Difference between revisions of "Volunteers"

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[[File:helpheader_small.png|right]]
 
[[File:helpheader_small.png|right]]
  
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''Location in standard build:'' '''''Main Menu > Volunteering Options'''''
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[[File:Vol_1.png]]
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Volunteers are important to the majority of Third Sector organisations, and the Charitylog system provides several ways of working with volunteers:
 
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* Storage of volunteer details, including details of courses and qualifications
 
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* Recording contacts with volunteers as part of volunteer management
 
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* Assigning a volunteer to a client, and creating/printing job cards for appointments between the client and the volunteer
 
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__TOC__
 
__TOC__
  
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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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{{#ev:youtube|k28CocNqrLM|790}}
  
 
==Creating volunteers==
 
==Creating volunteers==
  
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Volunteers, just like all the other people/organisations on Charitylog, 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 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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[[File:Vol_1.png]]
 
  
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You will now see the search form, just as you would for any other Type.
  
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You will now see the search form, just as you would for any other Type.
 
  
 
[[File:Vol_2.png]]
 
[[File:Vol_2.png]]
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Run your search, and then click on the name of the matching person, or create them as appropriate.
 
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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==Volunteer Details tabs==
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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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Configuring tabs for volunteers is done on the [[Page Tab Order]] page, and configuring where fields appear is done on the [[Customisable Tab Settings]] 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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Volunteer records are set up the same way as any other Type, but here's an example configuration:
 
  
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===General Details Section===
  
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===General Details tab===
 
  
 
[[File:Vol_3.png|border]]
 
[[File:Vol_3.png|border]]
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The same as you'd see on most other Types - general, non-sensitive information.
 
The same as you'd see on most other Types - general, non-sensitive information.
  
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===Personal Details Section===
  
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===Personal Details tab===
 
  
 
[[File:Vol_4.png|border]]
 
[[File:Vol_4.png|border]]
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===Work Details tab===
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===Work Details Section===
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[[File:Vol_5.png|border]]
 
[[File:Vol_5.png|border]]
  
  
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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 tab.
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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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===Matching Criteria Section===
  
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===Matching Criteria tab===
 
  
 
[[File:Vol_6.png|border]]
 
[[File:Vol_6.png|border]]
  
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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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This tab is used to show when the volunteer is available for work. This will be used in calendars.
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===Unavailabilities Section===
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===Unavailabilities tab===
 
  
 
[[File:Vol_7.png|border]]
 
[[File:Vol_7.png|border]]
  
  
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This tab 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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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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==Use Groups & Skills to log the volunteer's areas of interest==
 
==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.
 
At the bottom of the Volunteer Details screen you will find the [[Groups and Skills]] link.
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[[File:Vol_8.png|border]]
 
[[File:Vol_8.png|border]]
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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.
 
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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[[File:Vol_9.png|border]]
 
[[File:Vol_9.png|border]]
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==Volunteers who are assigned to clients one-on-one==
 
  
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These volunteers, such as Befrienders, can be managed with the job card system. Volunteers are assigned to a client and a job card is created. The volunteer manager/project co-ordinator can choose to create one job card per appointment, or one job card per client assignment. Most of the time, one job card per assignment will do, but sometimes (when the interaction between client and volunteer is tightly managed) one job card per appointment is more appropriate.
 
  
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==Volunteers who run Clubs and Clinics==
  
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===Assigning a Volunteer to a Client===
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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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Record a Contact with the client in the usual way, but also use the "Assign Volunteer/Carer/Staff" link in the "Options" section.
 
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[[File:aukst_vol_12.png]]
 
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This will pop up a new page with the pool of available volunteers. You can use the "Staff or Volunteer search list" section, in the top left, to narrow your search - enter the criteria and click "Search".
 
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* TIP: This search works well with the first half of a postcode, if you want to find a local volunteer.
 
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* TIP: Use Groups & Skills here to quickly find suitable volunteers.
 
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* TIP: You can use the 'Details' to search the Notes section of the Staff or Volunteer records for useful matches.
 
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[[File:aukst_vol_13.png]]
 
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Once you have found a suitable volunteer, click the "Assign" link next to their name. This takes you to a screen with a series of options. Once you are done, click "Assign To Client", then "Confirm and Complete" on the next screen.
 
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Back on the Record A Contact screen, enter work done/work to be done as normal. A Job Card has been created in the background, so you don't need to put anything in the text boxes about that. You might like to use the "Further Action Needed" box to create a reminder for yourself to contact the client, and/or the volunteer, to check on progress. Once you are done with the contact, click "Continue".
 
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The Job Card is now created.
 
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===Viewing Job Cards===
 
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Use the "Job Cards" link in the Volunteering Options submenu.
 
