Creating an Activity - Summary of All Steps

Basic Info

  1. What is the name of the Activity?
    • Activity: Enter the name of the Activity
  2. To what Activity Category does it belong?
    • Category: Select the Activity Category from the droplist.
  3. If your organization is part of an Enterprise, is the Activity part of a group of similar Activities across organizations?
    • Activity Report Group: Select the Report Group (managed at the Enterprise level) from the droplist.
  4. If potential volunteers can see the Activity, do you want them to fill in a specific application form when signing up to be a volunteer?
    • Application Form:
      • Default Application Form: Volunteers will complete the default application form (the one associated with the link they are viewing).
      • Application Form 1, 2, or 3: Select the specific application form volunteers should complete, if necessary.
  5. Are you currently seeking volunteers for the Activity?
    • Active:
      • Checked: You are seeking volunteers for the Activity.
      • Unchecked: You are not currently seeking volunteers for the Activity.
  6. Are volunteers allowed to log hours for the Activity?
    • Allow Hours Logging:
      • Checked: Volunteers can log hours for the Activity.
      • Unchecked: Volunteers cannot log hours for the Activity.
  7. Can group profiles sign up for the Activity?
    • Allow Group Signup:
      • Checked: Group profiles can sign up for the Activity.
      • Unchecked: Group profiles cannot sign up for the Activity.
  8. What descriptive text do you want to display to anyone who can see the Activity?
    • Description – pre-assigned: Enter (and optionally format) the general information about the Activity to advertise the position to volunteers.
  9. What descriptive text do you want to display to anyone who gets assigned to the Activity?
    • Description – post-assigned: Enter (and optionally format) the specific details to display only to volunteers that are assigned to the Activity.
  10. What internal information about the Activity do you want to enter for other administrators to see?
    • Internal Notes: Enter (and optionally format) any information about the Activity that will only be visible to other administrators.

Schedule

  1. Does the Activity have specific dates and times (shifts) or is it done on the volunteer’s own time (no shifts) or between two specific dates on the volunteer’s own time (no shifts)?
    • Schedule Type:
      • No Schedule: The Activity is a role that has no shifts.
      • Seasonal: The Activity is a role that has no shifts but only runs between two days.
        • Start Date: Enter the start date or use the date picker to select a date.
        • End Date: Enter the end date or use the date picker to select a date.
      • One Time: The Activity is scheduled* and occurs once only.
      • Disjointed: The Activity is scheduled* and occurs more than once on an irregular schedule.
      • Recurring pattern: The Activity is scheduled* and occurs on a recurring weekly or monthly pattern.

* For scheduled activities:

  • Start Date: Enter the start date or use the date picker to select a date.
  • Start Time: Enter the start time or use the droplist to select a time.
  • End Time: Enter the end time or use the droplist to select a time.

Visibility and Automation

  1. Who can sign up for (see) the Activity?
    • Visible to:
      • Only volunteers who are signed up, assigned or on the backup list: Only volunteers who are signed up, assigned or on the backup list can see the Activity.
      • Visible to all volunteers who are…: Only volunteers with a specific status (Applicant, In Process, Accepted, Inactive) and optionally with the required Qualifications can see the Activity.
      • Public: Everyone can see the Activity.
  2. Do volunteers get assigned to their requested shift(s) when they sign up for them?
    • Self-Scheduling:
      • Leave the box unchecked if you do not want volunteers to be automatically assigned (scheduled). An administrator must assign (schedule) them manually.
      • Check the box if you want volunteers to be automatically assigned (scheduled) when they sign up for the Shift/Activity. Specify the specific status(es) required (Applicant, In Process, Accepted, Inactive) and optionally whether or not they must have the Qualifications associated with the Activity.
  3. Is there a maximum number of volunteers needed?
    • Auto Lock:
      • Leave the box unchecked if there is no maximum number of volunteers needed.
      • On the maximum number of volunteers signed up but not assigned: Select this option if the Shift/Activity locks when the maximum number of volunteers have signed up (i.e. requested to be assigned).
      • On the maximum number of volunteers assigned: Select this option if the Shift/Activity locks when the maximum number of volunteers have been assigned.
    • Maximum Volunteers: Enter the maximum number of volunteers needed. If this is a scheduled Activity, enter the maximum needed per shift. If this is an unscheduled or seasonal Activity, enter the maximum needed for the overall Activity
  4. What is the minimum number of volunteers needed?
    • Minimum Volunteers: Enter the minimum number of volunteers needed. If this is a scheduled Activity, enter the minimum needed per shift. If this is an unscheduled or seasonal Activity, enter the minimum needed for the overall Activity.
  5. Can volunteers remove themselves from their Activity assignment even after they have confirmed they will be there?
    • Assignment Removal:
      • Leave the box unchecked if only an administrator can remove volunteers who have confirmed their Activity assignment.
      • Check the box if volunteers can remove themselves from their Activity assignment up until the specified number of hours before their shift begins, if this is a scheduled Activity.
      • Hours before the Activity: Enter the desired number of hours before the shift begins, if this is a scheduled Activity.
  6. Do you want to prevent volunteers from signing up for a shift of the Activity within a specific number of hours before it begins?
    • Sign Up Cutoff:
      • Leave the box unchecked if volunteers can sign up for a shift at any time.
      • Check the box if volunteers will not be able to sign up for a shift if it is less than the specified number of hours before it begins.
      • Hours before the Activity: Enter the desired number of hours before the shift begins, if this is a scheduled Activity.

Qualifications

  1. What Qualifications (pre-requisites) are needed for performing the Activity?
    • Select the values for Qualifications required for the Activity. Depending on the type of Qualification, you will be able to select an “exact match” level or if a volunteer’s Qualification level “must be at least” the value selected. Selecting a Qualification can also be used to restrict who can see the Activity and/or who can be automatically assigned to it. New Qualifications can also be added here.
    • If you have made your Activity visible to qualified volunteers, they must have all the Qualifications you have selected here in order to see the Activity.

Feedback Fields

  1. Select the Feedback Fields to be measured when hours are recorded for this Activity by checking the appropriate box(es). New Feedback Fields can also be added here.

Classifications

  • If your organization is not part of an Enterprise, on what days and times of day does the Activity occur?
    • Schedule: Check the appropriate box(es) to specify the days and times of day when the Activity occurs. This information can be used to find volunteers with matching General Availability. Please note that this information is not derived automatically from the shifts created for the activity.
  • If your organization is part of an Enterprise, how would you classify the Activity?
    • Activity: Check the appropriate box(es) to specify the type of work or sector associated with the Activity.
    • Suitability: Check the appropriate box(es) to specify who the Activity would be suitable for.
    • Time Commitment: Check the appropriate box(es) to specify how much time is expected or required for the Activity.
    • Duration Commitment: Check the appropriate box(es) to specify the suggested length of time for the volunteer’s commitment to performing the Activity.
    • Schedule: Check the appropriate box(es) to specify the days and times of day when the Activity occurs. This information can be used to find volunteers with matching General Availability. Please note that this information is not derived automatically from the shifts created for the activity.

Connections

  1. Is this Activity associated with a specific Client profile in your database?
    • Find a Client to Associate:
      • First Name Starts With: Enter a few letters of the client’s first name
      • Last Name Starts With: Enter a few letters of the client’s last name

NOTE:

This tab is only available if you have Client Module enabled in your organization.

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