Getting Started with Volunteer Genie
This article describes how to get started using the system from setup to organizing your first volunteer event.
Getting Started with Volunteer Genie
Welcome to the Organization Administrator's Getting Started Guide. This guide will help you configure your organization, manage your team, and launch your first volunteer event. All using the tools and functionality we have designed from the ground-up, with ease of use, speed to event creation, all ad-free...by design.
Organization Settings
Your organization profile is the public face of your group. Information set here will appear on volunteer sign-up pages and automated emails.
-
Settings:Set default timezones, contact details for system notifications, and features.
Direct Volunteer Signup: If enabled, allows users to volunteer for events without needing to be a member
Custom Link Signup: If enabled, will provide a link for you to distribute which will list all open event roles and 'Guests' will be able to signup without creating an account on our system. We will still collect contacts information for guests and have functionality in place for them to manage their signups without needing to log in. -
Email Notifications:How, where and when do you want us to contact you?
Send notifications to the Admin email when a user voluntarily leaves a role: If a previously scheduled volunteer backs out, we'll notify you if this setting is enabled. [Off by default]
Send Notices # of Days Before Event: If you have event roles which are unfilled, this setting specifies the number of days ahead of your event that we will start sending you reminders of unfilled slots. [Recommended Value: 7]
Email Address for Automated Alerts: If you want us to send alerts to an email address which is different from the one used in your organization profile, specify that different email here. If you leave this field blank, and have alerts enabled, we will use the primary account email address for notifications..
Venues / Event Locations & Templates
Organization Locations
Where is the event taking place?
Example: "Main Gym" or "Library - Room 302"
Application To Templates
You can specify default venues / locations for your Event templates.
Example: "Varsity Softball always happens at the softball field."
User Management
Understanding User Roles
Admin:
Full access to all settings, features and financial data.
Only users that can create events.
Billing:[where applicable]
Full access to all financial data.
Event Lead:
Can see dashboards and contact volunteers for events whey they are the lead.
CAN sign up for slots that require lead access.
Member:
Access to available slots and personal schedule.
CAN NOT sign up for slots that require lead access.
Guest:
Not required to create an account.
No access to dashboards.
Minimal access to manage their assignments [all done via email and tokenization]
You MUST specify guest access in the role for the event in order for them to see these roles AND YOU MUST make your guest link available in order for GUESTS to sign up for these roles. If you don't, they WILL be required to create an account on our system.
CAN NOT sign up for slots that require member access or higher.
Managing Users
You are in COMPLETE control:
Admin level users have full ability to lock out users. [signing up, not showing up]
Un-Assign Users
Admin users can instantly remove users from assignments.
Elevate / Demote Users
Did someone leave the group, or did someone take on a new role? Promote or Demote users as needed.
Invite staff or volunteers via email or bulk upload (CSV).
Creating Templates & Events
1. Creating Templates
Allow you to save standard Event, Location, and "Role Sets" as reusable blueprints.
"Standard Saturday Shift" (3 Chefs, 2 Dishwashers)
2. Creating Events
Select a date, apply your Template, and choose a Location. Create event to instantly start the process of getting volunteers for your event.
Select multiple dates for a 'bulk' event creation. Just specify the event specifics (vs Team, Session # of #, Slot # of #) and let us take care of the rest.
Communications
Auto-Confirm
Immediate delivery upon signup.
Reminders
Scheduled 48hrs prior to shifts.
Broadcasts
Manual alerts for urgent changes.
Related
See other pinned topics or use the search.