Volunteers for Salesforce User Guide

Transcription

1 Volunteers for Salesforce User Last updated: November 21, 2017

2 Copyright salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners.

3 CONTENTS WELCOME TO VOLUNTEERS FOR SALESFORCE (V4S) Why it Matters Volunteers for Salesforce and Your Salesforce Instance New Fields Added to Standard Objects Getting Around in Volunteers for Salesforce TRACK AND IDENTIFY YOUR VOLUNTEERS Create a Contact Capture Volunteer Skills and Availability Find Volunteers PLAN A ONE-TIME EVENT Sketch Out the Structure Create a Campaign Create a Campaign Using the Volunteers Wizard Create a Campaign Manually Create Jobs Create a Job Clone a Job Create Job Shifts Create a Shift Clone Shifts Confirm Shifts on the Shift Calendar MANAGE, TRACK, AND ASSIGN VOLUNTEERS Assign Volunteers to Shifts (using Mass Edit Volunteer Hours) Assign a Volunteer from the Find Volunteers Search Results Page Sign Up a Recurring Volunteer Record Hours for a Single Volunteer Record Hours for a Specific Job or Shift Reconcile Volunteer Hours PLAN A RECURRING EVENT Sketch Out the Structure A note about Time Zones Create a Campaign Create an Ongoing Job Schedule Recurring Shifts using Job Recurrence Schedules Sign Up a Recurring Volunteer using Volunteer Recurrence Schedules

4 Contents STAY IN TOUCH WITH YOUR VOLUNTEERS About Automation Manually Volunteers TRACK VOLUNTEER PARTICIPATION WITH REPORTS AND DASHBOARDS View the Volunteers Dashboard View Volunteers Reports Volunteers Reports ENGAGE VOLUNTEERS ON YOUR WEBSITE View a Calendar with Job and Shift Listings View a Listing of Available Opportunities Sign Up for a Job or Shift Log Volunteer Hours View a Personalized Volunteer Page INDEX

5 WELCOME TO VOLUNTEERS FOR SALESFORCE (V4S) Why it Matters I never want the day to end. That s Sarah, a volunteer at a local community kitchen in Seattle, Washington. Sarah has two great passions in life cooking and other people. The food she prepares goes out to cancer patients and their families who no longer have the time or the ability to cook. Sarah s connections at the kitchen remind her of what s really important to her. Volunteering connects her directly with her community, takes her outside of herself, and helps her appreciate the responsibility we all have towards each other. When volunteering and connection inspire such big feelings, who would ever want the day to end? Sarah is one of hundreds of volunteers that the community kitchen tracks with Volunteers for Salesforce (V4S) an application for volunteer management that has transformed nonprofit organizations and their efforts worldwide. Volunteers are the lifeblood of so many nonprofit organizations like yours, and V4S provides a way to effectively manage volunteer relationships. In a world of so much distraction and competing priorities, tools like V4S are crucial for helping organizations connect with and inspire their Sarahs. V4S helps you: Manage the volunteer jobs an organization needs filled Track the hours and shifts a volunteer works Track the skills volunteers have and match volunteers by skills and availability Display a calendar of jobs and shifts on an organization s website and allow volunteers to sign up directly from the calendar Send reminder and thank you s Salesforce.org offers Volunteers for Salesforce along with the Nonprofit Success Pack (NPSP). Both are free for any qualifying 501(c)(3) organization. This guide shows you how to use V4S, and demonstrates how you too can help create days you and your volunteers never want to end. Volunteers for Salesforce and Your Salesforce Instance Volunteers for Salesforce uses some standard Salesforce objects Contacts and Campaigns to manage volunteers. V4S also introduces some custom objects into your Salesforce org. Type of Object Standard Custom Object Name Contact Campaign Volunteer Job Volunteer Shift Volunteer Hours Job Recurrence Schedule Description Represents a volunteer. Represents a volunteer event or initiative. Tracks jobs to fill and skills needed. Tracks dates, times, and number of volunteers needed for a job. Tracks the hours a volunteer spends with your organization. Sets up a series of recurring Shifts for a job. 1

6 Welcome to Volunteers for Salesforce (V4S) New Fields Added to Standard Objects Type of Object Object Name Volunteer Recurrence Schedule Description Sets up a recurring schedule for a specific volunteer on a specific job. This diagram shows how some of the V4S objects work together: Important: This guide assumes that the Admin for your org performed all required setup in Set Up and Configure Volunteers for Salesforce. If you see differences in the way your instance looks, or you notice fields are missing, talk to your Admin and point them to that documentation. New Fields Added to Standard Objects Contacts in V4S are used to track volunteers. It s important to have additional data on those Contacts that is specific to volunteer management. V4S introduces these new fields on Contacts: Volunteer Status Volunteer Skills Volunteer Availability Volunteer Hours Volunteer Notes Volunteer Organization Volunteer Manager Notes First Volunteer Date Last Volunteer Date Volunteer Last Web Signup Date Volunteer Auto-Reminder Opt Out 2

