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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 →

    25 comments

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      • kbroders commented  ·   ·  Flag as inappropriate

        Our organization uses volunteers for all of this too. What we do is add a Volunteer field on the registration form. After a certain amount of time, we review the attendees and assign volunteers.

        It would be great if we could add custom database fields to the EVENT. Then we could assign volunteers at the event level. Ideally we would also get some email options on the Volunteers. But what we currently do is assign and coordinate them outside of WA. At least WA helps us to find volunteers without calling them. That's been fantastic for improving our volunteerism.

      • Dmitry Buterin commented  ·   ·  Flag as inappropriate

        You are right, Wild Apricot is used by many people for volunteer management through various workarounds but current version does not have any specialized volunteer management functionality.

      • Kim Skimmons commented  ·   ·  Flag as inappropriate

        I moved this entry over to the Wishlist because I don't think this is something WA can do right now.

      • Kim Skimmons commented  ·   ·  Flag as inappropriate

        Like most non-profits, a huge part of our 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 in advance to work 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.

        It would be really nice to have the ability to post volunteer openings, allow people to sign up for spots and send email reminders to them.

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