Bio Volunteer Tab

The Volunteer tab of the Bio screen contains information about each person in the household or organization who is currently or has been a volunteer. The information includes details about their skills and interests, any awards they may have won, a calendar of their upcoming volunteer sessions, and a complete work history.

There are four sub tabs on the Volunteer tab: Volunteer Details, Calendar View, List View, and Work History.

Volunteer Details Tab

The Volunteer Details tab contains a list of all of the individual person records in the household or organization. The individual names show whether or not you have marked them to show when you entered a couple name. Unless you checked the Is Volunteer check box when you entered or edited her name, her status is set to "Not a volunteer." If you checked the Is Volunteer check box on her name, you may have set her volunteer status to something else.

The choices for volunteer status are:

  1. Not a volunteer - has never volunteered or shown any interest in volunteering.
  2. Active - is an active volunteer. You can set this status yourself. It is also automatically set when you schedule the volunteer to work.
  3. Inactive - was a volunteer in the past but not recently. You set this status yourself for a volunteer.
  4. On Call - available to volunteer but not yet scheduled.

If you click on the down arrow next to a name in the volunteer list, additional details about that volunteer appear. These fields are explained below, but they may appear in a different order or they may not all appear. In addition, there may be additional user defined fields set up for volunteers. This screen can be designed by your administrator, using the Customizing Page Layout feature in the Admin tab.

The fields that you can add for each volunteer are as follows:

  1. Status - as explained above.
  2. Source - how did this volunteer come to your attention. Volunteer Source codes are created on the Codes tab of the Admin tab.
  3. Supervisor - who is in charge of this volunteer. The supervisor can be changed for each volunteer session. This is the default supervisor. The list of names is the list of your users of ExceedFurther.
  4. First Contact - the date the volunteer first contacted your organization about volunteering.
  5. Tags - the skills, interests, jobs, locations and awards that apply to this volunteer.
  6. Notes - any notes about this volunteer.
  7. The following additional fields are automatically filled when a volunteer is scheduled to work or actually works:
  8. Birth date - from the name you entered when you added the household or organization.
  9. First worked - the first date the volunteer actually worked.
  10. Last worked - the most recent date the volunteer worked.
  11. Last job - the last job the volunteer worked.
  12. Next scheduled - the next date the volunteer is scheduled.
  13. Next scheduled job - the next job the volunteer is scheduled to work.
  14. Total hours - the total number of hours the volunteer has worked.

The Volunteer Details tab has the following buttons:

  1. Edit - to edit the volunteer fields listed above.
  2. Add Availability - to enter information about when this volunteer is available to work. This takes you to the Add Availability screen where you can specify dates and times that this volunteer is available to work. This will help you find volunteers to work but it is not required.
    1. You can add availability on a regular recurring pattern, like every Wednesday morning, or on a random basis, where you pick specific dates.
    2. You can view availability for a volunteer on the Calendar View tab (below).
  3. Schedule to Work - to schedule a volunteer to work a specific job at a specific time and place. This takes you to a list of jobs. After you select the appropriate job and click on Schedule, you are taken to Step 4 of the Volunteer Job Scheduler screen where you can select the date and time.
  4. Add Hours - to record hours worked by the volunteer. This button opens a screen listing all of the scheduled volunteer sessions for this volunteer.
    1. You can select one or more of these work sessions and do the following:
      1. Mark as Worked - this fills in the actual starting and ending time from the schedule, calculates the hours, and sets the Has Worked field to "Yes" for all of the work sessions that you selected from the list. You can make changes to these directly in the list by typing a different starting and/or ending time or changing the number of hours.
      2. Unmark Worked - this changes the Has Worked field to "No" and removes the hours and times worked.
      3. Save Hours Worked - this saves all of the hours that you have filled in.
      4. Mail/Email - this opens the Mailing Setup screen so that you can send a thank-you letter to the volunteer from this screen.
  5. Volunteer Manager - to go to the Volunteer Manager tab.

