ivolunteer.com Administration Help Guide

1.Welcome to the Administration Help Guide! #

Welcome! This guide is both a walk-through and a reference for you while you are going through the ivolunteer.com system.

1.1.Purchasing a Subscription after the Free Trial #

It’s easy to convert your free trial to a paid subscription. Follow these steps:

  1. Log in to administer your free trial.
  2. Click on the Organization menu.
  3. Click on the Subscription tab.
  4. Select the desired subscription type, duration, and maximum number of volunteers.
  5. Click the button Proceed to Checkout.
  6. Follow the steps presented to complete the checkout.
paid subscription

 

When you finish and log back into your administrator account, you will see the selected promotion applied to your license under the “License” section on your Administrator Home Page.

Promotions are added to the end of your renewal date, so there is no penalty for renewing a subscription early!

2.Quick Start Guide #

The Quick Start Guide is designed so that you can quickly create and run an event. ivolunteer.com has many more options than are presented in this section, so we recommend that you read more about Administration to take full advantage of ivolunteer.com.
Follow the steps below to quickly create and run a new volunteer event.

2.1.Administrator Login #

When you first signed up for ivolunteer.com, you were emailed a link to your organization home page that looks like this: http://myorganization.ivolunteer.com. The top right-hand corner of this page contains a link titled Administration. You can follow this link to the secure login. Use the email address and password you created during the checkout process to log in.
Another way to get to the administration page is to add “admin” to the end of your link. E.g. https://myorganization.ivolunteer.com/admin.

Note: Access to the Administrative pages is over a secure connection (https) to keep your login and organization information safe.

After successfully logging in, you should be at the Administrator Dashboard menu. The Dashboard menu provides you with useful information about your events, status of your subscription, and a listing of all the most recent activity associated with your organization.

2.2.Verify Your Time Zone #

We tried to detect your time zone when you signed up for ivolunteer.com; however, you will need to verify this setting. First, check the clock in the middle at the top of the Administrator site. If the time is correct, then likely your time zone setting is correct.

To Verify Your Organization Time Zone:

  1. Logged in as Administrator, click on the Organization menu.
  2. Click on the “Default Settings” tab
  3. Click on the “Date/Time” tab.
  4. Check to make sure the proper time zone is selected. If not, select the correct one and save your changes by clicking the “Save” button.

organization settings datetime

 

Note: Each event can have its own time zone. If you created a new event before this step, you will need to check the time zone of the event. This is done on the Events menu with the Event selected. Click the Settings tab and then the Date/Time tab. Click the Save button to save your changes.

2.3.De-Activate the Sample Event #

A sample event was created when you signed up for ivolunteer.com. It provides you with an example to model your events after. You may find it helpful to keep this event in your account to refer to as create your own events. However, before you send any users to your ivolunteer.com home page, you should deactivate this event.

To access and deactivate the sample event:

  1. Click on the Events menu.
  2. Select the event titled “Sample Luncheon” from the list of events on the left side of the page.
  3. In the Details tab, click on the button that says Deactivate. You will be asked if you really want to deactivate the event. If you’re sure about deactivating the event, click Yes. Otherwise, click No.
  4. If you clicked Yes, the event is now deactivated.


To remove the sample event:

  1. Above the list of events, click the Remove button and confirm your choice.
  2. The sample event has now been removed.

2.4.Create Your New Event #

  1. Click on the Events menu.
  2. If you have removed the sample event your events list will be blank. The list also will be blank if you only deactivated the sample event but used the filters to clear it out of the way. Otherwise, your events list is where the sample event is.
  3. Click the Add button above the list of events.
  4. Enter an Event Name, Unique ID, Event Start Date, Event End Date, Signup Start Date, and Signup End Date. You can go back and change the values of these fields at any time.
    1. For easy reference, the Unique ID should match the event. For example, if my event is a Wrapping Booth, I might want my Unique ID to be “wrap.” The Unique ID will become part of the URL or web address your volunteers will use to sign up for your event. E.g. http://myorganization.ivolunteer.com/wrap.
    2. Choosing the dates for your event is important to ensure that all slots, reports, and emails go out on time.
      Please also remember to check that your time zone for the event is correct so that volunteers will receive their emails on time. You can do this by going to Settings > Date/Time in the event.
  5. When you have finished putting in these details, click OK. You now have a new event!
  6. Next, verify the contact information that volunteers should use to reach out with questions or comments about this event. This information defaults to the administrator who created the event, but you can change it to someone else.
  7. Verify the location of the event.
  8. Click the Save button to save your changes.

SEE ALSO:

Video
Watch the process of creating a new event.

Video
Learn about working with dates in ivolunteer.com.

2.5.Review Your Event Settings #

The default settings that were created when you signed up for ivolunteer.com should suffice for most events. However, there are a few settings that you may want to tweak. The settings below can be found on the Settings tab of your selected event.

  1. Slot Taken Display Format – Found on the Display tab under the heading “Slot”, this is how a volunteer’s name will be displayed when they have signed up for a slot. Your options are
    • First Name – shows the volunteer’s first name only
    • Last Name – shows the volunteer’s last name only
    • Full Name – shows the volunteer’s full name
    • First Name Last Initial – shows the volunteer’s first name and last initial (e.g. John H.)
    • First Initial Last Name – shows the volunteer’s first initial and last name (e.g. J. Hancock)
    • Other – shows the literal value of the Other field. If the Other value matches a label you defined in the Custom Prompts. In this case, then the value of the custom prompt will be used. E.g. if the value of Other is “Taken” and there is no custom prompt label that matches “Taken” the slot will display “Taken” when it is taken. If you entered “Nickname” in the Other field, and you defined a Custom Prompt labeled “Nickname” then the value entered for “Nickname” is used. For instance, if a volunteer put “Smitty” as their “Nickname” then “Smitty” will be displayed when the slot is taken.
    • None – doesn’t show anything when a slot is taken.
  2. Signup Sheet Top Instructions and Bottom Instructions – Found on the Layout tab, this is where you can give potential volunteers some extra information they might need before making a decision to volunteer. Tip: Click the “Save” button to save your changes. You may then click on the “Preview” tab to see the Signup Sheet the way volunteers will see it.
  3. Notification Options – Found on the Emails tab. By default, Event Administrators will receive an email when a volunteer confirms or cancels. You may want to change this to the Event Contact or turn it off altogether.
  4. Custom Prompts Tab – When a volunteer signs up, they are required to enter their email address and their first and last name. If you need to collect other information (e.g., a phone number, or a t-shirt size) from volunteers when they sign up, you can do that with Custom Prompts. Click the “Add” button to add any extra information that you need to collect. Note: Custom Prompts can have many options. Learn more here.
  5. Date/Time Tab – verify your Time Zone and any other date and time settings.
  6. When you have finished making changes, remember to save your work by clicking the “Save” button.

Note: The Settings tab offers many options that are not covered in this brief section. Go to the section on settings to learn more.

2.6.Design Your Event Signup Sheet #

The signup sheet is where volunteers will enter their information to volunteer for your event. There are a few questions to consider before creating your signup sheet:

  1. What will volunteers be volunteering for? Will they be doing a job for a period of time (e.g., working for an hour wrapping presents) and/or supplying some resource (e.g., bringing a pair of scissors)? If volunteers will be both working and supplying resources, consider dividing the event into multiple tasks–for example, having one task for work and another for resources.
  2. How many volunteers do you need?
  3. Is this a one-day event, or does it span multiple days?

Note: See the sample luncheon event for a somewhat complex signup sheet example.

Follow these steps to quickly create a signup sheet:
  1. Select the applicable event in the Events menu.
  2. Click on the Signup Sheet Design tab.
  3. Click on the Add Task button.
  4. Give the task a relevant title – for example, “Setup” or “Cleanup.” If you plan to have only one task, it may be appropriate to give the task a generic name such as “Signup Sheet” or even “Volunteer.”
  5. The task date will default to the event start date, but you can change it to another. For example, if each task you create happens on a different day, you can set the date of the task accordingly.
  6. Decide what your rows and columns will be. For example, will the columns contain the times or a description of the job?
  7. Add as many columns and rows as you need, setting the headers with times, descriptions, or both.
  8. If you need more volunteers for a particular slot position, click on the Edit button for the slot position and set the number of volunteers you need.

