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Managing Teams

When a need is posted, an agency manager or site manager has the option of making the need available for team sign-ups. With version 2.8, site managers and team creators both have expanded capabilities. This article focuses on how site managers can create and manage teams from the site manager panel.

Note: Click here to learn more about how team creators and team leaders can better manage their teams in version 2.8.

Important: All team features described here apply only for teams that have responded to regular needs. They do not apply for teams created within the Advanced Events Module (AEM).

About Teams in Version 2.8

A team is initially created by an individual volunteer in response to a need. As part of that response, the volunteer either reserves spots (without assigning them to a specific person) or signs up volunteers by providing names and email addresses for each team member. This is how teams worked prior to version 2.8, and this process has not changed, for the most part. However, both you (the site manager) and the the team creator (or team leader) have many more capabilities in version 2.8.

Changes to the Team Creator/Leader Perspective

Listed below are some of the changes to the team creator's (or team leader's) experience of signing up and managing a team.

  • They must select a team leader when signing up a team, and they must provide an email address for the team leader. It is no longer possible to create a team without specifying a team leader who can be contacted as needed by an agency manager or site manager.
  • They can now email all of their team members, both individually and in bulk.
  • They can send a "join link" to their friends and colleagues, which enables other to sign up for the team themselves; it is no longer necessary for the team leader to sign everyone up
  • They can edit the team members' need responses (including answers to custom questions).
  • They can submit volunteer hours on behalf of their team members. As long as the volunteer hours are still pending, they can edit or delete those hours as needed.
  • They can view the team resume.
  • They can clone an existing team when responding to a new need.

Note: Teams must still be created in response to a need; a team leader cannot create a "free-standing" team that is not related to a need response.

For more information on how the team creator or team leader can manage their teams in version 2.8, click here.

Changes to the Site Manager Perspective

As a site manager, you have many new team-management capabilities in version 2.8. You can use your team-management area, located at Volunteerism > Teams, for the following tasks:

  • Adding, editing, or deleting whole teams
  • Add or removing members of a team
  • Changing the number of reserved, unoccupied spots on a team
  • Exporting your site's registered teams to a spreadsheet
  • Bulk-emailing team leaders and team members
  • Adding and editing volunteer hours for team members, individually or in bulk
  • Accessing the "join link" to send to individuals so that they can join a team
  • Accessing the "resume link" to view (and share) the team resume

This article provides details and instructions for the tasks listed above.

Your Team-Management Area

To access the team-management area, log in to your site manager panel and go to Volunteerism > Teams. The Teams table displays the following information by default:

  • Team name and ID; click on a team name to view it.
  • Team leader's name and clickable email address (If there is more than one leader, the table displays the person who was assigned as leader first.)
  • Number of team members (i.e., occupied team slots)
  • Number of reserved, unoccupied slots
  • Need that the team responded to; click on a need to view it.

From this page, you can create and edit teams, perform multiple bulk actions on existing teams, change the number of reserved slots for a team, and delete a team (and its response) as needed.

Note: Teams listed here do not include AEM teams; these team-management features are only available for non-AEM need responses.

Creating a New Team

To create a team from your team-management area:

  1. In your Teams area (Volunteerism > Teams), click the Add a Team button in the top right-hand area of the page.
    button_add_a_team.png
  2. From the Add a Team dropdown that is displayed, select a need. The team you create will be registered as a team response for this need.
  3. Click Create Team.
  4. In the Team Response form, provide a Team Name and a Team Description.
  5. Click Create Team.
  6. Click Add Team Member to add the first team member. This team member will be designated as the team leader. You can change the team leader later as needed.
  7. Provide the email address, first name, and last name of the team leader.

    Notes: An email address is required for a team leader. If there are any custom questions for this need (or for its associated initiative, if applicable), you may need to answer those questions on the team leader's behalf.

  8. From the Reserved Slots dropdown, select how many additional people will be on the team.

    Note: Your options here are limited to the number of volunteers needed for the opportunity, as specified by the person who posted the need.

  9. Click Submit Member.

To add more team members, click Add Team member and repeat steps 7 through 9 above.

>Note: A site manager does not have the option to clone a team from the site manager panel. Only a team leader or creator can clone one of their existing teams.

Editing an Existing Team

To view or edit an existing team response on your Connect site:

  1. In your team-management area (Volunteerism > Teams), click on a team name listed in the Teams table to open the Team Response page. This page has three sections: Team MembersTeam Hours, and Team Information.

Note: Each team leader's team-management area has these same three sections and most of the capabilities that a site manager has, except for (1) editing hours that have already been approved or denied, and (2) viewing all of a team member's user groups.

