Snapshot
About Volunteers
Volunteer records allow you to associate an unlimited number of Volunteer activities with a Prospect. The Volunteer page allows you to associate Volunteer work with particular events, and to specify details such as activity, whether or not the Prospect is currently actively volunteering, and when the Prospect is available.
Use Volunteers to keep track of how a prospect donates their time and record their availability for projects they are associated with.
Additionally, the Volunteer record may be used to track a Prospect's affiliation with a project instead of their intent to donate services or time. If the prospect is paid, you may use the Volunteer record to note any associated expenses, rates of pay, invested hours or the total amount paid. This information will be beneficial when running reports associated with Volunteers.
The Volunteers page is always immediately accessible from the Quick Menu button . The Quick Menu button can be found on any page next to the Prospect's name.
The following tables describe all of the available fields on the Record VAE in the default order that they appear on the screen:
Volunteers Record Fields
ID Number |
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The volunteer's Prospect ID number.
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Active |
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Indicates if the prospect is an active or inactive Volunteer.
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Activity |
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The activity the prospect is associated with.
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Quantity |
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Number of hours worked by the Prospect.
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Rate |
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Rate of pay associated with Prospect.
The field will automatically convert the entry into currency format.
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Expenses |
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Total expenses associated with the Prospect.
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Amount Paid |
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The total amount transacted between the Prospect and the affliated organization. |
Department |
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Associate the Volunteer record with a department added from a user-defined list of department code values.
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Event |
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Associate the Prospect with an event. |
Solicitor |
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The Solicitor assigned to the Volunteer.
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Supervisor |
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Allows you to link another Prospect to the Volunteer record as a supervisor.
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Source |
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Allows you to link another Prospect to the Volunteer record as a referrer. |
Attributes
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Start Date |
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Date at which Volunteer work begins. |
End Date |
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Date at which Volunteer work ends. |
Unit ID |
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A Unit ID associated with the Volunteer record. |
Volunteer Desc 1 |
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A customizable field. Use to add a custom field to a Volunteer record.
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Volunteer Desc 2 |
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A customizable field. Use to add a custom field to a Volunteer record. |
User Number 1 |
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A user-defined free text field. |
Availability
The Availability section is a series of fields intended to keep track of a prospect's schedule. Select Yes or No in each field to keep an account of when a prospect is available to volunteer.
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Steps
How to use Volunteer records
To view a volunteer record for a prospect
To add a new volunteer record
To edit an entire volunteer record
To edit a field within a volunteer record
To configure a volunteer record
To delete a volunteer record
To view a volunteer record for a prospect:
1. On the Prospect Summary View or Event detail record, select Volunteers on the Go To menu .
Alternatively, you can click on the button next to the Prospect's name and click Volunteers on the Quick Menu pop-up.
- The Volunteers full-page data table displays .
2. Click an activity row in the list to view the associated Volunteer record.
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To add a new volunteer record:
1. When viewing the Volunteers full-page data table, click the Create New link toward the top right of the page.
- An empty Volunteer record page will display .
2. Enter your data in the displayed fields as desired.
3. At the top or bottom of the page, click the Save button to save your changes or the Cancel link to return to the Volunteer record without making any changes.
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To edit an entire volunteer record:
1. Toward the top-right of the Volunteer record, click the Edit All link .
- All editable fields on the page will become available for changes.
2. Edit any field as desired.
3. At the top or bottom of the page, click the Save button to save your changes or the Cancel link to return to the Volunteer record without making any changes.
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To edit a field within a volunteer record:
1. Click on the field you want to edit.
To determine if a field can be edited, hover the mouse cursor over it; if an Edit icon appears at the end of the field, you can click within the field to make changes.
2. Edit the field as desired.
3. Click the Save button to save your changes or the Cancel link to return to the Volunteer record without making any changes.
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To configure a volunteer record:
1. Toward the top-right of the prospect record, click the Tools link .
2. On the Tools drop-down menu, click the Configuration link .
- The VAE Configuration screen for Volunteers (from Administration options) displays.
3. Configure the volunteers record as explained in the VAE Configuration help.
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To delete a volunteer record:
1. Toward the top-right of the prospect record, click the Tools link .
2. On the Tools drop-down menu, click the Delete link .
3. A Delete Record pop-up window will appear , confirming that you want to delete the record:
- Click Yes to permanently delete the record.
Once the Volunteer record is deleted, it cannot be retrieved.
- Click No to return to the Volunteer record without making any changes.
4. If you chose to delete the record the deletion will process.
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