Note: Saving your changes and switching over to the “Preview” tab will let you see what the signup sheet will look like to your volunteers.

3.ivolunteer.com Administration #

3.1.Administrator Login #

When you first signed up for ivolunteer.com, you were emailed a link to your organization home page that looks like this: http://myorganization.ivolunteer.com. The top right-hand corner of this page contains a link titled Administration. You can follow this link to the secure login. Use the email address and password you created during the checkout process to log in.
Another way to get to the administration page is to add “admin” to the end of your link. E.g. https://myorganization.ivolunteer.com/admin.

Note: Access to the Administrative pages is over a secure connection (https) to keep your login and organization information safe.

After successfully logging in, you should be at the Administrator Dashboard menu. The Dashboard menu provides you with useful information about your events, status of your subscription, and a listing of all the most recent activity associated with your organization.

3.2.Admin Dashboard #

The Dashboard admin page shows the status of your events and your ivolunteer.com subscription at a glance. This page is automatically updated every 30 seconds with the latest information about your events.

The Dashboard page is divided into four sections:

  • Announcements – This section (when shown) will inform you about new features, service availability, tips and other ivolunteer.com related announcements.
  • Active Events – This shows you all of the events you currently have active and includes an update of how many slots remain open.
  • Subscription – Shows the current status of your Subscription. Note: Anything in red may require your attention.
  • Recent Activity – Shows the past 20 actions. E.g. Administrator login, slot confirmations & cancellations, emails being sent.

3.3.Organization Menu #

Under the Organization menu you can make changes to your Organization’s details, home page, and default settings and manage your ivolunteer.com subscription. The organization-wide default settings here will apply any new events that you create. For that reason, it’s best to customize these settings in the beginning before you start creating events.

Note: Most of the default settings apply only to new events. However, the Colors and Tracking options under Settings also apply to all existing events.

Organization Default Settings vs. Event Settings

Event settings are unique to each Event. When a new Event is created, a copy of the Organization default settings becomes part of the new Event. When an Event is copied, its settings are copied to the new event as well. Modifying Event-specific settings will NOT affect the settings of any other event; nor will it affect the Organization’s default settings.

Reverting to Default Settings

At any time you can use the Revert button to revert your Organization’s default settings back to the System default settings–the settings that were in place when you created your account. If you do revert, any custom changes you made to your Organization settings will be lost. Likewise, you can revert individual event settings to the Organization defaults. Clicking the Revert button on settings for any Event will revert the selected Event’s settings to the Organization’s defaults.

The following sections explain the uses of each tab under the Organization menu.

3.3.1.Details Tab #

The Details tab in the Organization menu allows you to modify your organization’s name, contact and address.

Organization
* = required

  • Organization Name*: how your organization will appear to volunteers throughout the system.
  • Unique ID: This is the ID you created when you signed up. It’s used primarily as the first part of your URL, i.e. http://uniqueid.ivolunteer.com
    You cannot edit this field. If you wish to change your organization’s unique ID, please send an email to support@ivolunteer.com.
  • Website: Your organization’s published web address (if one exists). This is where volunteers should go if they wan to learn more about your organization than what’s available at ivolunteer.com.

Primary Administrator & Contact

Note: The primary contact for the organization is also the primary administrator of ivolunteer.com for the organization.

  • First Name*: first name of the primary contact.
  • Middle Initial: The middle initial or middle name of the primary contact.
  • Last Name*: The last name of the primary contact.
  • Phone: The phone number where the primary contact can be reached.
  • Email*: The email address where the primary contact can be reached. This is also the login user id for the primary administrator.
  • Confirm Email*: Used to verify the email address that was entered to help prevent typos.
  • New Password: used to create a new password for the primary contact/administrator.
  • New Password Confirm: Used to verify the new password to help prevent typos. (Required when creating a new password.)
  • Notification Email Frequency: Indicates how often the primary administrator will receive notification emails.

Organization Address

  • Country*: Country where the organization is located.
  • Street Address: Street address of the organization.
  • City*: City or locality of the organization.
  • State/Province*: State or province of the organization.
  • Zip/Postal Code*: Postal code where the organization is located.

Billing Contact & Address

This section includes the same address fields as above with the addition of name, phone, and email fields for the organization’s billing contact.

3.3.2.Home Pages Tab #

The Home Pages tab is where you can customize the appearance of your ivolunteer.com home pages. The primary home page is always http://organizationid.ivolunteer.com, where organizationid is your organization’s unique id. You may add more home pages if you want to customize pages for different sections of your organization or if you simply want an easy way to group your events. Each secondary home page will have its own unique ID in the URL, with your organization’s primary unique ID staying the same. E.g:
http://myorganization.ivolunteer.com/homepageID.

Just click on the Add Home Page button to begin with a fresh template for a new home page. Options include:

  • Home Page Title: The title that will be displayed for this page if a Home Page Title checkbox is checked under Layout.
  • Visibility/Accessibility: The options for visibility and accessibility of a home page include:
    • Tab alongside Home Page or by Url: Volunteers will be able to access the page either by tab or by direct entry of the URL.
    • Hidden (Accessible by Url Only): Hidden home pages are accessible only to volunteers who have the URL to the page.
    • Disabled (Not Accessible): Select this option if you want to disable a secondary home page completely.
  • Unique ID: The ID that will appear after your organization’s main URL, e.g., myorganization.ivolunteer.com/homepageID.
  • Layout: This section contains options for the layout of the home page.
    • Home Page Title: Check this box to place the home page title above the welcome message.
    • Welcome Message: The message that appears at the top of the home page to welcome your volunteers. This field is edited using a Rich Text Editor which works in most web browsers.
    • Home Page Title: Check this box to place the home page title below the welcome message.
  • Event Display Type: This field lets you choose how volunteers will select active events on the Home Page. Options include:
    • Drop-down: The events appear in a drop-down list with event names, dates, and status in the selected order.
    • List: The events are listed on the page as individual, clickable links with information in the selected order. This option lets volunteers see all of the events at a glance.
    • Table: The events appear in table rows with the selected columns–event name, date(s), status, etc.
    • None: Events will not be displayed on the home page.

Note: If you select to display events, the display will include only active events that are not hidden and that have not already occurred.

  • Event Sort Order: This field determines how active events are sorted. Options include:
    • Natural Order: Events are shown in the order they were created.
    • Name, Start Date: Events are sorted first by event name and then by start date.
    • Start Date, Name: Events are sorted by first start date and then by event name.

Placing Events on Specific Home Pages

To place events onto different home pages:

  • Go to the “Events” menu and click on an event or create a new event.
  • Click on the Details tab.
  • Under the Show on Organization Home Page or Hide category, click on the drop-down box and select the home page on which you would like for your event to appear. Here you can also select to “Hide” the event, making it accessible only by URL.

3.3.3.Settings Tab #

The Settings tab allows you to set a variety of default settings for your Organization’s ivolunteer.com account. On the sub-tabs you will find settings for Display/Layout, Emails, Date and Time Settings, Logo, Colors, and Google Analytics Tracking on your home pages. The Save button allows you to save any settings that you change. The Revert button reverts all your changes to the original system settings.