7 Welcome to Volunteers for Salesforce (V4S) Getting Around in Volunteers for Salesforce V4S introduces these new fields on Campaigns: Number of Volunteers Volunteer Completed Hours Volunteers Still Needed Volunteer Jobs Volunteer Shifts Volunteer Website Time Zone Note: These fields must be added to the appropriate page layouts by the Admin for your Salesforce org. For details, see Set Up and Configure Volunteers for Salesforce. Getting Around in Volunteers for Salesforce You can find the Volunteers for Salesforce app in the App Launcher. 1. Click the App Launcher ( ) at the end of the navigation bar in Salesforce. 2. Click Volunteers. 3

8 Welcome to Volunteers for Salesforce (V4S) Getting Around in Volunteers for Salesforce Within the Volunteers app, you see the Volunteers tabs. Volunteers Help Go to the V4S Help page. Volunteers Wizard Create new Campaigns, Jobs, and Shifts. Volunteer Jobs Manage volunteer Jobs. Shift Calendar See all volunteer Shifts in a calendar view. Find Volunteers Filter volunteers to find the right one for the Job. 4

9 TRACK AND IDENTIFY YOUR VOLUNTEERS In Volunteers for Salesforce, Contact records are highly important because they are used to track all of your volunteers active, inactive, and prospective. Each Contact record contains a volunteer s phone, , and address, their special skills, the days and times they re available to volunteer, their volunteer status, and a Volunteer Hours related list where you can see how many hours they ve committed to your organization. Create a Contact Create new Contacts to track potential and current Volunteers in V4S. 1. Click the Contacts tab. If you don t see the Contacts tab, click the App Launcher ( 2. Click New. ), then click All Items. 3. Enter the person s name, , address, and any other information you have. 4. Click Save. Capture Volunteer Skills and Availability Often when planning an event, you know that you need volunteers with special skills. For example, the local kitchen where Sarah volunteers needs people with food preparation skills. And when the kitchen s web developer recently revamped the website, she recruited volunteers with computer skills. Volunteers for Salesforce provides fields on the Contact to track a volunteer s skills, status (whether the volunteer is active or not), and availability (days and times during the week). These fields are conveniently located in a Volunteer Information section on the Contact record. Note: If you don t see these fields, you might need to edit your Contact page layout to include them. Administrators can also customize the values in each field to match the needs of your organization. See Set Up and Configure Volunteers for Salesforce for more information. 1. Navigate to the volunteer s Contact record. 2. In the Volunteer Information section, double-click on one of the fields to edit. 3. Enter information as needed. Pay special attention to these fields, as they are useful when trying to find specific volunteers: Volunteer Status the status of the volunteer. Values include Active, Inactive, New Sign Up, and Prospective. Note: When you assign a Volunteer to a job or shift and select a Status of Confirmed or Completed, the Volunteer Status field is automatically updated to Active. Volunteer Skills the special skills the volunteer possesses. Ctrl+click to select multiple values. Volunteer Availability the days and times of day that the Contact is available to volunteer. Ctrl+click to select multiple values. 5

10 Track and Identify your Volunteers Find Volunteers 4. Click Save. Now you can use this information to find volunteers. Find Volunteers If you ve entered skills and availability information for some of your volunteers, you can use the Find Volunteers feature to locate volunteers you need for a specific type of job. 1. Click the Find Volunteers tab. 2. Choose your criteria. By default, you can search using the volunteer-specific fields: Volunteer Status, Volunteer Availability, and Volunteer Skills. Admins can also expand the search criteria to include more Contact fields. See Set Up and Configure Volunteers for Salesforce for more information. 3. Click Find to see a list of matching Contacts. 6

11 Track and Identify your Volunteers Find Volunteers Once you find the volunteers you need, you can assign them to a Job or Shift right from the results section of the page. 7

