Difference between revisions of "Volunteers"

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[[File:helpheader_small.png|right]]
 
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==Volunteers in Charitylog==
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[[File:volunteers1.jpg|400px|alt="a screenshot of the volunteer button, highlighted in the contact management menu."]]
  
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Volunteers are very important to the vast majority of our customers, and the Charitylog system provides several ways of working with volunteers:
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__TOC__
  
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* Storage of volunteer details, including details of courses and qualifications
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Volunteer records are used on the system to both manage the volunteers you employ and assignments to clients.  You may have volunteers that simply work within your offices and these can also be managed on the system.
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* Assigning a volunteer to a client, and creating/printing job cards for these appointments
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{{#ev:youtube|k28CocNqrLM|790}}
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* Recording contacts with volunteers as part of volunteer management
 
  
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===Creating volunteers===
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==Creating volunteers==
  
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Volunteers, just like all the other people/organisations on the system, don't exist purely as volunteers. They could also be clients, trustees, etc. So, just like any other person/organisation, it's important to start the process of creating a new volunteer by searching the system to make sure they aren't already on it. Click the "Volunteers" menu item:
  
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Volunteers, just like all the other people/organisations on Charitylog, don't exist only as volunteers. They could also be clients, and/or trustees, etc. So just like any other person/organisation, it's important to start the process of creating a new volunteer by searching the system to make sure they aren't already on it. Click the "Volunteers" menu item:
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You will now see the search form, just as you would for any other Type.
  
  
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[[File:Vol_1.png|border]]
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[[File:volunteers2.jpg|700px|alt="a screenshot of the volunteer search page."]]
  
  
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You will be presented with a search form.
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Run your search, and then click on the name of the matching person, or create them as appropriate.
  
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==Volunteer Details Sections==
  
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[[File:Vol_2.png|border]]
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Configuring sections for volunteers, and configuring where fields appear, is done on the [[Customise Orgs & People]] page.
  
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Volunteer records are set up the same way as any other Type, but here's an example configuration:
  
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You can now do a search for the volunteer to make sure that they aren't already on the system. It is most common to search for them by surname but you can also narrow the search by filling in more boxes.
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===General Details Section===
  
  
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This page is for project co-ordinators or anybody who deals with the process of managing volunteers at AgeUK South Tyneside.
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[[File:volunteers3.JPG|800px|alt="a screenshot of the volunteer record, showing the general details section."]]
  
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=When someone is interested in starting volunteering at AUKST=
 
  
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==Making a new volunteer==
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The same as you'd see on most other Types - general, non-sensitive information.
  
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We will need to record our contact with the prospective volunteer, as a contact with that person. However, rather than doing a client search, we need to do a volunteer search. Click on the "Volunteers" link in the "Volunteering Options" submenu.
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===Personal Details Section===
  
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[[File:aukst_vol_1.png]]
 
  
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[[File:volunteers4.JPG|800px|alt="a screenshot of the volunteer record, showing the personal details section."]]
  
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We now need to do a search, just in case this volunteer is already on the system, just as we would do when searching for a client. If the volunteer isn't on the system, use the "New" tab to create one. However, there's a good chance that the person will be on the system as a '''client''' - if they are active in another project. So even if the search brings up no results, watch out for this message:
 
  
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[[File:aukst_vol_2.png]]
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Again, similar to other Types - personal and sensitive information, required for reporting but perhaps not required day-to-day.
  
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===Work Details Section===
  
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That means, "although there were no volunteers by that name, there are organisations or people elsewhere in the system with that name". So you should click the "search all" button, just to make sure that the org/people elsewhere isn't the person you are working with...
 
  
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[[File:aukst_vol_3.png]]
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[[File:volunteers5.JPG|800px|alt="a screenshot of the volunteer record, showing the work details section."]]
  
  
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...and if it turns out that it '''is''' the person you're working with, use the "Make into Volunteer" button to make them into a volunteer.
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There are various standard fields which can be enabled that are useful for volunteer details, shown here on the Work Details Section.
  