The following sections go into greater detail on each of these areas.

Team Members Management Area

This area displays a table of the team's members.

table_team.png

Above the table are buttons for submitting team hours in bulk, emailing team members, and accessing the URLs for the "join link" and the team resume. The table below displays each team member's email address, first and last name, and leader status, along with options to add hours for individual team members, edit individual responses, delete individual members, surrender reserved slots, and add or remove team leader status for a team member. You can use the Table Filter to add columns to show each team member's volunteer hours and the status of each.

Submitting Team Volunteer Hours

You can submit volunteer hours on behalf of an individual team member, or you can submit volunteer hours for the whole team at once.

  • To submit hours for an individual team member, click the applicable hourglass icon under the Options heading. Once you have completed the Add Hours form that appears, click Submit Hour Entry.

    Note: Form fields include Date Worked, Hours Worked, Miles Traveled, and Description. If there are any custom hours-submission questions, you may need to answer them on the team member's behalf.

  • To submit hours in bulk, select team members using the check boxes to the left of each email address and click the Add Default Hours button above the table.

    Notes: To select all team members, mark the checkbox at the top of the column. "Default hours" refers to the number of hours specified for the shift by the agency manager.

Emailing a Team's Members

You can email individual team members, or you can send a message out to two or more team members at once.

  • To email a team member individually, click on a linked email address in the Email Column, complete the email message in the form that is displayed, and click Send Email.
  • To email team members in bulk, select the recipients using the check boxes to the left of each email address, click the Email Members button above the table, complete the email message form that is displayed, and click Send Email.

    Note: To select all team members, mark the checkbox at the top of the column.

Note: Team members will not be able to respond to you by clicking a Reply button in their email. If you want them to respond, be sure to include your email address in the body of the email. 

Changing a Team's Size

You can delete team members and reserved slots at any time. You can also add team members as long as there are volunteer slots available for the need.

  • To delete a team member, click the applicable X in the Options column. Click Yes to confirm.
    option_x.png
    When you delete a team member, an "Unregistration Confirmed" message is sent to them via both email and in-app messaging.
  • To delete a reserved slot, click the Surrender a Reserved Spot button just below the Team Members section heading.
    button_surrender_reserved_slot.png
    Click Yes to confirm. The number of reserved slots (shown to the left of the button) decreases by one.

    Note: As a site manager, you can also increase the number of reserved slots for a team.

  • To add a team member, click the Add Team Member button.
    button_add_team_member.png
    Complete the team-member sign-up form, and click Submit Member.
  • To recruit team members, click the Copy Join Link button.
    button_copy_join_link.png
    This copies the "join link" to your clipboard. You can then send the link out to potential team members, and they can click it to join the team.

Note: If potential team members don't already have an account on your Connect site, they will need to create an account in order to complete their need response and join the team.

Viewing a Team's Resume

The team resume is a PDF that displays a team's hours and responses in an attractive, easy-to-read format. The information shown is for the past six months. Only a team creator, team leader, or site manager can access the resume initially, but the link can be emailed to anyone to view.

To view a team's resume, click the Copy Resume Link button in the Team Members area of the Team Response form.

button_copy_resume_link.png
This action copies the link for the team resume to your clipboard. Follow this URL to view the resume, which displays the following information:

  • A "snapshot" showing the total team hours submitted, the number of team members, and the number of associated need responses (total reserved slots)
  • Graph showing number of team hours performed by month
  • Details of team responses (names of team members, along with any reserved, unoccupied team slots)
  • Details of team hours (dates the volunteer work was performed, number of hours per team member, miles traveled, and hours statuses)

Note: While you can save the PDF or send the link to make the resume available to anyone, keep in mind the privacy needs of the team's members, and be aware that team members may not want their volunteer information, email address, and/or hours made available to anyone beyond the team leader and the site manager.

Editing a Team Member's Response Information

A team member's response information can be edited form the Team Members area of the Team Response form. To edit a team member's response:

  1. In the applicable row of the table of team members, click the Edit (pencil) icon.
    icon_edit.png
  2. In the Edit Team Member form that is displayed, edit team-member details as applicable; click here to see what information can be edited.
  3. Click Submit Member

Table of Editable Team-Member Details

The following details can be edited in the Team Response form:

Detail Description
Email address If no email address was previously entered for the team member, you can add an email address.

Note: If there is already an email address in the Member Email field, it is considered a part of the user's profile, and you cannot edit their first name, last name, or email address. See "Note on replacing a team member" below.