12 PLAN A ONE-TIME EVENT To plan a one-time event, we recommend you: 1. Sketch Out the Structure 2. Set Up a Campaign 3. Create Jobs 4. Create Job Shifts Sketch Out the Structure Many small to medium nonprofits hold events that require many volunteers. For example, the event planner at Sarah s local community kitchen puts on an annual gala where she needs to schedule setup crew, waitstaff, bartenders, cleanup crew, and more. And on top of all those volunteer positions, she needs different volunteers at different times. When you're planning an event that relies on volunteer help, it's essential to first visualize (perhaps even sketch out) the event structure so that you can translate it into Salesforce. The planner at the community kitchen knows she needs volunteers at these times: Setup Crew 4 pm - 6 pm (10 people) Guest Check In 6 pm - 7 pm (2 people) Waitstaff 6 pm - 8 pm (10 people), 8 pm - 10 pm (6 people) Bartender 6 pm - 8 pm (2 people), 8 pm - 10 pm (2 people) Cleanup Crew 10 pm - 12 am (10 people) Think of the big fundraising event as the Campaign, since it is the top level of the structure. The event has specific volunteer tasks, such as setup and cleanup, that are represented by Jobs. You can further break down Jobs into Shifts that require a certain number of volunteers on specific dates and times. The way you structure your data affects how your volunteer requests appear on your website. For more information on website integration, see Set Up and Configure Volunteers for Salesforce. Now that you have a vision of how you want your event structure laid out, go ahead and start creating it in V4S. First up, create the Campaign. 8

13 Plan a One-Time Event Create a Campaign Create a Campaign The Campaign is the top level of your volunteer structure. You can either create a Campaign manually or use the wizard. Create a Campaign Using the Volunteers Wizard The Volunteers Wizard speeds up creation of your Campaign, Job, and Shift structure in a couple of ways. When you create the Campaign, you can have the wizard automatically create some sample Jobs and Shifts that you can then tailor. Or, you can clone a Campaign. Cloning lets you base the new Campaign's Jobs, Shifts, and Volunteer Hours on an existing Campaign. 1. In Volunteers for Salesforce, click the Volunteers Wizard tab. 2. Enter a name for the Campaign, typically the event name. For example, Spring Fling Gala. 3. If this Campaign is related to another Campaign, select the related Campaign from the Parent Campaign ID drop-down menu. 4. Select the Active option. This ensures that the Campaign displays on the Shift Calendar on your website. Note: We will go over how to set up website integration later. 5. Select the type of Campaign. Note: Your Admin may have set up custom Campaign Types for you to use. Use the Campaign Type that best fits your needs. 6. Choose a status. For example, if your event is a few months away, but you're starting to plan now, you would use the Planned status. 7. Enter the start and end dates for your event. Note: Although this is a one-time event, you may want to set the start date to when you will start planning for the event. The end date will typically be the date of the event itself. 8. From the Volunteer Website Time Zone drop-down, select the time zone where the event is occurring. At this point you can choose to clone an existing Campaign. Cloning is useful if you plan the same event every year with the same Jobs and Shifts. You can choose instead to have the wizard simply create a number of sample jobs and shifts, which you can then edit. 9

14 Plan a One-Time Event Create a Campaign Using the Volunteers Wizard 9. To clone a Campaign: a. Select the existing Campaign from the Clone Campaign drop-down menu. Additional fields appear. b. Enter the New First Shift Date for your new Campaign. All subsequent Shifts will be created based on this date. c. To copy Volunteer Hours from the existing Campaign to your new Campaign, select Copy Job and Shift Volunteers. d. If you select Copy Job and Shift Volunteers, choose the Status the Volunteer Hours should be copied over with. If you don't choose a value, the Hours are copied with their existing Status values. 10. Optionally, choose the number of sample Jobs and Shifts you want to create. 11. Click Save. The detail page for the Campaign you created appears. If you chose to clone an existing Campaign, you see the Jobs and Shifts copied from that Campaign on the Related tab. If you chose to create sample Jobs or Shifts, they are listed as Sample Job1, Sample Job2, etc (as shown below). 10

15 Plan a One-Time Event Create a Campaign Manually Create a Campaign Manually You can manually create a volunteer Campaign if you want to start from scratch. 1. In Volunteers for Salesforce, click the Campaigns tab. 2. Click New. 3. Select Volunteer Campaign. 4. Click Next. 5. Enter your volunteer Campaign name. We recommend using the name of your event. 6. Select the Active option. This ensures that the Campaign displays on the Shift Calendar on your website. To view an example of a Shift Calendar on the website, see View a Calendar with Job and Shift Listings. 7. Select the type of Campaign. Note: Your Admin may have set up custom Campaign Types for you to use. Use the Campaign Type that best fits your needs. 8. Choose a status. For example, if your event is a few months away, but you're starting to plan now, you would use the Planned status. 9. Enter the start and end dates for your event. Note: Although this is a one-time event, you may want to set the start date to when you will start planning for the event. The end date will typically be the date of the event itself. 11

16 Plan a One-Time Event Create Jobs 10. From the Volunteer Website Time Zone drop-down, select the time zone where the event is occurring. 11. Click Save. The Campaign Detail page appears. Now that you have the top level of your structure, it s time to move on to creating Jobs for your Campaign. Create Jobs Jobs represent the next level down in your structure. Before you start creating Jobs, it s a good idea to jot down exactly what Jobs and Shifts you need to fill. For example: Create a Job Create a Job for each volunteer opportunity that goes along with your Campaign. 12