Calendar View Tab

The Calendar View tab displays a calendar showing a volunteer's work schedule and availability. Select the volunteer name from the drop down list at the top of the calendar.

You can move from month to month using the arrows at the top of the calendar.

The availability dates and times are shown with a "(v)" after them. The scheduled dates and times are followed by an "(s)". For scheduled sessions, the job, task and location are also displayed. You can make changes to an availability date/time or a scheduled session by drilling down on the time.

The Calendar View tab has these buttons:

Add Availability - to enter information about when this volunteer is available to work. This takes you to the Add Availability screen where you can specify dates and times that this volunteer is available to work. This will help you find volunteers to work but it is not required.

You can add availability on a regular recurring pattern, like every Wednesday morning, or on a random basis, where you pick specific dates.

Schedule to Work - to schedule a volunteer to work a specific job at a specific time and place. This takes you to a list of jobs. After you select the appropriate job and click on Schedule, you are taken to Step 4 of the Volunteer Job Scheduler screen where you can select the date and time.

Availability List Tab

The Availability List shows a list of the dates and times that a volunteer is available to work. You select the name of the volunteer and the date range to view at the top.

The Availability List tab has these buttons:

  1. Add Availability - to enter information about when this volunteer is available to work. This takes you to the Add Availability screen where you can specify dates and times that this volunteer is available to work. This will help you find volunteers to work but it is not required.
    1. You can add availability on a regular recurring pattern, like every Wednesday morning, or on a random basis, where you pick specific dates.
  2. Delete - to delete the selected availability if the volunteer is no longer available during the selected dates and times.

Schedule List Tab

The Schedule List tab displays a volunteer's work schedule in a list rather than in a calendar. Select the volunteer name from the drop down list at the top of the list.

You can use this list to mark the work sessions that have been worked and credit the hours to the volunteer.

The Schedule List tab has the following buttons:

  1. Assign - this allows you to assign the selected volunteer to work. This will add one or more volunteer work sessions to the list for this volunteer.
  2. Unassign from Schedule - this removes the selected work assignment from the schedule for this volunteer.
  3. Mark as Worked - this fills in the actual starting and ending time from the schedule, calculates the hours, and sets the Has Worked field to "Yes" for all of the work sessions that you selected from the list. You can make changes to these directly in the list by typing a different starting and/or ending time or changing the number of hours.
  4. Mark as Canceled - this marks the selected schedules as canceled
  5. Mark as No Show - this marks the selected schedules as No Show.
  6. Unmark Worked - this changes the Has Worked field to "No" and removes the hours and times worked.
  7. Save Hours Worked - this saves all of the hours that you have filled in.
  8. Mail/Email - this opens the Mailing Setup screen so that you can send a thank-you letter to the volunteer from this screen.
  9. Create Gift Records - this allows you to create in-kind gifts reflecting the hours worked by the volunteer.

Work History Tab

The Work History tab displays a list of the dates and times that a volunteer has worked.

If you have added a relationship of "Same" to link the volunteer to another individual, the other individual's work history will appear in the list highlighted in green.

Select the volunteer name from the drop down list at the top of the list.

The Work History tab has the following buttons:

  1. Assign - this allows you to assign the selected volunteer to work. This will add one or more volunteer work sessions to the schedule for this volunteer.
  2. Unassign from Schedule - this removes the selected work assignment from the schedule for this volunteer.
  3. Mark as Canceled - this changes the selected sessions from Worked to Canceled. This changes the Has Worked field to "No" and removes the hours and times worked.
  4. Mark as No Show - this changes the selected sessions from Worked to No Show. This changes the Has Worked field to "No" and removes the hours and times worked.
  5. Unmark Worked - this changes the Has Worked field to "No" and removes the hours and times worked.
  6. Save Hours Worked - this saves all of the hours that you have filled in.
  7. Mail/Email - this opens the Mailing Setup screen so that you can send a thank-you letter to the volunteer from this screen.
  8. Create Gift Records - this allows you to create in-kind gifts reflecting the hours worked by the volunteer.