Managing Volunteering Programs

Create a program

To create a new volunteer program:

• Navigate to the Programs table from the Volunteering dashboard
• Click on New Program button
• Similarly to building a form, fill in the details of the program in the header, then drag and drop the elements in the middle - the Application Body - to build your volunteering program form

1. Add time slots for volunteer opportunity
   In each volunteering form, you need to set up the available time slots so students can select their preferred times when applying to join a volunteer program.
   
   In the Application Body, look for the Scheduling element (see photo)
   Click Add Time Slots, and follow these steps to create time slots for your volunteer program
   • Start date/time: this refers to when the volunteer opportunity begins
     Example: for a Soup Kitchen project running daily from January 27 to January 21, starting from 4:00PM to 9:00PM, set the start date/time to 27/01 04:00PM
   • End time: this is when the shift ends each day.
     Example: For the same project above, set the end time to 09:00PM
   • Availability per slot: this determines how many volunteers can participate in each time slot. The default option is 1 (i.e 1 student per slot)
   • Time slot intervals: this defines the duration of each time slot
   • Repeats: decide how often the time slots will recur. There are 3 settings:
     • Once: the volunteer opportunity is only available for one time, on the selected start date
     • Daily: set how often the slots repeat each day.
       Example: enter 1 in the "Repeat Every" field for daily slots, enter 2 if the slots recur every other day, and so on.
     • Weekly: set how often the slots repeat each week. Similarly to daily settings, enter the number of weeks for the recurrence (e.g: "1" for every week). You can also choose the specific days of the week that the slots made available.
     • Recurring ends: if you selected Daily or Weekly, set when the recurrence should stop. Choose 1 in 2 options to set how the recurrence ends:
       • After number of occurrences: enter the total number of times the slots repeat. For indefinite recurrence, enter 9999
       • On a specific date: select the date and time when the program ends
   • Click Save to finalise your time slot setup once you've completed all the fields
2. Program settings
   In the program builder, select the Settings button as shown in the photo below
   There are 2 settings for a program:
   • Multi-user approval: enable this option if a volunteer application requires approval from multiple people.
     Add emails of approvers to ensure the receive notifications and review and approve the applications.
   • Issue certificates: enable this option if you want to provide volunteers with a certificate upon completing their shifts. Volunteers can view their certificates on their profile page on the student portal.

Once a volunteering program is published and depending on the step process setup (see Set Up Guide for more info), students can view and apply to the volunteer programs on the Student portal

Manage a program

You can manage a program from its details page. To get to a program details page from the Volunteer dashboard, navigate to the Programs table and click on the name of the program you are looking for. In the program details page, besides essential features such as editing and sharing, there are also:

• Shift Overview: provides a calendar view of all available shifts. It allows you to see which volunteers are assigned to each shift and the duration of their shifts.
• Applications table: here you can view all volunteer application submitted to the program, and approve or reject each submission.