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This will bring you back to the volunteer search, from where you can search to find your new volunteer. So however we've got there, we should find ourselves at a blank volunteer record, which we can fill in with the volunteer details. How much information you demand from your volunteers is up to you, and will vary by project, but we suggest a minimum of:
 
  
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* Surname
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===Matching Criteria Section===
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* First name
 
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* Address (first line)
 
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* Postcode
 
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* Telephone number
 
  
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[[File:aukst_vol_4.png]]
 
  
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[[File:volunteers6.JPG|800px|alt="a screenshot of the volunteer record, showing the matching criteria section."]]
  
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Once you've filled in these details, click the "save details" button at the bottom of the screen.
 
  
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==The "Volunteer Application Progress" extension database==
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This section is used to show when the volunteer is available for work. This will be used in calendars.
  
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Extension Databases are used when the standard system doesn't quite do what we want it to do. In this case, the volunteer record doesn't have enough places to log the paperwork associated with a volunteer application, so if you look at the bottom of the volunteer record you have created, you will see a red box that looks like this:
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===Unavailability's Section===
  
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[[File:aukst_vol_5.png]]
 
  
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[[File:volunteers7.jpg|700px|alt="a screenshot of the unavailability's section of the volunteer record."]]
  
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Clicking on it will take you to a screen where you can log the progress of the volunteer with their application from, CRB form and more.
 
  
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'''Don't forget that you still need to log each contact with the volunteer as well as filling out these dates at the appropriate time.'''
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This section is used to log when the volunteer may be away or unable to work, because of holidays etc. This is used by calendars.
  
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=Once the application process is complete=
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==Use Groups & Skills to log the volunteer's areas of interest==
  
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Once all the forms/references are completed and satisfactory, you will probably want to do the following as part of finishing the application.
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At the bottom of the Volunteer Details screen you will find the [[Groups and Skills]] link.
  
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==Use Groups & Skills to log the volunteer's areas of interest==
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[[File:volunteers8.jpg|700px|alt="a screenshot of the groups and skills entered on the volunteer record."]]
  
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At the bottom of the volunteer record you will find the Groups & Skills link.
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See [[Groups and Skills]] for more information on this feature.
  
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[[File:aukst_vol_6.png]]
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==Log courses and qualifications obtained by the volunteer==
  
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As volunteers gain qualifications and attend courses, these can be logged by clicking the [[Courses]] and [[Qualifications]] links at the bottom of the Volunteer Details screen.
  
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Clicking this link will take you to a screen where you can enter the volunteer's interests. You will need a start date logged against each one. The list of groups and skills is long, as it applies to lots of different people throughout the Charitylog system, but you should be able to find appropriate ones there - for example, someone might be interested in volunteering to do '''Admin''', '''Walks''' and be a '''Digital Photography Tutor'''.
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[[File:volunteers9.JPG|700px|alt="a screenshot of the courses entry page for volunteer details."]]
  
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If the group/skill category you need isn't there, contact your administrators, who can add to the list.
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[[File:volunteers10.JPG|700px|alt="a screenshot of the qualifications entry page for volunteer details."]]
  
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If the volunteer decides that they are no longer interested in that particular area, enter an end date. This way, you will still be able to report on (for example) "how many befriending volunteers did we have six months ago, and how has this number changed?"
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You'll need to configure the lists before using these features - see [[Courses]] and [[Qualifications]] for more details.
  
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==Log the volunteer's induction date, CRB expiry date and more using the "Personal Details" and "Work Details" tabs==
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==Volunteers who run Clubs and Clinics==
  
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These are found across the top of the volunteer record. Most organisations regard their CRB checks as valid for three years, but it's up to you.
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If the volunteer helps to run a club or clinic, you can log them as the "Usual Staff/Volunteer" on the Club/Clinic record.
  
