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Volunteer Management with CiviCRM

Volunteer Management with CiviCRM. Agenda. CiviVolunteer Specification Events Volunteer Volunteer Scenarios Volunteer Events Volunteers On Call Q&A. CiviVolunteer Spec. http://wiki.civicrm.org/confluence/display/CRM/CiviVolunteer,+CiviCommittee

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Volunteer Management with CiviCRM

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  1. Volunteer Management with CiviCRM

  2. Agenda • CiviVolunteer Specification • Events Volunteer • Volunteer Scenarios • Volunteer Events • Volunteers On Call • Q&A

  3. CiviVolunteer Spec • http://wiki.civicrm.org/confluence/display/CRM/CiviVolunteer,+CiviCommittee • Last forum post 11/25/10 – requested feedback • Handles scheduling volunteers for big events and for recurring volunteer activities. • When is this scheduled to go in?

  4. Volunteer Events

  5. Volunteer Event • Looking for lots of volunteers to show up on the big day. • Would like to add them to the database for thank-you and later communications or appeals. • Would like to track their involvement with my organization. • Need to keep track of how many are coming, who is coming, and who actually showed up.

  6. Managing Volunteer Events • Participants Report tells who to expect & whether or not there are enough registrants. • Send out a reminder email 2 days & 1 day before the event. • Print nametags & Registration Roster • Post-event, update the participants list for no-shows. • Send Thank You Email. • Volunteer involvement tracked under Activities tab.

  7. Find Participants

  8. E-Mail Reminders

  9. E-Mail Reminders

  10. Print Name Badges & Registration Roster

  11. Homeless Shelter wants Volunteer Drivers to provide transportation services to community residents in times of need. Director wants to create a list of people who are willing to commit one day a month to be on-call (available to drive someone anywhere they need to go.) A local church has offered to recruit volunteer drivers. The Shelter’s Volunteer Coordinator will receive the transportation requests and contact the Drivers. Trips may be scheduled in advance (doctor’s appointments) or may be on demand (Emergency Room) On-Call Volunteer Scenario

  12. Managing On-Call Volunteers Recruiting • Short term – Church members recruit volunteer drivers. Longer term, invite them to register online. • Volunteer Coordinator contacts new drivers, handles verification of background, license, insurance etc. Uploads spreadsheets of new volunteers and updates date preferences.

  13. Managing On-Call Volunteers Coordinating • Transportation requests received from the community. • Volunteer coordinator searches for volunteers (Advanced Search > Date Available = TODAY (or other date) available on the required date, contacts volunteers requesting confirmation of driving appointment. • Volunteer responds yes/no. VC creates TRIP Activity and prints&emails TRIP tickets (1 to driver, 1 to passenger) • If trip was scheduled in advance of TRIP Date, VC sends reminder e-mail the day before.

  14. Managing On-Call Volunteers TRIP • Volunteer arrives at Shelter to pick up passenger(s). • Volunteer & passenger compare tickets to ensure the right driver has the right passengers. • Driver completes trip(s) as requested. • Driver updates ticket for delivery back to Volunteer Coordinator.

  15. Managing On-Call Volunteers Post-Trip Reporting • Driver sends/gives updated trip info back to VC. • VC updates TRIP Activity status • VC creates Thank You E-mail & sends to driver.

  16. On-Call Volunteer Scenario

  17. Custom Fields: on Contact

  18. Custom Fields: on Activity

  19. Smart Group: Volunteer Driver

  20. Find Available Driver(s) Advanced Search > Group = Volunteer Driver Custom > Available Date = TODAY

  21. Find Available Driver(s)

  22. Create Trip Activity

  23. Create Trip Ticket

  24. Find Scheduled / Completed TRIPS Custom Search > Activities

  25. Find Scheduled / Completed TRIPS And send a thank you e-mail to all 3.

  26. Thank You! Mary Kay Bianchi SNtial Technologies, Inc. 150 N. Michigan Ave. Suite 2800 T: 312-863-8633 MaryKay.Bianchi@SNtialTech.com

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