ·   ·  Flag as inappropriate

        If you are not able to add the volunteer feature into WA then do you have a suggested outside volunteer program that would integrate into WA so that all information is in one place ultimately.

      • Linda Stone commented  ·   ·  Flag as inappropriate

        I notice that the comments are from last year and started in 2013. Is this a dead issue? Our organization relies solely on volunteer hours and we even have a Volunteer luncheon where we acknowledge hours worked. It is vital that we have a means of incorporating this into WA.

      • TangentRW commented  ·   ·  Flag as inappropriate

        Just as for events there is a volunteer workflow which includes recruiting, categorizing, training, scheduling, evaluating the performance, and thanking our volunteers. As organizations differ in their practices there should be some flexibility in setting up this workflow.

        We have a need to integrate our volunteers with our events where volunteers at one time may be event participants at another so when someone schedules themselves at an event they can see an entire schedule of their activities both as volunteers and as event participants. These schedules need to have controllable visibility so that department heads, not just system administrators, can see and review the schedule.

      • Walt Bilofsky commented  ·   ·  Flag as inappropriate

        Has anyone found a good workaround for this? Maybe another web-based service that we can link to in order to get this functionality? We have tried Signup Genius but it doesn't do exactly what we need.

      • Walt Bilofsky commented  ·   ·  Flag as inappropriate

        Has anyone found a workaround for this? Maybe another web-based service that we can link to in order to get this functionality? We have tried Signup Genius but it doesn't do exactly what we need.

        (The main thread for this is at https://forums.wildapricot.com/forums/308932-wishlist/suggestions/8825953-volunteer-management-functionality and this should probably be combined with it.)

      • wmb0911 commented  ·   ·  Flag as inappropriate

        We have several volunteer groups in our organization. It would be great to be able to add an interactive calendar for volunteer members to sign up for their shifts.

      • Brandon Longley commented  ·   ·  Flag as inappropriate

        Our organisation uses Volgistics, in which we have linked Wild Apricot and Volgistics through manual IDs. It doesn't affect us that greatly since around 10-15% of our volunteer base are members, however if this number was larger it would be a headache - the amount of manual data entry we would have to do.

        We've found that we really need a single system to manage donors, volunteers and members and soon we're going to be looking at options however.

        In a perfect world a single centralized system would be great but they are very costly.

        www.volgistics.com

        One day I see Wild Apricot being the solution for this.

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