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[[File:aukst_vol_14.png]]
 
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This will show you the job cards on the system. Narrow the search using the fields across the top of the screen.
 
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===Printing Job Cards to give to Volunteers===
 
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Use the "Job Cards" link in the "Reports" section of the Volunteering Options submenu.
 
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[[File:aukst_vol_15.png]]
 
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You can print job cards for a date range, a certain volunteer, a certain job card number range, and more.
 
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The job cards will print with page breaks automatically inserted in between. Your volunteers can now take these job cards with them to their appointments and use them to log their work and time spent (if they don't have access to Charitylog themselves).
 
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===Filling in Job Cards with volunteer timesheets===
 
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Use the "Job Cards" link in the Volunteering Options submenu.
 
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[[File:aukst_vol_14.png]]
 
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Access the job card itself by clicking on the job card number.
 
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[[File:aukst_vol_16.png]]
 
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Use the "New Timesheet Records" button to add information to the job card (date, start and end time, and a description of the work done), then click "Save and Close". Alternatively, if you have several job cards to enter, you can do them all, using the "Save and Add Item" button after each one.
 
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Once the client/volunteer assignment comes to an end, you can complete the job card by entering a date in the "Completed Date" box.
 
  
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[[File:aukst_vol_11.png]]
  
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==Volunteers who run Clubs and Clinics==
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==Should volunteers have access to the system?==
  
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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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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. Generally, if volunteers are going to log on to the system, 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 things have been done by.
  
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[[File:aukst_vol_11.png]]
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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 but not essential 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 - but it's not too burdensome for a project co-ordinator to do this on their behalf, as long as the information being reported isn't too complicated. It might be worth considering allowing them 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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It will depend on the volunteer's role whether they have access to a system user account or not. If they are doing any sort of service delivery, it's useful for the volunteer to be able to log their own work.
  
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==Should volunteers have access to Charitylog?==
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You may find the below webinar useful
  
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Remember that Charitylog does not charge you for having more users on the system, so you can have as many different people logging on as you like. Generally, if volunteers are going to log on to the system, 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 things have been done by.
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{{#ev:youtube|pCLRU_s4nzc|790}}
  
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It will depend on the volunteer's duties as to whether they have access to Charitylog as a user. If they are dealing with clients in the office, or dealing with outside organisations, it will be very useful for the volunteer to be able to log their own work. In fact, as Charitylog becomes the standard place to store client contacts, details etc, it will be difficult for a volunteer to engage with clients ''without'' having access to the system.
 
  
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A system administrator will need to create them a user record. The volunteer can be linked using the '''"User Name (if applicable)"''' field on the Work Details tab of the volunteer record...
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===Creating a volunteer/user record===
  
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[[File:aukst_vol_10.png]]
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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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...or if they are not on the system as a volunteer yet, the administrator can create both the user record and the volunteer record in one go.
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[[File:Vol_10.png|border]]
  
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For volunteers who interact with clients and create formal workloads for themselves, like volunteer support workers or Home From Hospital workers, it will be very difficult for them to do this effectively without being a Charitylog user.
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===Linking an existing volunteer record to a new user account===
  
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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 but not essential for them to have access to the Charitylog system. Ideally their time still needs to be tracked -  the more tracking you do, the better the reports - but it's not too burdensome for a project co-ordinator to do this on their behalf, as long as the information being reported isn't too complicated.
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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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[[File:Vol_11.png|border]]
  
  
 
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 09:49, 11 July 2016 (BST)
 
 
[[File:helpheader_small.png|right]]
 
[[File:helpheader_small.png|right]]
 
[[Category:Overviews]]
 
[[Category:Overviews]]

Latest revision as of 16:56, 9 February 2023

Helpheader small.png

Vol 1.png

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.


Vol 2.png


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

Vol 3.png


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

Personal Details Section

Vol 4.png


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


Work Details Section

Vol 5.png


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

Vol 6.png

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

Unavailabilities Section

Vol 7.png


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.


Vol 8.png


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.


Vol 9.png


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.


Aukst vol 11.png

Should volunteers have access to the system?

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. Generally, if volunteers are going to log on to the system, 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 things have been done by.

For volunteers who mainly interact with clients on a casual basis but don't do any paperwork, such as befrienders, it is useful but not essential 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 - but it's not too burdensome for a project co-ordinator to do this on their behalf, as long as the information being reported isn't too complicated. It might be worth considering allowing them 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.

It will depend on the volunteer's role whether they have access to a system user account or not. If they are doing any sort of service delivery, it's useful for the volunteer to be able to log their own work.

You may find the below webinar useful


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.


Vol 10.png

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.


Vol 11.png


Helpheader small.png
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