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Using the Volunteer Management Page
Introduction
The Volunteer Management page gives users the ability to create quickly create new volunteers and edit existing volunteers in a singular page formatted with a spreadsheet layout.
Users can use this page to:
- Mass edit/create a large number of volunteers at one time.
- Search the spreadsheet for a particular volunteer with the search textbox at the top of the page.
- Add additional volunteers by filling in the empty row at the bottom of the spreadsheet or clicking the Add New Volunteer button.
People created on this page are automatically enabled to access the Online Phone Bank and Mobile App. Always make sure to click the Save button before leaving the page to save any newly added volunteers or changes made to preexisting volunteers.
- To access the Volunteer Management page, click on the People section in the navigation menu, and then click on Manage Volunteers.
Using the Volunteer Management Page
Menu Options
- Search By Last Name, Email or Phone - Allows you to search for a specific volunteer by either name, email or phone number.
- Filter By Organizer - Allows you to filter the list by canvassing organizer.
- Filter By Status - Allows you to filter the list by Volunteer Status.
- Filter By Level - Allows you to filter the list by Volunteer Level.
- Filter By Zone - Allows you to filter the list by Volunteer Zone.
- Search - Searches for volunteers who fit the Search By Last Name, Email or Phone and Filter By criteria.
- Add New Volunteer - Populates the Add Volunteer pop-up screen so you can add an additional volunteer.
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Schedule Volunteers - If you would like to schedule volunteers for an activity, activate this checkbox. A List of Work Activities drop-down menu will appear where you can choose from a list of upcoming activities. Once you have selected an activity, the calendar icon for each volunteer in the spreadsheet will turn either red or green. Red means that the volunteer is already assigned to that activity. Green means that the volunteer is not assigned to that activity.
To assign a volunteer to the activity, click on their calendar icon, which will turn red. To remove a volunteer from the activity, click on their calendar icon, which will turn green. - Save Changes to Spreadsheet - Saves any changes made in the Volunteer Management page.
Spreadsheet Columns
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View Details - There are four icons in the View Details column: the Person icon, which will take you to that volunteer's Contact Details page; the H icon, which will show you their event invitations and activities; the Calendar icon, which is used for scheduling; and the Phone icon, which will show you their mobile assignments. Click on an icon to use it.
- Last Name - Allows you to view and set the volunteer's last name.
- First Name - Allows you to view and set the volunteer's first name.
- Email - Allows you to view and set the volunteer's email address. This is the email address that will be used to log into the Mobile App and Online Phone Bank.
- Phone - Allows you to view and set the volunteer's phone number.
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Password - Allows you to set the password that the volunteer will use to log into the Mobile App. You can view passwords by activating the View Password checkbox above the spreadsheet. To set or overwrite Mobile App passwords for every volunteer, type the new password into the Set Password Here textbox in the bottom right-hand corner of the page and click Update.
- Organizer - Activating this checkbox activates the volunteer as an Organizer.
- Voter Search - Activating this checkbox gives the volunteer access to the Voter Search function.
- Assign to Organizer - Allows you to view and set the volunteer's canvassing Organizer.
- Status - Allows you to view and set the volunteer's Volunteer Status.
- Level - Allows you to view and set the volunteer's Volunteer Level.
- Zone - Allows you to view and set the volunteer's Volunteer Zone.
Creating a Volunteer Using the Spreadsheet
In the blank row at the bottom of the spreadsheet, use the Last Name and First Name columns to enter in the individual's last name and first name respectively. Use the drop-down menu in the Volunteer Status column to set the individual's volunteer status to either Prospect, Active, or Inactive. All other columns are optional. If the volunteer will be using the Mobile Canvassing App, fill in the Email and Password fields.
Click the Save Changes to Spreadsheet button to save any changes.
Creating a Volunteer from the Add New Volunteer Button
- Click the Add New Volunteer button.
- Use the First Name textbox to enter in the first name of the canvasser.
- Use the Last Name textbox to enter in the last name of the canvasser.
- (Optional) If you would like to provide the individual with access to the Online Phone Bank or Mobile App, use the Email textbox to enter in the individual's email address and the Mobile Canvassing App Password textbox to enter a Mobile App password (for Mobile App access).
- (Optional) Fill out any remaining information you would like to add.
- Click the Save button, or Save and Add New if you would like to add another volunteer.