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Volunteer Assignments

Estimated reading time: 5 min

Whether to view a list of volunteers or schedule specific volunteer tasks, Congregate’s volunteer assignments can help. Instead of managing multiple lists of members and what they are willing to do, allow Congregate to collect, manage, and/or assign all of your volunteers.

Scheduled vs. Non-Scheduled Volunteer Positions
If you wish to use this module to view and generate a list of volunteer positions and willing members, create positions that are non-scheduled (e.g., a position “mow the grass” is generic and not scheduled; we only want a list of members who are willing to do so when called upon). If you wish to use the auto-assignment engine and schedule specific volunteer tasks, create a scheduled position (e.g., a position “pass out Bibles on campus” on March 15th). Note: Non-scheduled positions will not appear on “Manage/Edit” – you can view those positions on the “List All Volunteers” page.

Listing All Volunteers

To list all non-schedule volunteer positions and willing members, click “List All Volunteers” under Congregation Tools > Volunteer Assignments inside Congregate Admin. There you will find a list of all your positions and the ability to export your list to a CSV file.

Assigning Volunteer Jobs

Setup is Required Before Auto-Assigning Volunteer Jobs
In order to assign volunteer jobs, you first need to set up your job positions and member permissions.

Congregate can attempt to automatically assign members to volunteer positions for any given month. Auto-assignment is dependent upon several factors and results may differ depending on the size of your membership, number of volunteer positions, and member availability. You can elect to assign all positions manually if you prefer not to use auto assignment.

      1. To start assigning volunteer jobs, click “Assign” under Congregation Tools > Volunteer Assignments inside Congregate Admin.
      2. Select the month/year you wish to assign jobs within.
      3. Click “Auto-Assign Positions” if you wish to use Congregate’s auto-assignment engine or “Manually Assign Positions” if you wish to manually assign your own positions.
      4. After submission you will be forwarded to the manage/edit volunteer jobs page where you can finalize your assignments.

Managing/Editing Assigned Volunteer Jobs

Use this page to modify your previously assigned volunteer jobs or finalize newly assigned volunteer jobs.

Selecting a Month to Manage

Use the “Month” field to select a month/year to manage and click the “Edit” button.

Editing/Making Assignments

For each position, use the “Name” dropdown menu to select an individual you wish to assign or re-assign. The dropdown list of individuals will be catered to each position based on member willingness and any guests (entered and managed on the job assignments “guests” page). The dropdown menu will default to “Needs Manual Assignment” if the position was not auto-assigned or if there was a conflict during the auto-assignment process.

Position Status

For each position, you can modify its status. If “Pending/Generated” is selected, the position as been assigned, but not confirmed – meaning members will not see the assignment. Until a status is “Published,” the assignment is only visible in Congregate Admin. Published assignments appear on your website and will trigger automated reminders. If a member has requested a cancellation, “Request cancellation” will appear as the status.

Use the buttons at the bottom of the page to quickly publish all, unpublish all, or un-assign all.

Make sure you click “Save” at the bottom of the page after selecting members and statuses. Selections will not be saved until you click save.

Positions

Volunteer positions within Congregate include the job title, or include additional information such as frequency, service, category, etc. Non-scheduled positions are simply viewed on the website and include a list of members who are willing to perform each task. Scheduled functions allow you to use Congregate’s job assignment engine to auto-assign (or manually assign) and automatically remind members of upcoming volunteer tasks.

Adding a Position

      1. To add a positions click “New” on the “Positions” page under Congregation Tools > Volunteer Assignments inside of Congregate Admin.
      2. Enter the title of the position in the “Name” field.
      3. Optionally, enter a description of the position in the “Description” field.
      4. Select the gender which can perform this position in the “Gender” menu.
      5. If you’re using the volunteer module simply to generate a list of tasks and willing members, do not make this a scheduled position. If you wish to use the auto-assignment engine (or manual assign positions), check the “Scheduled Position” checkbox.
      6. If this is a scheduled position, select the frequency of the position in the “Frequency” menu.• A one time event happens once and does not repeat.
        • A weekly event can recur on one or more days of the week.
        • A monthly event repeats on one or more days of the week on a given week of the month (e.g., second week of each month or last week of each month).
        • An all month event lasts the entirety of the month in which the event takes place.
        • A yearly event repeats each year on the given date.
        • A quarterly event repeats each year on the given quarter (quarterly dates are configured in the options page).
      7. Click “Add” to save your position.

Managing Positions

To manage positions, click “Positions” under Congregation Tools > Volunteer Assignments inside of Congregate Admin. There you will find a list of all your positions.

To edit a position, simply click its title or edit icon.

To permanently remove a position, click its trashcan icon.

To bulk update positions, check the checkboxes next to the applicable positions and select one of the following from the “Checkbox Options” dropdown menu: delete, make active, make inactive. Then click “Apply.”

Willingness

For a member to be assigned to a position he or she must be marked as willing to perform the position. Members with permission can elect what volunteer jobs they are willing to perform in their account settings.

To edit member willingness, click “Willingness” under Congregation Tools > Volunteer Assignments in Congregate Admin. Select a position to manage or click “Edit By Member” and select a member to manage. Then use the checkboxes to mark members as willing. You can export your data by clicking “Export Willingness to CSV” if you wish.

Reminders

Congregate can automatically remind members of upcoming volunteer job assignments via email, text message (premium feature), or voice message (premium feature). Members with permission can modify their reminder preferences in their account settings.

To edit automated reminder preferences, click “Reminders” under Congregation Tools > Volunteer Assignments in Congregate Admin. Then use the dropdown menus to select members’ reminder preferences: no reminder, email and text message reminder, text message reminder, or voice message reminder.

Options

Selecting Display Pages

Use the dropdown menu to select the page for your volunteer job assignments. If you do not wish to use the volunteer job assignments feature, select “None” from the dropdown menu to disable it.

Automated Reminders

    • Reply-to Email Address: If an email reminder is sent, choose a reply-to email address. This is where the email will be sent if the member replies to the reminder.
    • Number of Advanced Days for Reminder: Select the number of days before a job is scheduled to send the automated reminders.
    • Email Subject: Enter the reminder subject.
    • Include Job Description in Email: Choose if you wish to include the job’s description (other than just its title) when sending email reminders.
    • Email Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with name of the receiver and “[[Job Name]]” will be replaced with actual jobs they are assigned to.
    • Text Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with the name of the receiver and “[[Job Name]” will be replaced with actual jobs they are assigned to. Text messages can only be up to 150 characters in length. 
    • Voice Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with the name of the receiver and “[[Job Name]]” will be replaced with actual jobs they are assigned to. Voice messages can only be up to 500 characters in length. 
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