  • Display/Layout Tab: On this tab you can set what terminology your organization uses by default and select what appears around your organization’s home page(s).
    • Organization & Database: Under this heading you can select the terminology, or what your participants do and are called. Since ivolunteer.com deals primarily with volunteer scheduling, your default participant actions will be “Volunteer, Volunteered, Volunteering” and your default participant title will be “Volunteer.” These terms come into play when using variables in the Rich Text Editors. Whenever you see or use [SCHEDULE], [SCHEDULED],[SCHEDULING], or [PARTICIPANT_TITLE] used in your emails, in the Top Instructions of your Event, on your Home Pages, etc., that is where your terminology of choice will be used. You may need to change the wording in your emails or in the instructions if you find the terminology you chose to use does not work well with the original templates.
    • Layout: Under this heading you can select what appears around the organization home pages. Just check or uncheck the boxes next to the features you would like to have on your home page.
      Note:
      unchecking the Header option will remove the text in the upper right hand corner that enables you to log into Administration from the home page or to select Kiosk Mode.
  • Emails: Email sent from your account will have a sending address of myorganization@ivolunteer.com or myorganization.some_event@ivolunteer.com. Any replies or bounce-back messages received by those addresses may be forwarded to your administrator(s) and/or event contact(s). Under the Administrators tab you can specify the type of email individual administrators will receive.
  • Database: On this tab you can select options for database fields representing information saved in the Database for each participant. Premium subscribers also have the option to  add up to 10 custom database fields.
  • Date/Time: On this tab you can adjust your organization’s Date and Time settings, such as the Preferred Date format, Time Format, and Time Zone as well as the Input Date and Report Date formats. You can also choose your preferred currency format.
  • Languages: Core texts on the Home, Event and Participant pages can be displayed in the languages offered in the menu under this heading. It is up to you to translate any of the customizable Settings under Layout, Info Messages, and Emails. Administrative mode always displays in English. If you are interested in translating the core texts into other languages, please contact support. Currently the languages supported are English and Danish, as well as the option to Detect from Browser (with English being the fall-back language.
  • Logo: In this tab, you can set a Logo for your Organization. When you set a logo here, then you can use the variable [ORGANIZATION_LOGO] to have that logo appear anywhere on your Home Pages or your Events. Then, when you change the logo in this tab, anywhere that the [ORGANIZATION_LOGO] appears will also change to match the image set here.
    To set your Logo:

    • Click on Set Logo…
    • Input the URL of the image you would like to use, or click the Select… button.
    • If you click on Select… you can upload an image to your Organization’s media library to use as your logo, or you can choose an image you have previously uploaded. After choosing your image, click on the Select button to the right of the image description.
    • After you have input the image URL or selected your image from your library, then you can choose your dimensions. You also can change the dimensions of your logo if you find it is too large or too small. (Note that upward scaling of an image from its actual size will cause a loss in display quality.) You can choose to change both width and height, just width, or just height.
    • When you are ready to set your Logo, click OK.
  • Colors: Here you can choose a color scheme for your Organization from any of our preset color schemes. The three colors on the left-hand side are the main colors of your organization, and the three on the right-hand side are the colors used in the Signup Sheet when slots are Free, becoming Filled, or completely Full. To save your color scheme, choose the one you would like to use and press the Save button. Always make sure to save any changes that you make to your settings.
  • Tracking: If you have a Google Analytics account, this tab allows you to add your Google Analytics Tracking ID to track your iVolunteer Home page and Event pages. Tracking applies to all existing and new events. To track your iVolunteer Home page, first add the URL of your home page into your Google Analytics account. It will look something like “myorganization.ivolunteer.com”. Then paste your Google Analytics Tracking ID into the field on this page.

Note: The Colors and Tracking options under Settings apply to both new and existing events. Other default settings are applied only to new events.

3.3.4.New Event Settings #

In the New Event Settings under the Organization menu, you can adjust the default settings for any new events your organization creates. New events are events that are created by clicking on the Add button in the Events menu instead of by copying an existing event. Copied events will have the same settings as the original event, whereas new events will have the settings that are defined in the New Event Settings tab.

The options under Organization>New Event Settings are almost identical to the options for an Event that you create under the Events menu. Click here to review those settings.


Note:
After making any changes in a tab panel or dialog box, be sure to click Save.

Under New Event Settings for your Organization, you will find these tabs:

  • Display: This tab lets you choose defaults for your event-specific terminology and the way your tasks and volunteers in slots will be displayed. These settings mirror the Event Display Options for specific events.
  • Layout: This tab allows you to select defaults for the information that will appear on your signup sheets. These settings mirror the Event Layout Options.
  • Prompts: These settings allow you to set the default visibility of email and name prompts as well as to create custom prompts for volunteers. These options mirror the Event Prompts.
  • Info Messages: These settings allow you to set defaults for signup and event availability messages, as needed. The options mirror those of the Event Info Messages.
  • Emails: This tab lets you define the default subject and body of all of the email types. These settings mirror the Event Emails tab.
  • Date/Time: This tab allows you to define the date and time settings for new events. These settings mirror those on the Event Date/Time tab.
  • Scheduled Emails/Reminders: These settings provide defaults for the Event options under Send Email. Use the Add Scheduled Email or Edit Template button to add a default scheduled email to be applied to any new events you create.
    Note: Changes you make to Organization Default Settings DO NOT affect any currently defined events. Defaults settings are ONLY applied to any newly created events.To Schedule Reminder Emails:

    1. Click on the Add Scheduled Email button.
    2. Select the Type “Reminder” (default) from the Type field.
    3. From the When field, pick the number of days before your event that you would like the reminder to be sent.
    4. Click the Save Schedule button to save your changes.


    To Schedule Thank You Emails
    :

    1. Click on the “Add Scheduled Email” button.
    2. Select the Type “Thank You” from the “Type” field.
    3. From the “When” field, pick the number of days after your event you would like the thank you to be sent.
    4. Click the “Save” button to save your changes.

    Note: When Scheduled Emails go out, the Event Contact (default) will get an email showing who received the emails. Click here to learn more about Email Notifications.

 

  • Sign-In: Here you can choose whether to track Event attendance by default. For more about Sign-In Options, click here.
  • Logo: Here you can set the default logo for Events. When you click Set Logo… and then Select…, you will have the option to upload a logo.
  • Payments: Premium accounts have the option to receive payments. On this tab you can select Manual Payments, PayPal, or Stripe as the Event default. Each provides additional options for display and payment preferences.

SEE ALSO:

Event Settings

3.3.5.Reports #

This section allows you to output data from multiple events to an Excel spreadsheet or a PDF. Choose the report format from the drop-down, check all of the events to include, and select the desired report to view by clicking on the appropriate button. The following reports are available:
organization reports

  • Administrators: A report that shows all of your Administrators, their Role, and the Events they are administering.
  • Activity Log: A log of all of the activity in your Organization. This can also be seen on the Dashboard menu.
  • Detailed Report: Displays one record for each and every slot in an event.
  • Detailed Report (Optimized for Excel): The same as the One Slot Per Row report, but will be exported directly to an Excel Spreadsheet.
  • Name badges: A report for creating Name Badges for an event.
  • Participation: Shows participant information and commitments for an event or events.
  • Sign In Sheet: A sign in sheet to use at your event so you can log your volunteers’ attendance.
  • Sign In Sheet (Optimized for Excel): The same as the Sign In Sheet report, but will be exported directly to an Excel Spreadsheet.
  • Signup Sheet: a hard copy of the signup sheet you designed using ivolunteer.com.
  • Signup Progress: Reports weekly and cumulative totals of the number of participants signed up each week since sign-up scheduling started.

3.3.6.Files #

In the Files section you can upload files to ivolunteer.com, find files that have already been uploaded, and manage your ivolunteer.com files. These can include images or PDF files you have chosen to share in your instructions, in your emails, on your Events, or in the welcome message on your Home Page.

To upload a file:

  1. Click on the Upload File button in the upper left-hand corner of the pane.
  2. Click on the Choose File button in the pop-up window and select your file from your computer.
  3. Make sure this is a file you have permission to use. If you have permission to use the file on your ivolunteer.com account, you can check the box that says “I agree that I have permission to use this file, that it does not contain private or confidential information…” etc.–the legal stuff. You’ve “read” terms and agreements before; this is the internet! Just be smart and please don’t post anything that you shouldn’t. This includes images your organization doesn’t own or doesn’t have the rights to place on a website.
  4. If you wish, you can tag your file with a group name to help organization your media. From the Group/Tag dropdown list, select an existing group or select “Add New…” to create a new one.
  5. When you’re ready, click on the Upload File button. If you find you’ve selected the wrong file accidentally or your conscience is getting the better of you at checking that little box when you maybe shouldn’t have, you can click Cancel instead and cancel the entire process.

3.3.7.Administrators #

On the Organization Administrators tab you can add administrators, edit administrator information and roles, and remove administrators from your organization.

Administrators come in four fun flavors:

  • ORGANIZATION – Can do everything the Primary Administrator can do except update information on the Organization Details tab.
  • EVENT DESIGN – Can manage, view reports, send email, create new events, modify design of assigned events, and assign other event administrators to those events.
  • EVENT REPORTING – Can access Manage, Preview, Email, Reports, Sign-in (if Track Attendance is on) and Activity Log tabs for assigned events.
  • EVENT MANAGE – Can access only Manage, Preview and Sign-in tabs for assigned events.

