Searching For An Opportunity

To view current opportunities and access more details follow the steps below:

1.   Go to MANAGE OPPORTUNITIES > YOUR OPPORTUNITIES
2.   You will now be presented with a list of all current opportunities.

3. Type part of the name of your opportunity into the search bar and click SEARCH button.

Note: If you click on the TOGGLE ADVANCED SEARCH FILTER button you can filter the results in more detail.

Removing Volunteers from an Opportunity

To view or remove a volunteer from an opportunity you need follow the steps below:

1.   Go to the MANAGE OPPORTUNITIES > YOUR OPPORTUNITIES screen.

2.   Click on the OPPORTUNITY DETAILS button

3.   Click on VOLUNTEERS from the sub-menu.
4.   You will see a list of all the volunteers, click on the red REMOVE icon next to the volunteer you want to remove.
5.   This will remove the volunteer from all future sessions on the opportunity.

The volunteer will automatically be emailed informing them that they have been removed from the opportunity.

Note: You can change the email they receive within the SETTINGS > CUSTOMISE EMAILS screen.

Removing a volunteer from a session

To view or remove a volunteer from a session you need to follow the steps below:

1.   Go to the MANAGE OPPORTUNITIES > YOUR OPPORTUNITIES screen.
2.   Click on the OPPORTUNITY DETAILS button

3.   Click on SESSIONS from the sub-menu.
4.   You will see a list of all the sessions, you can expand each session to see the corresponding volunteers by clicking on the down arrow icon to the right of the screen.
5.   Click on the REMOVE  button under the photograph of the volunteer you want to remove.

The volunteer will automatically be emailed informing them that they have been removed from the session.

Note: You can change the email they receive within the SETTINGS > CUSTOMISE EMAILS screen.

How To Describe My Opportunity

You should always aim to promote the positive aspects of the opportunity to make it attractive to a volunteer. At the same time it is very important to include all relevant information and to ensure that it is up to date and accurate, locations and equipment or clothing requirements for instance.

Only limit the eligible volunteers by requiring a DBS or INDUCTED status or minimum age if the opportunity really does warrant it, the more volunteers that can access the opportunity, the higher your uptake will be.

If you are part of a linked network of volunteer programmes then consider making the opportunity available to the wider group to increase the chance of finding the right volunteer.

Take your time and give as much information as possible and always remember that these are volunteers and they need a reason to give up their time for free, and volunteers always love a perk!

Editing An Existing Opportunity

You may need to edit opportunities if the opportunity details are incorrect or have changed.  Be aware that volunteers may have applied for an opportunity based on the original opportunity details, so changing the opportunity significantly may require you to contact the volunteers concerned to see if they still want to attend the opportunity.

To edit an opportunity you must follow the steps below:

1.   Go to MANAGE OPPORTUNITIES > YOUR OPPORTUNITIES
2.   Click on the OPPORTUNITY DETAILS button
3.   Select EDIT from the sub menu
4.   When you have finished making your changes click on the UPDATE OPPORTUNITY  button at the bottom of the screen.

 

Closing an opportunity

Close Opportunity
The opportunity will no longer appear when volunteers search for opportunities preventing any further sign-ups. Sessions with existing committed volunteers will still go ahead and these volunteers will not be removed from future sessions.

This function is usually used when the provider already has enough volunteers on the opportunity or they want to remove the opportunity from volunteers search menu.

1. Go to MANAGE OPPORTUNITIES> YOUR OPPORTUNITIES

2. Click on the OPPORTUNITY DETAILS button next to the opportunity you want to close.

3. Click on the CLOSE opportunity button on the sub-menu.

Close Opportunity and Remove volunteers
The opportunity will no longer appear when volunteers search for opportunities, nor will any volunteers be able to commit to any future sessions. Existing volunteers linked to any future sessions will be removed and informed that these sessions are no longer available.

This function is usually used if the opportunity has been cancelled. If the opportunity is re-activated at a later date the volunteers will need to reapply for the opportunity.

To suspend an opportunity you have to complete the following steps:

1.   Go to MANAGE OPPORTUNITIES > YOUR OPPORTUNITIES.
2.    Select the opportunities that you want to remove by clicking on the check box in the right hand column.
3.   Click on the drop-down box at the bottom of the screen which says ‘Please select an action’, and select CLOSE OPPORTUNITY AND REMOVE VOLUNTEERS
4.   Click on the GO button.

 

Logging Hours

Both volunteers and providers (you) have to log their hours.  All incentive schemes look at the provider logged hours so it is very important that you log the hours that the volunteer has done on your opportunities.

Log All Hours

The easiest way to log all your outstanding hours is to go to MANAGE VOLUNTEERS > LOG ALL HOURS, enter feedback which will be applied to all the volunteers, then check that you agree with the hours that are about to be recorded. Once you are happy click on the LEAVE FEEDBACK AND LOG HOURS FOR SELECTED VOLUNTEERS button.

If you are not happy with the number of hours that are about to be logged for a volunteer then you will have to uncheck the volunteers box and log hours for the opportunity (see Log Hours Against For An Opportunity).

NOTE: Hours for ongoing FLEXIBLE opportunities will not show in the Log All Hours page.

Log Hours For An Opportunity

Go to MANAGE OPPORTUNITIES > YOUR OPPORTUNITIES, then click on the OPPORTUNITY DETAILS button.

Then click on the LOG HOURS button on the sub-menu.

From here you can alter the hours and leave specific feedback for volunteers.

 

Setting up an Event

If you have an event with many volunteer opportunities we advise you to group these opportunities by using the Event function. To do this you must follow the instructions below:

1)   Goto MANAGE OPPORTUNITIES > YOUR EVENTS and click on the ADD EVENT button.

2) Type in the name of the event.

3) Type in the Web Address of the event (this will pre-populate with your event name, but feel free to change it if required).

Note: Each Event has its own EVENTS webpage, you can direct volunteers to this page which will only show opportunities which are part of that event.

 

4) Click on the ADD NEW EVENT button.

Linking Opportunities to an event

By grouping opportunities into an event, volunteers who are simply interested in volunteering on the event, and not so interested in which role they perform, can select the event from their search bar.

You can also use the events page to create a public facing webpage to advertise your event and the volunteer opportunities taking place within the event.  If a volunteer goes to this webpage they can see a branded Events webpage containing all the information surrounding the event including documents to download (e.g. maps, forms to bring on the day etc.).  At the bottom of the page they can see a list of all the opportunities that are linked to that event.

How To Group Opportunities Into An Event

This is a feature which was released as part of the version 5 update, you can watch a video explaining how the EVENTS feature work by going to:

http://youtu.be/2OipVVEq-ZI

When you create an opportunity there is an option which says OPPORTUNITY PART OF AN EVENT? if you select YES it will allow you to group the opportunity to either an existing event (using the drop down) or to a newly created event (by entering the name of the new event).

The name and details of an event can be edited at any time by going to OPPORTUNITIES AND PROVIDERS > OPPORTUNITY EVENTS from the menu.