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[[File:aukst_vol_7.png]]
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[[File:volunteers11.jpg|700px|alt="a screenshot of the club and clinic general details page, with a field for 'usual staff / volunteer'.]]
  
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==Should volunteers have access to the system?==
  
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==Log courses and qualifications obtained by the volunteer==
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The simple answer is yes. We don't charge you for having more users on the system, so you can have as many different people logging on as you like. Therefore you don't have to worry about using valuable resource on getting volunteers set up on Charitylog, and allowing Volunteers to log their own activity will save others having to do large amounts of data entry on their behalf. This removes the requirement for information to be passed from Volunteer, to Volunteer Co-ordinator, before it reaches Charitylog. Instead, information can be passed from Volunteer to Charitylog directly.
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Each volunteer should have their own user account. Avoid creating shared accounts called "Volunteer 1" and so on; this will mean that in the future you will not be able to tell which person has entered information.
  
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As volunteers work with you, they may choose to go on courses to improve their skill set, and/or you may choose to send them on courses or help them gain qualifications. You can log these against the volunteer's record with the "Courses" and "Qualifications" links at the bottom of the screen:
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For volunteers who mainly interact with clients on a casual basis but don't do any paperwork, such as befrienders, it is useful for them to have access to the system. Ideally their time still needs to be tracked. The more tracking you do, the better the reports.
  
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[[File:aukst_vol_8.png]]
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It might be worth considering allowing Volunteers access to their assignments, but restrict their activity so they can only see clients they've been assigned. This means you reduce the amount of administration you have to do as volunteers could update their own activity in a secure manner.  
  
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You may find the below webinar useful. Or you can call the support team for advice and guidance.
  
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==Estimate how much time the volunteer contributes per week==
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===Creating a volunteer/user record===
  
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'''This needs to be done.''' It's important for AgeUK South Tyneside to be able to do a rough count of how much volunteer time is contributed per year (or week, or month) in order to apply for funding. Completing the "Volunteer Hours Estimate" Extension Database is the way that this will be done. Rather than count every single volunteer hour spent (which would require a lot of counting), simply click the Extension Database at the bottom of the page:
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If you need to create a user account and also a volunteer record - for a new volunteer who will have access to the system, for example - the easiest way to do this is to create both at once. Start by creating a user account, and in the "Organisation/Person record?" select "Create New Volunteer"; Then continue as normal. It would be advisable to check with your HR department to see if they have already created the volunteer record for recruitment purposes.
  
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[[File:aukst_vol_9.png]]
 
  
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[[File:volunteers12.jpg|600px|alt="a screenshot of the 'group access' field in the user record, with the group 'volunteer' selected."]]
  
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...and enter an estimate of how many hours this volunteer contributes per week. Management can then run reports on this extension database to see how much total volunteer time is given per week - and therefore multiply this to get monthly and yearly figures.
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===Linking an existing volunteer record to a new user account===
  
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'''Don't forget to keep this updated if the volunteer changes their role.'''
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Create the user account, and in the "Organisation/Person record" select "Assign to existing organisation record"; then in the field below, look up the name of the volunteer you want to link it to.
  
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=Using volunteers=
 
  
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There are several different ways that you might use volunteers, and so there are several different ways of logging this in Charitylog. Consult this guide for information: [[AUKST volunteer guide]].
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[[File:volunteers12.jpg|600px|alt="a screenshot of the 'group access' field in the user record, with the group 'volunteer' selected."]]

Latest revision as of 10:14, 17 September 2024

Helpheader small.png

"a screenshot of the volunteer button, highlighted in the contact management menu."

Volunteer records are used on the system to both manage the volunteers you employ and assignments to clients. You may have volunteers that simply work within your offices and these can also be managed on the system.

Creating volunteers

Volunteers, just like all the other people/organisations on the system, don't exist purely as volunteers. They could also be clients, trustees, etc. So, just like any other person/organisation, it's important to start the process of creating a new volunteer by searching the system to make sure they aren't already on it. Click the "Volunteers" menu item:

You will now see the search form, just as you would for any other Type.