Technically, you could say there are five different levels of administrators if you include the Primary Administrator: this is the person who originally set up the ivolunteer.com account or, if your account has changed hands, the person whose information is on the Details tab of the Organization. The Primary Administrator is the only one able to edit the information on the Organization Details tab and to renew or change the account subscription. Otherwise, an Organization administrator can do everything that the Primary Administrator can do.

Note: To change the Primary Administrator of your account, first make sure the new Primary has been given the Organization Administrator role. Then go to the Organization Details tab and click the Change Administrator… button. Select the new administrator from the list.

3.3.8.Subscription #

On this tab you can view your current subscription information, view a receipt from your last transaction with us (detailing your current subscription payment), add on to your subscription, or resubscribe. Please see the section on Purchasing a Subscription after the Free Trial for more information on how to add a subscription.

3.4.Events Menu #

This menu is your one-stop shop for adding and managing Events. However, before you add your first event, you may want to look over the New Event Settings under the Organization tab. Those settings determine the default options for new events.

3.4.1.Adding A New Event #

To create a new event:

  1. Click on the Events menu.
  2. Click the Add button above the list of your events. If you went ahead and removed the sample event, rather than just deactivating it, your events list will be blank. If you only deactivated the sample event, but have chosen to use the filters to clear it out of the way, your events list will be blank. If you have not done either of these things, your events list is where the sample event is.
  3. Now enter a Name for your event, the Unique ID for your event, the Event Start Date, Event End Date, Signup Start Date and Signup End Date. You can go back and change these fields at any time if you change your mind or if the plan for the event changes in the future.
  4. Change the Unique ID to something that matches the event. For example, if my event is a “Wrapping Booth,” I might want my Unique ID to be “wrap.” The Unique ID will become part of the URL or web address your volunteers will use to sign up for your event. E.g. http://myorganization.ivolunteer.com/wrap.
  5. Choosing the dates for your event is important to ensure that all slots, reports, and emails go out on time. Here is the link to a video on how dates work.
    Note: Please also remember to check that your time zone for the event is correct. You can do this after saving your event by going to the Settings tab and then the Date/Time tab for the Event. You also can change the default time zone for new events under Organization > Settings > Date/Time.
  6. When you have finished putting in these details, click the OK button. You now have a new Event!
  7. Next, verify the Contact information on the Details tab. This information defaults to the administrator who created the event, but you can change it to someone else.
  8. Also on the Details tab, verify the location of the event so that volunteers aren’t getting sent to the wrong place to volunteer!
  9. Click the Save button to save your changes.

Video
Watch the process of creating a new event.

3.4.2.Selecting an Event #

To select an event:

  1. Click on the Events menu.
  2. Select the desired event from the Events selection list on the left side of the screen.
    If you cannot easily find the Event you are looking for, you may want to try using the Filters & Sort Order link above the Events list.
    If your Events list has the word “filtered” beside it in parentheses, then you already have a filter applied to help you more easily find events within that filter. You can choose to filter your events by searching

    • for the name or partial name of the event
    • by status of the event (including Active Events or Past Events)
    • by Home Page that the event may be located on
  3. You can also choose the sort order of your events. The default is the natural order, or the order in which you created your events, with your oldest event at the bottom of the list and the newest at the top. You also may sort this list by Name, Start Date (alphabetical order by the name of the event), or Start Date, Name (the event that begins the soonest at the top and the event that begins the latest at the bottom).

3.4.3.Copying An Event #

To copy an Event:

  1. Select the desired Event.
  2. Click on the Copy button, located above the Event list between the Add and Remove buttons.

Copying events will copy the Event’s settings and signup sheet design, without carrying over any volunteers from the previous event. This is useful for events that happen annually, or if you like the way that signup works on one event and would like to use it for all of your events without having to recreate the signup sheet every time. Copying can save you time and effort and give you a few less things to worry about.

3.4.4.Removing An Event #

  1. Select the desired Event.
  2. Click the Remove button, located above the Event list between the Copy and Restore buttons. Removing an Event removes it from
    • your Event list
    • your volunteers’ commitments pages (if you have volunteers signed up for the list)
    • your Organization Home Page
  3. If you have accidentally removed an Event or if you decide you actually want to keep the event, you can use the Restore button to restore the event to your Events list. Events that are removed are only able to be restored for 90 days. After 90 days the Event is permanently deleted and you cannot get it back.

3.4.5.Event Details #

Use the Details tab to define the event.

event details

Top Buttons

  • Save: Saves the changes made to this tab
  • Activate: makes the event active if the event is currently in-active. Active means that people will be able to volunteer for this event provided the current date also falls within Scheduling Start and Scheduling End dates.
  • Deactivate: Makes the event inactive if it is currently active. Inactive means that people will not be able to volunteer for this event. If volunteers are already signed up for this event, they will no longer see it as one of their commitments on their participant pages.
  • Reload: Reloads the event. If you have unsaved changes, you will be warned that you will lose the changes by reloading and asked to confirm.
  • Re-Use: Creates a new copy of the event.
  • Administrators: Allows you to see which administrators are currently assigned to the event. Using this button, you can remove administrators for this event or assign new ones.

Details Section

  • Show on Organization Home Page or Hide: Use this option to choose which Organization Home Page you would like the event to show up on. You can also choose to Hide the event, which will make the event accessible only but the Event URL.
  • Event Url: A click-able link to the web address for this event.
  • Event Name: The name of the event.
  • Unique ID: Identifies this event. The Unique ID is also used as part of the event URL.
  • Security Mode: Options include:
    • Public: Anyone who can find the link on the Internet will be able to access this event.
      Note: For security we do NOT allow search engines to index signup sheets. However, if you post a link to this event on a public website, others will be able to find it. If you are concerned about random people volunteering for your event, consider using a password.
    • Password: Only users that provide a matching password defined in the Password field will be allowed access to the signup sheet.
    • Security Mode Password: Required when Security Mode selected is “Password”.
  • Kiosk Option: when checked, the signup sheet will have an extra link (upper right hand corner) that will allow the kiosk mode to be turned on. When Start Kiosk is clicked, the coordinator must enter the kiosk password. To learn more about Kiosk Mode, go to the section about Kiosk Mode in the
  • Kiosk Option Password: The password required to enter kiosk mode.
  • Short Description: Short description of the event.
  • Website: A link on you organization’s website with more information about this event.
  • QR Code: the funny pixelated square graphic on the right-hand side of the Details section. You’re seeing them everywhere, on your ketchup bottles, while riding public transportation, at sporting events. What are they? What do they do? The QR code is a machine-readable code consisting of an array of black and white squares, typically used for storing URLs or other information for reading by the camera on a smartphone. We generate a unique QR code for every event created using ivolunteer.com. You can click on it to make it bigger, print it out, post it around your school, workplace, town, city, etc. to let smartphone users read it and be sent instantly to your event.

Dates Section

  • Event Start Date: The date this event starts.
    Note: When you change the start date of an event, the system will prompt you to change all other dates in system relative to the start date change.
  • Event End Date: The date this event ends (the end date is inclusive).
  • Signup Start: The date that volunteers can start signing up for slots.
  • Signup End: The inclusive date after which volunteers can no longer signup up for slots.
  • Self Cancellation Ends: Allows you to choose from a variety of options on when you would like to allow your volunteers to cancel their slots from their Participant page. This also includes the option to turn self cancellation off so your volunteers are unable to cancel their slot without contacting the event contact or administrator first.

Contact Section

  • Contact Name: The full name of the contact for this event. This information defaults to the administrator creating the event.
  • Contact Email: The email address of the contact for this event. You can specify two email addresses if they are separated by a comma.
  • Phone: The phone number for the contact for this event.

Location Section

  • Street Address: street address of where this event is taking place. If applicable.
  • City: The city where this event is taking place.
  • State: The state where this event is taking place.
  • Postal Code: The postal code where this event is taking place.

3.4.6.Event Settings #

The Settings tab lets you define the settings for the selected event. The sections below cover each of the sub-tabs of the Settings section.

3.4.6.1.Display Tab #

Display Tab

The Display tab is where you can choose your event-specific Terminology and the way your Tasks and volunteers in Slots are displayed.

The Event section includes additional settings for how an event is displayed.

