Scheduling a Volunteer
Many of our volunteers will either schedule themselves online or be scheduled by us in a phone bank, but sometimes there will be occasion to find and schedule one individual into an event. There are two straightforward ways to do this:
From the My Campaign Record:
Step 1: Find the individual that needs to be scheduled through “Quick Look Up”. Select the correct individual once you have run your search.
Step 2: Once you are in the volunteer’s My Campaign Record, there will be a number of subsections with data about the volunteer. Click on “Upcoming Events.”
Step 3: Click on “Schedule for Events.” If the event you are looking to schedule the volunteer for doesn’t immediately appear on the list, click “Edit Filter” to find the event.
Step 4: The most useful criteria for adjusting what events you’re looking for will be the “Event Date” and the “Event Type” (though you can use any). Once you have set the parameters you need, click “Refresh Results” and the event should appear as an option.
Step 5: There are a variety of statuses to use, you can find an explanation of their uses here. Select the appropriate shift and status. If your contact with the volunteer has not already been recorded in the VAN, then check “Apply Contact History” and fill in the contact information. If your contact with the volunteer has already been recorded in the VAN, then uncheck “Apply Contact History”.
The second way to add someone is through the event itself:
Step 1: From the home page of My Campaign, under Events click '’Event List.”
Step 2: The event list will display a list based on the search parameters shown on the screen. You may need to adjust the search parameters to find a particular event. Once again, date and event type are likely to be your two most useful categories to filter by, but you can use any of the available options.
Step 3: Once you have set the right search parameters and see your event, click on the event name. For example “SD 36 Phone Bank.”
Step 4: Now you’re going to verify that you have the right event selected and choose the status for the person attending the event. If the person is being scheduled following a contact that has already been logged in the VAN (e.g. you spoke with the person at the door and logged the conversation in MiniVAN and are now going back to schedule them in the event), then you should uncheck the box that says “Add Contact History.” But, if this is the result of a new contact, fill out the who, when, and how for the conversation.
Step 5: Now you can search for the volunteer you are looking to add. You can use as many fields as you need to, but most often you will be able to find the person you’re looking for with just a portion of their first and last name.
Step 6: Now that you’ve found the person you’re looking for, select the box next to their name and hit Save/Search! You can then go ahead and search for the next person.
Step 7: If the person you’re looking for doesn’t exist in My Campaign, refer to the Creating a My Campaign Record guide for guidance.
Step 8: Once your event is over, you’ll want to record who attended and who did not. See the Closing Shifts guide for more details.