"a screenshot of the volunteer search page."


Run your search, and then click on the name of the matching person, or create them as appropriate.

Volunteer Details Sections

Configuring sections for volunteers, and configuring where fields appear, is done on the Customise Orgs & People page.

Volunteer records are set up the same way as any other Type, but here's an example configuration:

General Details Section

"a screenshot of the volunteer record, showing the general details section."


The same as you'd see on most other Types - general, non-sensitive information.

Personal Details Section

"a screenshot of the volunteer record, showing the personal details section."


Again, similar to other Types - personal and sensitive information, required for reporting but perhaps not required day-to-day.

Work Details Section

"a screenshot of the volunteer record, showing the work details section."


There are various standard fields which can be enabled that are useful for volunteer details, shown here on the Work Details Section.


Matching Criteria Section

"a screenshot of the volunteer record, showing the matching criteria section."


This section is used to show when the volunteer is available for work. This will be used in calendars.

Unavailability's Section

"a screenshot of the unavailability's section of the volunteer record."


This section is used to log when the volunteer may be away or unable to work, because of holidays etc. This is used by calendars.

Use Groups & Skills to log the volunteer's areas of interest

At the bottom of the Volunteer Details screen you will find the Groups and Skills link.

"a screenshot of the groups and skills entered on the volunteer record."

See Groups and Skills for more information on this feature.

Log courses and qualifications obtained by the volunteer

As volunteers gain qualifications and attend courses, these can be logged by clicking the Courses and Qualifications links at the bottom of the Volunteer Details screen.

"a screenshot of the courses entry page for volunteer details."

"a screenshot of the qualifications entry page for volunteer details."

You'll need to configure the lists before using these features - see Courses and Qualifications for more details.

Volunteers who run Clubs and Clinics

If the volunteer helps to run a club or clinic, you can log them as the "Usual Staff/Volunteer" on the Club/Clinic record.

"a screenshot of the club and clinic general details page, with a field for 'usual staff / volunteer'.

Should volunteers have access to the system?

The simple answer is yes. We don't charge you for having more users on the system, so you can have as many different people logging on as you like. Therefore you don't have to worry about using valuable resource on getting volunteers set up on Charitylog, and allowing Volunteers to log their own activity will save others having to do large amounts of data entry on their behalf. This removes the requirement for information to be passed from Volunteer, to Volunteer Co-ordinator, before it reaches Charitylog. Instead, information can be passed from Volunteer to Charitylog directly.

Each volunteer should have their own user account. Avoid creating shared accounts called "Volunteer 1" and so on; this will mean that in the future you will not be able to tell which person has entered information.

For volunteers who mainly interact with clients on a casual basis but don't do any paperwork, such as befrienders, it is useful for them to have access to the system. Ideally their time still needs to be tracked. The more tracking you do, the better the reports.

It might be worth considering allowing Volunteers access to their assignments, but restrict their activity so they can only see clients they've been assigned. This means you reduce the amount of administration you have to do as volunteers could update their own activity in a secure manner.

You may find the below webinar useful. Or you can call the support team for advice and guidance.

Creating a volunteer/user record

If you need to create a user account and also a volunteer record - for a new volunteer who will have access to the system, for example - the easiest way to do this is to create both at once. Start by creating a user account, and in the "Organisation/Person record?" select "Create New Volunteer"; Then continue as normal. It would be advisable to check with your HR department to see if they have already created the volunteer record for recruitment purposes.


"a screenshot of the 'group access' field in the user record, with the group 'volunteer' selected."

Linking an existing volunteer record to a new user account

Create the user account, and in the "Organisation/Person record" select "Assign to existing organisation record"; then in the field below, look up the name of the volunteer you want to link it to.


"a screenshot of the 'group access' field in the user record, with the group 'volunteer' selected."

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