  • Terminology – Participant Actions (Verbs): Sets the verbs used for the event. E.g. If you change the verbs to [Participate, Participated, Participating] the button to volunteer will say “Participate”. A confirmation email’s subject line might say “Is Ken Participating in The 2011 Food Drive?” Note: You may also need to adjust screen messages and email text so that your messages appear as intended.
    The options for this field are:

    • Aid, Aided, Aiding
    • Attend, Attended, Attending
    • Bring, Brought, Bringing
    • Commit, Committed, Committing
    • Consign, Consigned, Consigning
    • Donate, Donated, Donating
    • Help, Helped, Helping
    • Join, Joined, Joining
    • Participate, Participated, Participating
    • Register, Registered, Registering
    • Reserve, Reserved, Reserving
    • RSVP, RSVPed, RSVPing
    • Schedule, Scheduled, Scheduling
    • Serve, Served, Serving
    • Sign up, Signed up, Signing up
    • Volunteer, Volunteered, Volunteering
  • Participant Title (Noun): This is the title use to refer to a participant for your event. E.g. Volunteer, Participant, Attendee, Person. Note: You may also need to adjust screen messages and email text so that your messages appear as intended.
  • Participant Title Plural: Plural version of the Participants Title. E.g. Volunteers
  • Optimize on Mobile View: allows you to toggle on/off the ability for volunteers signing up on a mobile device like a tablet or smart phone to see the mobile view of the signup sheet. You can preview the mobile view in the Preview tab of your event by selecting “Volunteer (Phone)” or “Volunteer (tablet)”
  • Count Slot Limits and Group Restrictions by: When a slot limit is set, you can choose how many times an email address is counted towards a volunteer by choosing whether just the email counts toward the slot limit or whether the email address must be connected to the same name to count toward the slot limit.

The Task section provides additional settings for how tasks are displayed.

  • Repeat Column Headers – choose how often the column headers are repeated for large tasks
  • Slot Width – choose how wide your slots are. Your choices are narrow, normal, and wide. Your preference for the Slot width can depend on how many and what kind of Custom Prompts you may be using, what looks best for your event, and how large your Column Headers are.
  • Slot Section – additional settings for how slots are displayed.
  • Slot Taken Visibility (who may see names of confirmed volunteers) – who will see the names of confirmed volunteers in the slot. You can choose to show the names of confirmed volunteers to Everyone, to All Confirmed Volunteers and Administrators, or to just the Confirmed Volunteer in the Slot and the Administrators.
  • Slot Taken Display Format (shown to everyone) – how the slot will appear on the signup sheet to everyone who visits the signup sheet once the slot has been taken. Options are:
    • First Name – shows only the volunteer’s first name. E.g. “Ken”
    • Last Name – shows only the volunteer’s last name. E.g. “Smith”
    • Full Name – shows the volunteer’s full name. E.g. “Ken Smith”
    • First Name Last Initial – shows the volunteer’s first name and last name’s initial. E.g. Last revised 12/04/14 16
      “Ken S.”
    • First Initial Last Name – shows the volunteer’s first initial and last name. E.g. “K. Smith”
    • Initials – shows only the volunteer’s initials. E.g. “KS”
    • Other – determined by the value entered in the “OTHER” field.
    • None – shows nothing
  • OTHER (shown to everyone): text to show when OTHER is selected in the “Slot Taken Display Format” field above. The literal value of OTHER will be used unless the value in this field matches a label you defined in Custom Prompts. In that case the value of the custom prompt will be used. E.g. If the value of OTHER is “Taken” and there is no custom prompt label that matches “Taken” the slot will display “Taken” when it is taken. If you entered “Nickname” in the OTHER field, you defined a Custom Prompt labeled “Nickname” and the value that the volunteer entered for “Nickname” is “Smitty”, “Smitty” will be displayed when the slot is taken.
  • Slot Taken Display Format (shown to confirmed participants) – how the slot will appear on the signup sheet to other confirmed participants once the slot has been taken. Options are the same as in the Slot Taken Display for everyone.
  • Slot Needed Display – what is shown to volunteers when a slot is still available. Options are:
    • Available
    • Needed
    • Open
    • Total – shows only the total signed up
    • None – Don’t show anything

3.4.6.2.Layout Tab #

The Event Layout tab allows you to select what information will appear on the signup sheet. This form operates much like the Layout tab in the Organization Settings tab > Display/Layout. You can toggle on/off options such as the header and clock, the title of the Event, the top and bottom Instructions, event details, cancellation instructions, privacy statement, the Obligation & Liability Disclaimer, and the Share on Facebook option. You can also edit the instructions, the privacy statement, and the obligation and liability disclaimer by clicking on the buttons with those labels.

event layout

3.4.6.3.Prompts Tab #

Prompts Tab

On this tab you can add prompts to request additional information from volunteers. You also can control the visibility of prompts.

Prompt Visibility: Controls who will be able to see the entered values of Email, First Name and Last Name once a slot has been confirmed.

Note: The default for all prompts is Not Visible – Administrators Only.
Email and phone (custom prompts) fields cannot be visible to Everyone.

Custom Prompts: Allows you to define extra prompts that will be requested when a participant signs up for a slot. To add a custom prompt:

  • Click the Add button.
  • Give the new prompt a label: e.g, “Nickname.”
  • Give the prompt a short description: e.g., “Enter another name you go by.”
  • If you want to make the prompt required, check the “Required” checkbox.
  • Pick the type of prompt you want to create. The ivolunteer.com system supports adding fields of the following types:
    • TEXT – free form text entry field.
    • NUMBER – Only allows numbers. You can define the format as well as the minimum and/or maximum values allowed.
    • DATE – Only allows dates.
    • DROPDOWN – A list of items from which to choose.
    • CHECKBOX – Checked or un-checked: e.g., “I certify that am over 21”
    • EMAIL – Only accepts valid email addresses.
    • PHONE – Only accepts valid phone numbers.

Note: Custom prompts will appear after the required prompts Email, First Name and Last Name in the order that they appear on this tab.
You can edit or remove any custom prompts you create by clicking the “Edit” or “Remove” buttons. Additionally, you can set the confirmed prompt visibility using the “Confirmed Visibility” dropdown to control who can see the prompt once it has been confirmed.

3.4.6.4.Info Messages Tab #

These settings allow you to modify Signup and Event Availability messages, as needed. Click on each message type to view and modify the default message.

  • Signup Messages: These messages show up when a volunteer goes to sign up for a slot.
  • Confirmation Instructions: This message tells the volunteer how to confirm by clicking on the link in the Confirmation email they receive when Required Confirmations are turned on.
  • Auto-Confirmation Instructions: This message tells the volunteer that they have been automatically confirmed because they were confirmed for a previous slot, or because confirmations are not required.
  • Slot Just Taken: This message informs the volunteer that the slot they were trying to sign up for has been taken by another volunteer. This can happen when volunteers sign up for the same slot at the same time, but one volunteer’s submission goes through faster than the other’s.
  • Event Availability Messages: These messages are shown when someone visits the signup sheet, depending on the current state of the event.
  • Event Not Active: This message shows when a volunteer goes to the URL for an event, and the event has not been activated yet.
  • Event Finished: This message is shown when someone is viewing a link to an event that has an end date in the past. This can happen if someone navigates to an old event signup sheet (possibly from a bookmark) for an event that has ended.
  • Event Signups Have Not Started: This message shows when a volunteer goes to sign up for an event for which the signup start date is in the future.
  • Event Signups Finished: This message shows when a volunteer goes to signup for an event for which the signup end date has passed.
  • Event is Password Protected Login: This message shows when you password protect an event. Provides field for your volunteer to enter the password for the event.

3.4.6.5.Event Emails #

The Emails tab under Event Settings lets you define the subject and body of all of the email types. The Body field is edited using the Rich Text Editor. Variables or tokens can be used in the subject and body. See below for variables that are available for all emails. Additional variables are listed per email type. You can find descriptions of all variables at the end of this document.

