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Managing Your Site's Need Responses

As a Site Manager, you can view, export, add, and delete volunteer responses. You can also add hours in individually or in bulk to selected responses.

Viewing Volunteer Responses

To manage volunteer responses, go to Volunteerism > Responses in your Site Manager Panel.

The Responses page displays a table of all need responses. By default, only regular needs are shown. To view advanced-event, service-learning, or disaster responses, click on the applicable heading above the table.

Note: To view more detail in the table displayed, you can add columns of data using the Table Filter.

Exporting Volunteer Responses

To export volunteer responses:

  1. From Volunteerism > Responses, click on the responses to export (regular need, AEM, SLM, or DRM).
  2. Click the Export Responses button.

Your Connect platform generates a .csv file showing the responses. The export includes the following data:

  • Domain (site) ID
  • Response ID
  • Volunteer's first name, last name, email address, phone number, company, address, and any notes submitted as part of the need response
  • Need title
  • Initiative (if applicable)
  • User group (if applicable)
  • Shift ID, start and end dates, and start and end times (if a shift need)
    Note: The start and end times are pulled from the shift form. Because non-shift needs do not have the same fields, their start and end times are displayed as 0:00:00 and 23:59:59, respectively.
  • Agency that posted the need
  • Team name, team leader first and last names, team leader email (as applicable)
  • Indication of whether there is a waiver, along with the ID of who signed the waiver
  • Response date
  • Status
  • Answers to any need-response or initiative questions

Adding Volunteer Responses

To add volunteer responses from the Site Manager Panel:

  1. From Volunteerism > Responses, click on the type of need response you want to add (regular need, AEM, SLM, or DRM).
  2. Click Add a Response.
  3. In the Add Response form that is displayed, begin typing the title of the need into the Need Lookup field. Your Connect platform will run a keyword search and pull up all needs that contain the word(s) you typed.

    Note: You must type at least four letters to trigger the keyword search.
  4. Select the need.
  5. If applicable, select a shift from the Shift Lookup dropdown.
  6. In the User Lookup field, begin typing the volunteer's name. As with the need lookup, your Connnect platform will run a keyword search and display all users that contain the name(s) you typed.
    Note: You must type at least four letters to trigger the keyword search.
  7. Select the volunteer.
  8. Select a user group, if applicable. If the volunteer does not belong to a user group, the User Group field will not be visible.
  9. Answer any applicable questions. (A need may show sitewide need-response questions and initiative questions, if the need is part of an initiative.)
  10. Click Add User Response.

The response will now be displayed at the top of the table of responses.

Note: No "Thank you for volunteering" email is sent to the volunteer when a response is created from the site manager panel.

Deleting Volunteer Responses

To delete a volunteer response:

  1. From Volunteerism > Responses, click on the type of need response you want to delete (regular need, AEM, SLM, or DRM).
  2. In the row of the response you wish to delete, click the X in the Options column.
  3. Click Yes to confirm the deletion.

Adding Hours to Responses

As a Site Manager, you can submit volunteer hours on behalf of a volunteer, as long as they have an account on your site and have responded to a need. You can submit hours for one or more users, either manually (by typing in the number of hours) or by having the system automatically assign the default hours for the selected need.

Note: If a volunteer has not responded to a need, you can add a response from the Site Manager Panel using the steps described above.

Hours can also be added from Volunteerism > Hours in the Site Manager Panel.

Submitting Hours Individually

To submit hours in relation to a response:

  1. From Volunteerism > Responses, click on the applicable type of need response (regular need, AEM, SLM, or DRM).
  2. Click the hourglass icon, located in the Options column, to add hours for an individual.
  3. In the Add Hours form that appears, complete the Hours Details fields and any other relevant information.
    Note: The Hours Worked field contains the default number of hours for the need. You can change this number as applicable.
  4. Click Submit Hour Entry

Submitting Default Hours in Bulk

Default hours refer to the number of hours an agency manager has indicated for the duration of a need. To submit default hours for one or more volunteers:

  1. From Volunteerism > Responses, click on the applicable type of need response (regular need, AEM, SLM, or DRM).
  2. Select the responses to which you want to submit default hours.
  3. Click the Add Default Hours button, located above the table.
     
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