User group If the team member belongs a user group, you can select or change their user group. If their response is already associated with a user group, you can change the response so that it is not associated with one.

Note: A team leader has this same capability, but they can only see the user groups that they share in common with the team member. As a site manager, you can see all user groups that a team member belongs to.

Answers to custom questions If there are any additional questions on the need-response form, you can edit the answers (or add answers yourself) on the team member's behalf.

Note on replacing a team member: If you wish to replace a registered team member with someone else, you must first delete the team member and then add the new one.

Changing the Team Leader (or Assigning a New One)

When responding as a team, the team creator must specify the first name, last name, and email address of a team leader. To add or change a team leader, mark or clear the applicable check boxes in the Leader column of the Team Members area.

column_team_leader.png

There is no need to click a Submit button to save team-leader changes.

Team Hours Management Area

The Team Hours area features a table that lists all of your team members whose volunteer hours have been entered or submitted. By default default, it shows the following information:

  • Team member's name and email address
  • Hours attributed to the team member
  • Status of the hours (pending, approved, denied, or entered)
  • Options to edit or delete the hours that have not yet been approved or denied

You can use the Table Filter to view further details (such as description, miles traveled, etc.) of the hours submissions.

Note: Use the Team Members table to add hours. That table also includes the option of displaying hours statuses. Click here to learn more. 

Editing Team Hours

As a site manager, you can edit a team member's hours, regardless of the hours status. A team leader can also edit a team member's hours, but only if those hours have not yet been approved or denied. As a site manager, you can also edit hours from your hours-management area (Volunteerism > Hours).

To edit a team member's hours:

  1. Click the Edit (pencil) icon in the applicable row.
    table_hours_statuses.png
  2. In the Edit Hours form that is displayed, make your edits as needed. Click here to see what information can be edited.
  3. Click Submit Hour Entry.

Table of Editable Hours Details

The following details can be edited in the Edit Hours form:

Detail Description
Date worked The date that the volunteer work was performed
Hours worked The number of hours worked; this field may be pre-populated by the default number of hours for the need.
Miles traveled The number of miles traveled
Description A description of the volunteer work; could include any additional notes you wish to add as a team leader. This field will be visible to the person responsible for approving the hours.
Answers to custom questions If your site includes additional questions regarding the hours submitted, you can edit or answer them on the team member's behalf.

Deleting Team Hours

As a site manager, you can edit a team member's hours, regardless of the hours status. A team leader can also edit a team member's hours, but only if those hours have not yet been approved or denied. As a site manager, you can also edit hours from your hours-management area (Volunteerism > Hours).

You can delete a team member's hours as long as they still have a status of Entered or Pending. Once a member's hours have been approved or denied by a manager, they can no longer be deleted.

To delete a team member's hours:

  1. In your My Teams area, scroll to the Team Hours table.
  2. In the applicable row, click the X icon.
  3. Click Yes to confirm the deletion.

Team Name and Description

You can change a team's name and description as needed from the Team Information section of a team's Team Response page. Once you have made changes, remember to click Update Team to save them. 

Bulk Actions for Teams

The team-management area, accessed at Volunteerism > Teams, includes buttons for performing the following bulk actions on teams:

buttons_bulk_actions.png

  • Email Leaders - Mark the boxes of the teams whose leaders you want to email, and then click the Email Leaders button. This opens the Email Blast tool with the filter set for team leaders only.
  • Email Members - Mark the boxes of the teams whose members you want to email, and then click the Email Members button. This opens the Email Blast tool with the filter set for team members only.
  • Export Teams - Mark the boxes of the teams you want to export, and then click Export Teams. The export shows team ID and name, team leader name and email, number of team members, number of reserved slots, and the need ID and title that the team responded to.

Changing the Number of Reserved Slots

As a site manager, you can add or remove reserved slots for teams. To change the number of reserved slots:

  1. Access the team-management area from Volunteerism > Teams.
  2. Click the applicable number in the Reserved Slots column of the Teams table to open an editable field showing the number.
    popup_reserved_slots.png
  3. Change the number in the field.
  4. Click Go.
  5. Click Okay to confirm that the slots have been updated.

The new number now appears in the team row under the Reserved Slots column heading.

Deleting a Team

When you delete a team, your Connect site will send an "Unregistration Confirmed" message (via email and in-app messaging) to all team members, including the team creator and team leader.

To delete a team (and its response) from your site:

  1. Access the team-management area from Volunteerism > Teams.
  2. Click the in the applicable row under the Options column heading.
    icon_delete.png
  3. Click Yes to confirm the deletion.

Once deleted, a team (and its response) cannot be reactivated.

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