[EMAIL_FROM]
[EVENT_CONTACT_EMAIL]
[EVENT_CONTACT_NAME]
[EVENT_CONTACT_PHONE]
[EVENT_DESCRIPTION]
[EVENT_END_DATE]
[EVENT_NAME]
[EVENT_SCHEDULING_END_DATE]
[EVENT_SCHEDULING_START_DATE]
[EVENT_START_DATE]
[EVENT_URL]
[EVENT_WEBSITE]
[ORGANIZATION_ADDRESS_CITY]
[ORGANIZATION_ADDRESS_COUNTRY]
[ORGANIZATION_ADDRESS_PHONE]
[ORGANIZATION_ADDRESS_POSTALCODE]
[ORGANIZATION_ADDRESS_STATE]
[ORGANIZATION_ADDRESS_STREETADDRESS]
[ORGANIZATION_NAME]
[ORGANIZATION_PRIMARY_ADMINISTRATOR_EMAIL]
[ORGANIZATION_PRIMARY_ADMINISTRATOR_NAME]
[ORGANIZATION_URL]
[ORGANIZATION_WEBSITE ]
[PARTICIPANT_EMAIL]
[PARTICIPANT_FIRST_NAME]
[PARTICIPANT_LAST_NAME]
[PARTICIPANT_NAME]
[PARTICIPANT_TITLE]
[SCHEDULE]
[SCHEDULED]
[SCHEDULING]
[SLOT]
[SLOT_CUSTOM_VALUES]
[TASK_DATE]
[TASK_DESCRIPTION]
[TASK_DETAILED_INSTRUCTIONS]
[TASK_SUB_TITLE]
[TASK_TITLE]
 

  • Confirmation Notification Email: Sent to the Event Administrators and/or the Event Contact (as configured in Notification Options) when a participant has confirmed a slot.
  • Cancellation Notification Email: sent to the Event Administrators and/or the Event Contact (as configured in Notification Options) when a participant has canceled a slot.
  • Confirmation Email to Participant: Sent to the participant when the participant has not confirmed and needs to confirm a slot(s) that they are volunteering for.
    Note: This email is not sent to participants who have already confirmed and have auto confirm on. Use the Confirmation Notification email (see above) if you need to use the email as a receipt. This email type also includes an extra variable:
    [PARTICIPANT_URL] : System generated url for the participant to confirm slots.
  • Confirmation Notification Email to Participant: Sent to the participant after they have confirmed a slot that they are volunteering for. By default the participant can elect to receive this email at the time of confirmation but you can check to always send this notification.
    Note: If you need volunteers to have a printed confirmation or if you have important information that they must have at the time that they confirm, this is the email to use.
  • Cancellation Notification Email to Participant: Optionally sent to the participant after they have canceled a slot. The participant can elect to receive this email at the time of cancellation.
  • Reminder Email to Participants: Sent to the participant when you send reminders.
    The “Future Days To Include with Reminder” setting allows you to specify how many days in the future to include in the reminders [SLOT_LIST] or [SLOT_LIST_WITH_TASK_DETAILS] variables. E.g. “4 Days” will include reminders for the next 4 calendar days from the target date. This helps ensure that volunteers are not bombarded with email that some might consider to be “SPAM”.
  • Thank You Email to Participants: Sent to the participant when you send thank you emails.
    Note: The “Future Days To Include with Reminder” setting in reminders also applies to the Thank You email, although [SLOT_LIST] and [SLOT_LIST_WITH_TASK_DETAILS] are not used in the Thank You email by default.
  • Preempted Email to Participant: Sent to the participant when someone else has taken a slot that they were signed up for.

3.4.6.6.Event Date/Time #

In this tab you can adjust your Event’s date and time settings, such as choosing the preferred date format, time format, and time zone as well as the input date and report date formats. You can also choose your preferred currency format.

event_date

Languages: Core texts on the Home, Event and Participant pages can be displayed in the languages offered in the menu under this heading. It is up to you to translate any of the customizable settings under Layout, Info Messages and Emails. Administrative mode always displays in English. Currently, the languages we support are English and Danish, as well as the option to Detect from Browser (with English being the fall-back language). If you are interested in translating the core texts into other languages, please contact ivolunteer.com Support.

3.4.6.8.Event Payments #

With a premium subscription you can accept payments for your Events. You can select Manual Payments, PayPal, and/or Stripe as a payment method. Each provides additional options for display and payment preferences.

event payments

3.4.7.Signup Sheet Design Tab #

The Signup Sheet Design tab allows you to design the signup sheet for your Event. See Design Your Event Signup Sheet for a quick tutorial on building the signup sheet.

event signup sheet

3.4.7.1.Working with Tasks #

Creating a New Task

  1. Click on the Add Task button.
  2. Give the task an appropriate title. This is the title that will appear in the tab for this task on the signup sheet.
  3. Check the date of the task. The value in the Date field defaults to the start date of the event, but if your event spans multiple days, you can make each task represent a different day or create a task that spans many days. When you configure a Task to be over “more than one day,” you also need to tell the system on which axis the dates will be defined. Your choices are Column Headers or Row Headers.

    Here is an example of a Task configured to happen on one day:
    task one day

    Here is an example of a Task configured to happen over many days:
    task many days

    IMPORTANT: If you do not define a date in all of your Column Headers or Row Headers for a Task that spans more than one day, the Event Start Date will be used for that Column or Row.

  4. Add columns and rows to your new Task Signup Sheet.

Additional Task Options

After you create a task, you can customize it. To see all options for the selected task, click on the plus next to More Task Options.

  • Sub-Title: Optionally add a sub title for this task. This will show up above the Task Signup Sheet.
  • Short Description: Optionally enter a short description of this task. This will appear above the Task Signup Sheet but below the Sub-Title (if one is provided)
  • Task Instructions: Optional formatted instructions for the volunteer. Instructions will show up in the slot details for the volunteer on the volunteer’s page.
  • Task Date Option: Select whether your task is on one day, spans Event dates, or appears in column or row headers or in each Slot position. To change the task dates, click the Adjust Task Dates button.
  • Slot Description Format: This affects how a slot in the task will be displayed throughout the whole system. Select whether you want the column header (including times, if any) or the row header (including times, if any) to be used first to describe a particular slot in the task. E.g., Column 1:00 PM to 2:00 PM – Row or Row – Column 1:00 PM to 2:00 PM.
  • Sign-Up Limit per Volunteer: Limit the number of slots that a participant can hold for this task or for individual slots. If a participant tries to schedule more slots than this number, she will see a message that she has reached her limit for this task. She will not be allowed to sign up for another slot unless she cancels another slot in this task first.
    Note: This value can be adjusted while the event is running as needs change. See Participant Slot Limit for Event in Settings to learn how to adjust this limit for the whole event.
  • Custom Prompts: This section is visible only if you have created custom prompts for your event. This section allows you to select prompts that only apply to this task. By default, all custom prompts are selected and would apply to the task. Here is a quick example of how you might use this option: Suppose you have hats and t-shirts to give out to volunteers. You want hats to go only to volunteers working with food and t-shirts to go to everyone else. You create two custom prompts for the event: one is “Hat Size” and the other is “T-Shirt Size”. For any of the tasks involving food, you would uncheck the “T-Shirt Size” field so that volunteers for food would not be asked their t-shirt size. Likewise, you could uncheck “Hat Size” for all other tasks so that volunteers for the other tasks would not be asked for their hat size. (Learn more about Custom Prompts here).

Copying a Task

  1. Select the task you wish to copy by clicking on the Task tab.
  2. Click on the Copy Task button.
  3. Follow the steps above to set the title, dates, and columns and rows of the Task Signup Sheet.

Removing a Task

  1. Select the task you wish to remove by clicking on the Task tab.
  2. Click on the Remove Task button.

Changing the Order of Tasks

  1. Select the Task you wish to move by clicking on the Task tab.
  2. Use the Move Task Previous or Move Task Next buttons to change the location of the task.

3.4.7.2.The Task Signup Sheet #

Adding Columns and Rows

Use the Add Column and/or Add Row button to obtain the proper number of columns and rows. After pressing Add Column or Add Row, you will be prompted to enter the header information for the new row or column. New columns are added to the far right of the sheet, while new rows are added at the bottom of the sheet.

adding columns and rows

Removing a Column or Row

Click the red minus (-) button on the row or column you wish to remove.

Moving a Column or Row

Click the desired direction arrow button on the on the row or column you wish to move.

Editing Column or Row Headers

Click on the Edit Header button of the Column or Row you would like to edit.

Enter any header text in the provided field as appropriate for the header.

