Difference between revisions of "Volunteering Diary"

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[[File:helpheader_small.png|right]]
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[[File:vol_diary1.jpg|400px|alt="the volunteer diary button in the contact management menu"]]
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''Location in standard build:'' '''''Volunteering Options > Volunteering Diary'''''
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The Volunteering Diary displays volunteer job cards appointments that have been created.  The appointments are created when assigning a volunteer/staff member for the first appointment, and when you use the diary to update an appointment and create a new one.  Assigning the Volunteers is done on the [[Record A Contact]] page.  The diary is used when the user is planning the visits for the volunteer.  If you allow the volunteers to plan the visits then you would use [[Volunteer Job Cards]] instead of the diary.
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[[File:vol_diary2.jpg|700px|alt="a screenshot of the list of volunteer job card appointments that have been created."]]
  
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The Volunteering Diary shows data from Job Cards linked to [[Volunteer Job Card Assignments]]. It behaves much like the [[Action List]], but uses job cards for its data source rather than Actions.
 
  
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Note that the Volunteering Diary will only show work to be done that was created from Projects that are using [[Automatic Follow-Ups]]. The Volunteering Diary does not actually allow you to access Job Cards directly; instead, the "Update Job Card" links will take you to the [[Follow Up Details]] screen, where you can complete a [[Job Card Details|Job Card]], add a [[Volunteer Timesheets|Timesheet]], record a Contact, and set up the next appointment, all from one screen.
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=Adjust Appointments Selection (Searching)=
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At the top of the page you will find the search panel:
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* '''Volunteer or Staff Member''' - The first name or Surname of the staff member/volunteer.
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* '''Client''' - The first name or Surname of the service user.
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* '''Diary Reference No.''' - Allows you a specific referral/case number to search for the exact job card.
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* '''Date to Start From''' - Specifies a starting point to search from.
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* '''Project''' - Use to filter by project.
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* '''Completed''' - Allows you to search for incomplete (still ongoing), complete (closed) or all.
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Click the 'List Again' button to perform the search specified.
  
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If you use the [[Follow Up Details]] page but do not create the next appointment, the job card will still be visible on the Volunteering Diary, but the link will say "Re-Assign Volunteer" rather than "Update Job Card". Clicking "Re-Assign Volunteer" will let you assign someone in the usual way, and the next appointment will then be visible on the Volunteering Diary. Therefore '''the Volunteering Diary only ever shows the most recent Job Card in a chain of Job Cards'''.
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=The results=
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You will be displayed the results based on the search criteria entered.  From here you can:
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* '''View the referral/case''' - Click on the Ref. No. (or right click to open in a new tab) to view the details.
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* '''View the staff/volunteer record''' - Click on the name (or right click to open in a new tab) to view the details.
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* '''View the service users names (client)''' - Click on the name (or right click to open in a new tab) to view the details.
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* '''Update Job Card''' - This will add a time sheet entry to the job card.
  
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=Update Job Card=
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When you click the 'Update Job Card' you will be taken to the time sheet entry page.
  
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[[File:VD_1.png|790px|border]]
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[[File:vol_diary3.jpg|700px|alt="a screenshot of a volunteer job card, including the start date, job description and mileage."]]
  
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Complete the following
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* '''Date Work Done''' - Date of the visit.
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* '''Recorded By''' - The person recording the information, not the person doing the visit/call (unless they are the same).
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* '''Description of Work Done''' - Details of the visit/call.
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* '''Time Spent (minutes)''' - The length of time of the visit/call.
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* '''Travelling Time (minutes)''' - Travelling time for the visit.
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* '''Mileage''' - Travelling mileage for the visit.
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* '''Method''' - The visit/call contact method.
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* '''Create Next Appointment For Client?''' - This creates a follow up action on the referral/case which will display as an outstanding action on the service users history tab.  This will need to be updated (recording the next time sheet entry) via the update button on the history tab.
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* '''Next Date and Time for Appointment''' - The date and time of the follow up action above.
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Once completed click the 'Save Follow Up' to record the time sheet entry and return to the Volunteer Diary.
  
 
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[[File:helpheader_small.png|right]]

Latest revision as of 16:21, 6 February 2024

"the volunteer diary button in the contact management menu"


The Volunteering Diary displays volunteer job cards appointments that have been created. The appointments are created when assigning a volunteer/staff member for the first appointment, and when you use the diary to update an appointment and create a new one. Assigning the Volunteers is done on the Record A Contact page. The diary is used when the user is planning the visits for the volunteer. If you allow the volunteers to plan the visits then you would use Volunteer Job Cards instead of the diary.

"a screenshot of the list of volunteer job card appointments that have been created."


Adjust Appointments Selection (Searching)

At the top of the page you will find the search panel:

  • Volunteer or Staff Member - The first name or Surname of the staff member/volunteer.
  • Client - The first name or Surname of the service user.
  • Diary Reference No. - Allows you a specific referral/case number to search for the exact job card.
  • Date to Start From - Specifies a starting point to search from.
  • Project - Use to filter by project.
  • Completed - Allows you to search for incomplete (still ongoing), complete (closed) or all.

Click the 'List Again' button to perform the search specified.

The results

You will be displayed the results based on the search criteria entered. From here you can:

  • View the referral/case - Click on the Ref. No. (or right click to open in a new tab) to view the details.
  • View the staff/volunteer record - Click on the name (or right click to open in a new tab) to view the details.
  • View the service users names (client) - Click on the name (or right click to open in a new tab) to view the details.
  • Update Job Card - This will add a time sheet entry to the job card.

Update Job Card

When you click the 'Update Job Card' you will be taken to the time sheet entry page.

"a screenshot of a volunteer job card, including the start date, job description and mileage."

Complete the following

  • Date Work Done - Date of the visit.
  • Recorded By - The person recording the information, not the person doing the visit/call (unless they are the same).
  • Description of Work Done - Details of the visit/call.
  • Time Spent (minutes) - The length of time of the visit/call.
  • Travelling Time (minutes) - Travelling time for the visit.
  • Mileage - Travelling mileage for the visit.
  • Method - The visit/call contact method.
  • Create Next Appointment For Client? - This creates a follow up action on the referral/case which will display as an outstanding action on the service users history tab. This will need to be updated (recording the next time sheet entry) via the update button on the history tab.
  • Next Date and Time for Appointment - The date and time of the follow up action above.

Once completed click the 'Save Follow Up' to record the time sheet entry and return to the Volunteer Diary.

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