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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 →

    67 comments

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      • Walt Bilofsky commented  ·   ·  Flag as inappropriate

        I'm evaluating membership support software for our small volunteer yacht club.Without this feature, we can't consider WildApricot.

      • Bader commented  ·   ·  Flag as inappropriate

        I am in favor of that a lot. Not all registree in events are participants; some are organizers with different tasks. Some have more than one task.

      • Robin Fine commented  ·   ·  Flag as inappropriate

        We need exactly this.

        Currently we are using Volunteerspot and though appreciative of it ; would prefer to have one streamlined website

        Has this been added to the new update ?

        I wanted to know before I added it to wishlist. How many people need to have the same items on their wishlist before you consider implementation ?

        Thank you

        Robin Fine

      • Dmitry Buterin commented  ·   ·  Flag as inappropriate

        Matthew, thanks so much for the details, this really helps. This does seem like something we would consider in the future - though not within 2013. I would appreciate comments from other people who have similar needs.

      • Brandon Longley commented  ·   ·  Flag as inappropriate

        I think volunteer tracking would be a great addition to the future of Wild Apricot but we need to remember that Wild Apricot is a Membership Management System. They do this great, and there may be other alternatives to WA that do Volunteer Management better.

        I really value Wild Apricot's effort they do with software updates for Memberships however if they invest in Volunteer Management, our membership updates will come slower.

        Please people, look at alternatives to WA for Volunteer Management. Since configuring WA to manage Volunteers is a MASSIVE project which would consume a lot of WA's resources.

        For now, use the software as it was design, try not to appropriate it for other uses.

      • BCHDA commented  ·   ·  Flag as inappropriate

        [quote user="Chief_Apricot"]I would appreciate input from everybody on this - what are the specific functions you need related to volunteers? The more specific examples you can give us, the better.
        [/quote]

        I have tried volunteerspot and jooners for volunteer sign ups and didn't find the free versions at least of those did everything I needed. We just started using http://volunteersignup.org/ and it seems really good, and is really free, no premium upgrade. Check it out as an example of what would be good.

        I have 6 events a year that need about 40 volunteers each. We schedule what jobs and shifts are needed and people sign up.

        Volunteer sign ups in Wild Apricot could be possible as an 'event' if it was possible to limit the fields chosen so when say 4 people chose a certain option on the form it wouldn't let anyone else choose it. I know this is on the roadmap in the development queue, but no target version yet. That might solve this problem too.

        If I could limit options on an event registration I don't think there's really anything else I'd need. We could export the registrants and calculate hours in excel. Maybe a hidden field so we could set the # of hours that each option was worth when designing the form, but not absolutely necessary.

      • CGF commented  ·   ·  Flag as inappropriate

        Our organization would also benefit from a system like this.

      • Adrian Turcanu commented  ·   ·  Flag as inappropriate

        Hi Wild Apricot designers,

        What is the status of this?

        I would like to add my voice here, I belong to 2 different non-profit clubs and both clubs rely on volunteers for 90% of the work.

        One club uses Wild Apricot, the other still struggles with HTML but they are considering switching to a friendlier environment.

        Volunteer management functionality is the large piece of the puzzle that is missing right now from the Wild Apricot API and I am convinced that adding this functionality will give me enough ammunition to tilt the balance of their decision towards Wild Apricot.

        Managing volunteers is very time consuming, both clubs have a dedicated person for this. A pain in the butt...

        Reading the posts it seems that most of the organizations have similar needs:

        - have a list of tasks (maybe associated with dates and times) and task description.

        - have the ability to associate tasks with members

        - have the ability to mark the tasks as "completed"

        - maintain a history of what member completed what task.

        I will be happy to assist your team in formulating detailed requirements.

        thanks,

        Adrian

      • Dave Grimes commented  ·   ·  Flag as inappropriate

        We are a bicycle club.

        Our volunteers contribute in two areas, leading rides (about 350 per year) and contributing labor at events such as picnics (6 or 8 events per year).

        At the end of the year we compile volunteer efforts and award prizes for outstanding participation.

        We do not publish ordinary rides or picnics as 'Events', so keeping track via Events will not work.

        We need a form for admins to enter into member records the date and name of their volunteer efforts. Both fields are free form, not defined by an "Event" (maybe that could be optional for those who want to keep track by defined Events).

      • Nancy Scanlan commented  ·   ·  Flag as inappropriate

        We have the following categories of people to track:

        Board members

        Standing Committee members

        Task force members (short-term committee)

        Moderators (for lectures at our annual conference)

        Event participants (for a specific job, like our silent auction, door monitors at conferences)

        We would like to track days, hours, specific job tasks, mileage (where appropriate)

        We would like the ability to post jobs, days/hours required, and to let them choose their slots

      • gljudson commented  ·   ·  Flag as inappropriate

        Putting my bid in for this as well! We need to track:

        1. What positions a member volunteers for. Best case, this would be effectively unlimited - someone over the years can volunteer in a wide range of positions, and we want to track history.

        2. Whether they're active in those positions or not - i.e., is this something they're currently doing, or did in the past? We want to be able to contact - for instance - everyone who's been a past Programs board member so we can have a brainstorm session on future programs.

      • Dmitry Buterin commented  ·   ·  Flag as inappropriate

        Sorry, no updates. Not within 2011 - we have not even figured out what is the basic functionality needed, still collecting initial input.

      • mbdavis commented  ·   ·  Flag as inappropriate

        any updates on when even some basic functionality for volunteer management might be available?

      • Marie commented  ·   ·  Flag as inappropriate

        Dmitry,

        We are a 140 person non-profit that collects used books throughout the year. Our volunteers sort, price, box and store books until our 2 day sale in February of each year. We collect close to 800,000 books (1 by 1) driving to individuals homes. It is imperative to keep our organization going that we track the following:

        1. Volunteer TIME sorting, pricing and boxing books by type of sort. Volunteers now sign in on a daily basis in a book with a spreadsheet. We then transfer that info into excel and sort it a million times. It is extremely time consuming and not very accurate. I'd love a simple Sign In and Sign Out that would track the time spent at the warehouse. They would then be able to assign those hrs to a particular job. (We could use a drop down so we could change the specific type of sorting.)

        2. Volunteer BOX COUNT as they pick up books throughout the city. We pick up form homes, offices, and our own drop boxes. Because we pick up close to 800,000 books it is important for us to track WHEN we receive books and from WHERE. (Zip code is what we use to track) This help us manage our set up of teams and future publicity. We also need to track how many boxes of books we are taking out of each of our 16 Drop Boxes spread across the valley. We compare these to previous years to know if a box is producing or needs to be moved.

        3. Volunteer JOBS. We have NO PAID employees. Our 140 volunteers do EVERYTHING. From clean the bathroom at the warehouse, to take out the garbage, to program the computer. Our Board members, parliamentarian, treasurer, secretary also get points for doing their jobs. We need to have a date field, sign in and sign out, total time (1 hr = 1 pt) and what the job was. It is a lot like #1 above although MOST of the volunteer time is spent sorting and pricing books.

        It sounds like a small operation with only 140 little old ladies collecting used books, but last year we brought in close to half a million dollars in 2 days at our sale! We give all of our proceeds away to local charities in our community. Last year we put in a minimum of 22,000 hrs of volunteer time!

        Marie

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