Note: You can also leave the header text blank if you are only interested in presenting time values. To force a line break, you can use a <br> tag in this field. Please note that the only HTML tags that can be used in this field are <b>,<i>,<u>,<br>,<a>,<img>,<span>. This is to help prevent Cross-site scripting (XSS) vulnerabilities in ivolunteer.com.

If you need to specify a time for this row or column, you can use the From / At time and (if needed) a To time. Note: Generally it’s recommended that you only specify times in only one axis (only rows or only columns but not both). In some cases you may want to specify times in the “Header Text” if you need more control over the time format.

Click the OK button when you are done making changes to the header.

Editing Slot Positions

Click on the Edit Slot button for the slot position you would like to edit.

From here you can modify the number of volunteers needed for the slot position and the number of hours. Setting the number of volunteers to zero (0) prevents volunteers from signing up for the position. The number of hours for the slot is computed automatically from the headers, but you can override this value if desired.

Click OK when you are finished making changes to the slot.

3.4.8.Manage Tab #

The Manage tab allows you to see which volunteers are signed up for which slot. You can edit information, sign up, confirm, or cancel a volunteer from this tab. Use the Add from DB button to add volunteers whose info is stored in your database.

manage tab

3.4.9.Preview Tab #

The Preview tab allows you to see the event signup sheet just as volunteers will see it. The preview tab can be helpful to use while you are making changes to your event. Use the View as field to see how the signup sheet will look for different viewers.

Note: The preview tab will only show saved changes. Be sure to save any changes you make to see how they will look in the preview tab.

3.4.10.Send Email Tab #

The Send Email tab gives you the ability to invite participants to sign up for your event and to schedule and send other types of emails to participants.

send email tab

Note: You can define a default schedule for any new events in your Organization’s New Event Settings.

To send an invitation email:

  1. Click on the Invitations to Sign up tab.
  2. Click Send or Schedule.
  3. Select whether you want to send now or schedule for a later date. If you are scheduling an email, enter the date and time that you want it to be sent.
  4. Select your recipients: either all the database participants or a specific group of recipients. You also can exclude people who already have signed up for the event.
  5. Select an email template, or click on the New Template button to build a new one.
  6. Edit the Reply-to Address and the Subject and Body of your email as necessary.
  7. Click Send Test E-Mail if you want to send a test. You also may save the email as a template.
  8. Click Schedule or Send Now.

To create a reminder, thank-you, or custom email send now or later:

  1. Click on the Reminders/Thank Yous tab.
  2. Press either the Schedule or Send Now button.
  3. Select the type of email you want to create from the Template dropdown list:
  4. Reminder: Send an email reminder to participants in your signup sheet. See the Emails Tab under the Settings Tab to customize the Reminder email text.
  5. Thank You: Send a thank you email participants in your signup sheet. See the Emails Tab under the Settings Tab to customize the Thank You email text.
  6. Custom:  Send an email from a custom template that you create. After you select Custom from the list, either select an existing custom template or click on the New Custom Template button to build a new one.
  7. If you are scheduling an email, select when you want the email to go out relative to which date.
  8. Edit the Subject and Body of your email as necessary.
  9. Click Send Test E-Mail if you want to send a test. You also may save the email as a template.
  10. Click on the Schedule or Send Now button as applicable.

Note: You can define a default schedule for any new events in Organization Default Settings.

A saved schedule might look something like this:

When the scheduled time arrives, email will be sent to participants signed up in the tasks listed. You can also receive a confirmation email that the communication was sent, including all of the recipients. See the Emails tab under Event Settings to define who will get this notification.

Note: Please allow anywhere from a few minutes to up to 6 hours from the scheduled time for emails to be sent. We spread out the sending of these emails to avoid having ivolunteer.com email marked as spam by email providers.

To Re-Send Email Verifications: 

You can re-send confirmation emails to participants in your signup sheet who have not yet confirmed as a subtle way to remind participants that they need to confirm their slot(s). See the Emails tab under Event Settings to customize the Confirmation email text. Note that this is the same text used for all confirmations for the event.

3.4.11.Reports Tab #

The Reports tab allows you to display data from the event in an Excel, PDF or HTML format. Choose the Report and then select the Format. Select any other options as appropriate (each report offers a slightly different set of choices). Available reports include:

  • Activity Log: A log of all of the activity in your Organization. This can also be seen on the Dashboard menu.
  • Detailed Report: Displays one record for each and every slot in an event.
  • Detailed Report (Optimized for Excel): The same as the One Slot Per Row report, but will be exported directly to an Excel Spreadsheet.
  • Name badges: A report for creating Name Badges for an event.
  • Participation: Shows participant information and commitments for an event or events.
  • Sign In Sheet: A sign in sheet to use at your event so you can log your volunteers’ attendance.
  • Sign In Sheet (Optimized for Excel): The same as the Sign In Sheet report, but will be exported directly to an Excel Spreadsheet.
  • Signup Sheet: a hard copy of the signup sheet you designed using ivolunteer.com.
  • Signup Progress: Reports weekly and cumulative totals of the number of participants signed up each week since sign-up scheduling started.

3.4.12.Attendance Sign-In Tab #

The Sign-In tab allows you to sign in your volunteers electronically at your event. A connection to the Internet at your event is required for sign-in.

To use the Electronic Sign-In:

A Primary Administrator or an Event Administrator (with Design permission), must first navigate to the new Sign-In tab for an Event and check the Track Attendance check box. A list of all signed up participants will display for all slots closest to the current date. You can change the dates to any of the other dates in your Event by selecting a date in the Date dropdown list.

  • Use the Group/Sort to change the order of participants listed. You may also filter the list by entering a partial name or slot description in the Contains field and then pressing the Filter button.
  • To sign-in a participant, simply check the Sign-In checkbox next to the participant’s name.
  • To customize Sign-In settings, click the Settings… button. Here you can:
    • Set the default sort order.
    • Show / Hide unfilled slots. This can be helpful for volunteers who are not registered but show up at the event.
    • Show / Hide already signed-in participants.
    • Select the default prompts to show on the Sign-In Sheet, e.g., “T-Shirt size.”

Note: Enabling Track Attendance affects the Participants Report. When Track Attendance is not enabled for an event, the Participants report simply totals hours from each slot that a volunteer was signed up for on the event. When Track Attendance is enabled for an event, the Participants report totals only those hours that a volunteer was also marked as Signed-In for. Whenever total hours reported for a participant excludes slot hours for which the volunteer was not signed in, an “X” indicator will appear at the right end of the line for that participant.

3.4.13.Activity Log Tab #

The Activity Log tab allows you to see the most recent activity for an event. This includes:

  • Event Saves: When an event is saved and who saved it.
  • Event Confirmations & Cancellations: When someone confirms or cancels for an event.
  • Event Emails Sent: Whenever an email is sent for the event.
  • Event Email Bouncebacks: When an email bounces back to the system for the event.

This tab is refreshed automatically every 30 seconds.

3.5.Database Menu #

The Database Menu is where you can add, remove, and edit Participants in your Database, create Groups for your volunteers, and schedule emails to go out to the participants in your Database.

3.5.1.Participants Tab #

The Participants tab lets you view and manage the participants in your database. Click the More… button to see additional options.

  • Add Button: Allows you to manually add a volunteer/participant to your database.
  • Remove Selected Button: Remove all selected volunteers/participants from your database.
  • Refresh Button: Get the latest entries in your database. As new volunteers confirm, they are added to your database. Refreshing the database will show any new volunteers / participants that have been added since you last refreshed.
  • Export Button: Run a simple report from your database.
  • Participants List: Allows you to view all of the participants/volunteers in your database. Clicking on a column header changes the way participants are sorted. By default the list is sorted by Last Name. The Participant List allows you to view 30 participants at a time. Use the page buttons at the bottom left of the Participants List to page through your volunteers. The More button allows you to view and edit a volunteer’s information.

3.5.2.Groups Tab #

The Groups tab lets you sort your volunteers into groups to send email, to restrict volunteering, or for just maintaining sanity.

  • Groups List (left side): The list of all your groups you have created. If you have not created any groups, this will be empty.
  • Add Button: Use to create a new group
  • Edit Button: Use to modify a group name or remove a group
  • Group Members List
  • Add Members Button: Use to add members to the group from the entire database, or filter by other group
  • Add Members from Event(s) Button: Use to add members to the group from current and past events
  • Remove Selected Members Button: Will remove all selected members from the group
  • Refresh Button: Get the latest entries into a group.
  • Administrators: Select which Event Administrators have access to email a selected group.

3.5.3.Email Tab #

The Send Email tab lets you send, schedule, and edit scheduled emails to people in your database.

  • Send or Schedule Button: Used to schedule emails to go out to all of your Database Participants, or emails to Participants in certain groups, and to create templates for emails to be sent out.
  • Refresh Button: Refresh the page to see new emails that have been scheduled, or to see that emails have gone out since the last time you refreshed.
  • Edit Button: Used to edit emails scheduled to go out.

4.Notes #

4.1.Organization Default Settings vs. Event Settings #

Organization Default Settings apply to any new events that are created (except the Colors and Tracking settings, which apply to all new and existing events). It is therefore advisable to customize these in the beginning so that they can apply to any new events you create.

Note: You can use the Revert button to revert Organization Default Settings back to the System Default Settings. If you click Revert, any custom changes you made to your Organization Default Settings will be lost.

Event Settings are unique to each Event. When a new Event is created, a copy of the Organization Default Settings becomes part of the new Event. When an Event is copied, the Event Settings are copied from the Event being copied. Modifying Event Settings will NOT affect settings with any other event or the Organization Default Settings.

Note: Clicking the Revert button on Event Settings for any Event will revert the selected Event’s Settings to the Organization Default Settings.

4.2.About Event Kiosk Mode #

Kiosk Mode is a special mode for the signup sheet which allows participants to sign up without having to confirm by email. It is intended as a way to easily signup volunteers at a meeting or some other gathering.

When you check that you want the Kiosk Option and provide the kiosk password, this will add an extra link in the upper right corner of the Volunteer Signup Sheet titled Start Kiosk. When someone you have designated clicks on this link, they are prompted for the password you created. Successfully entering this password will put the Volunteer Signup Sheet into Kiosk Mode. In Kiosk mode when a volunteer signs up, they are immediately confirmed.

4.3.About the Rich Text Editor #

The Rich Text Editor allows you to edit HTML messages while having only a limited knowledge of HTML. Editing using the Rich Text Editor is similar to editing you would do using popular word processors but with a few differences.

Most important, you can insert variables using the Insert Variable dropdown list in the Rich Text Editor’s toolbar. The variables in the list will be specific to the type of message. You can also manually add a variable, but in order to work, it must be:

  • in all uppercase
  • surrounded by brackets: [ ]
  • an available variable for the type of message

To reduce problems with variables, we highly recommend using the Insert Variable dropdown when inserting variables.

Note: In most cases you can copy and paste from other editors or web pages into the Rich Text Editor, and the formatting will remain intact. In this way you can use whatever fonts or formatting that you wish. When using copy and paste in this way, it is totally up to you how the final product will appear. Keep in mind that not all fonts will be available on all systems that may be using ivolunteer.com.

4.4.About Variables #

About Variables

Variables allow you to use data entered into the system in emails and screen messages. A variable when used MUST be surrounded by the variable brackets. I.e. [EMAIL_FROM] is is a valid variable while EMAIL_FROM is not.

Note that not all variables will be available for every screen message or email. Please see the help for the field in question for a list of variables applicable for a particular field. Using a variable that is undefined for a field will output the raw form of the variable. E.g. “[SOME_VARIABLE]” instead of the desired result.

All Variables:

[AVAILABLE_SLOTS] – Current number of open or available slots on a volunteer signup sheet

[EMAIL_FROM] – This is the address that an email is being sent from. The email from will be of the form organizationuniqeid.eventuniqueid@ivolunteer.com

[EVENT_CONTACT_EMAIL] – Contact email address defined for the event on the Details tab.

[EVENT_CONTACT_NAME] – Contact name defined for the event on the Details tab.

[EVENT_CONTACT_PHONE] – Contact phone number defined for the event on the Details tab.

[EVENT_DESCRIPTION] – Short description defined for the event on the Details tab. [EVENT_END_DATE] – End date for the event defined on the Details tab. [EVENT_NAME] – Event name defined for the event on the Details tab. [EVENT_SCHEDULING_START_DATE] – The date people can start signing up for the event.

[EVENT_SCHEDULING_END_DATE] – The date people can no longer sign up for the event

[EVENT_START_DATE] – The date the event begins, defined on the Details tab.

[EVENT_URL] – The URL or web address of the event signup sheet. E.g. http://organizationid.ivolunteer.com/eventid where organizationid is your organization’s Unique ID and eventid is the event signup sheet’s unique ID, which you can change on the Details tab of the event.

[EVENT_WEBSITE] – The website of the event, if you have one that is separate from the signup sheet. Can be a Facebook page, or a school’s webpage, etc., defined on the Details tab.

[ORGANIZATION_ADDRESS_CITY] – The city defined for the organization on the Organization menu Details tab.

[ORGANIZATION_ADDRESS_COUNTRY] – The country defined for the organization.

[ORGANIZATION_ADDRESS_PHONE] – The phone number defined for the organization’s Primary Administrator or Contact.

[ORGANIZATION_ADDRESS_POSTALCODE] – Zip/Postal Code defined for the organization on the Organization menu Details tab.

[ORGANIZATION_ADDRESS_STATE] – State/Province defined for the organization.

[ORGANIZATION_ADDRESS_STREETADDRESS] – Street Address defined for the organization on the Organization Menu, Details tab.

[ORGANIZATION_NAME] – The name of the Organization as defined on the Organization Menu, Details tab.

[ORGANIZATION_PRIMARY_ADMINISTRATOR_EMAIL] – Primary Contact Email defined on the Organization menu Details tab.

[ORGANIZATION_PRIMARY_ADMINISTRATOR_NAME] – Name of the Primary Contact defined for the organization on the Organization menu Details tab.

[ORGANIZATION_URL] – The URL or web address of the organization’sivolunteer.com home page. E.g. http://orgid.ivolunteer.com/ where orgid is your organization’s Unique ID.

[ORGANIZATION_WEBSITE] – Website defined for the organization. This can be a Facebook page, a school website, etc.

[PARTICIPANT_EMAIL] – Email address the volunteer used to sign up for the slot. [PARTICIPANT_FIRST_NAME] – First name of the participant/volunteer. [PARTICIPANT_LAST_NAME] – Last name of the participant/volunteer. [PARTICIPANT_NAME] – Combined First and Last name of the participant/volunteer. [PARTICIPANT_TITLE] – Participant title is defined in the Settings tab of the Event.

[PARTICIPANT_URL] – System generated URL or web address for the participant to confirm slots and manage their commitments.

[SCHEDULE] – The present tense defined in Terminology. E.g. If the selection for Terminology is “Volunteer, Volunteered, Volunteering,” then [SCHEDULE] will show up as “Volunteer”. Terminology is found in the Settings of the event.

[SCHEDULED] – The past tense defined in Terminology. E.g. If the selection for Terminology is “Volunteer, Volunteered, Volunteering,” then [SCHEDULED] will show up as “Volunteered”.

[SCHEDULING] – The progressive/continuous tense defined in Terminology. E.g. if the selection for Terminology is “Volunteer, Volunteered, Volunteering,” then [SCHEDULING] will show up as “Volunteering”.

[SLOT] – Description of a selected slot position. The description is built from combined information from the column and row headers. See more in the section on the Signup Sheet Design Tab for changing the Column/Row headers.

[SLOT_CUSTOM_VALUES] – A list of all the custom values entered for a slot in response to Custom Prompts. For example, if you had a dropdown menu custom prompt for volunteers to choose their t-shirt size, the volunteer’s answer would show up with this variable.

[SLOT_LIST] – A simple list showing just the short slot descriptions for a participant. Only available for reminder emails.

[SLOT_LIST_WITH_TASK_DETAILS] – A list of slots grouped by task for a participant. This will include (if available) the Task Title, the Sub-Title of the task, the Date, Description, and any Detailed Instructions. This is only available for reminder emails.

[TASK_DATE] – The date for the task

[TASK_DESCRIPTION] – From the description field of the task. [TASK_DATE_DETAILED_INSTRUCTIONS] – From the instructions fields of the task. [TASK_SUB_TITLE] – From the sub-title field of the task.

[TASK_TITLE] – From the title field of the task

Suggest Edit

Organization Administrator Login

(The YourID part of YourID.ivolunteer.com)