17 Plan a One-Time Event Create a Job 1. From the volunteer Campaign you just created, go to the Volunteer Jobs related list and click New. If you wandered away from the Campaign, simply click the Campaigns tab and click the Campaign name to get to the page above. 2. Enter the name of the Job. 3. Select Display on Website. This checkbox will come into play later when you set up website integration. 4. Enter description information. The Job description appears on the website, so make it as appealing as possible. You can use formatting, pictures, and links to jazz up the listing. 5. Enter the location. The Location Street, Location City, Location State/Province, and Location Zip/Postal Code fields integrate with Google Maps, if you have it enabled. Admins can also configure V4S to display a corresponding map on your website. See Set Up and Configure Volunteers for Salesforce for more information. 6. Enter any additional location information, for example, written instructions and a map to the event (in case your Admin hasn t enabled the Google Maps integration mentioned in the previous step). 13

18 Plan a One-Time Event Clone a Job 7. Optionally, link to a page on your website to provide more information. Highlight the text you want to link, click the link icon in the toolbar, and enter the URL. 8. Click Save. If your Campaign has more than one Job, you can either create each one using the process we just outlined or clone the Job to create more. (Hint: cloning is faster!) Clone a Job Once you ve created one Job, you can clone it to create more. The clone feature makes it much easier (and faster) to create multiple Jobs for one event. 1. On the Volunteer Job detail page of the Job you want to clone, click the arrow ( ) in the upper right corner and click Clone. 2. Change the Volunteer Job name and description. 3. Click Save. 4. Repeat this process for each Job you need to create. You can review the Jobs you created by looking at the Volunteer Jobs related list on the Campaign: 14

19 Plan a One-Time Event Create Job Shifts Create Job Shifts If there are multiple dates or times when you need volunteers for a Job, you can set up Shifts so you can track which volunteers are coming when. Note: If you track volunteers by Job, but not specific dates and times, you don t have to use Shifts in V4S. Create a Shift Create a Shift for each date or time when you need volunteers. Let s use the Spring Fling Gala Waitstaff Job as an example. You need 10 volunteers from 6 pm - 8 pm to pass appetizers and serve dinner. Then you need 6 volunteers from 8 pm - 10 pm to clear plates and serve dessert and coffee. In V4S, Shifts are located under Jobs, so you need to start on a Job record to create Shifts. 1. From the Campaign detail page, click the Related tab and go to the Volunteer Jobs related list. 2. Click the Job name. For our example, we click Waitstaff. 3. Click the Related tab and go to the Volunteer Shifts related list. 4. Click New. 5. Enter the Start Date & Time, Duration, and Desired # of Volunteers. (The value in Desired # of Volunteers determines how many people can sign up for the Shift on your website). 15

20 Plan a One-Time Event Clone Shifts 6. Click Save. Clone Shifts Now that you ve created one Shift, you can easily clone it. The clone feature makes it much easier to create multiple Shifts for a Job. 1. From the Volunteer Job page, in the Volunteer Shifts related list, click the Shift ID of the Shift to clone. 2. Click Clone. 3. Change the times, duration, and number of volunteers as needed. 4. Click Save. 5. Repeat this process to create as many Shifts as you need for the Job. 6. To review the Shifts you created, click the name of the Volunteer Job and go to the Volunteer Shifts related list. 16

21 Plan a One-Time Event Confirm Shifts on the Shift Calendar Now you can repeat this process to create Shifts for each of your Jobs. Confirm Shifts on the Shift Calendar After you ve created some Shifts, you can view them on the Shift calendar. This is a great way to visualize how things will look to prospective volunteers who visit your website. 1. Click the Shift Calendar tab. 2. You can use the Campaign and/or Volunteer Job drop-downs to filter the calendar so that it only shows events for a certain Campaign or Job. 3. Use the arrows to scroll to the month of your event (for the Spring Fling Gala, we ll scroll to May 2017). You can click the week button to get a closer view of the Shifts. 4. Mouse over the different Shifts. You see the number of confirmed volunteers and the number of volunteer positions still available. 5. Click the Roster link on a Shift to view the Volunteer Roster report, which shows a list of the volunteers for the Shift. Now that you know all the ins and outs of planning a one-time event in V4S, you're ready to staff events with all the skills and passion that your volunteers bring. 17

22 MANAGE, TRACK, AND ASSIGN VOLUNTEERS There are multiple ways to assign volunteers to Shifts, including allowing volunteers to sign up directly from your website (more on that in Sign Up for a Job Shift.) You can also sign up volunteers yourself by assigning them to Shifts in V4S. When you assign a volunteer to a Shift (or when a volunteer signs up for a Shift on your website), V4S creates a Volunteer Hours record for that volunteer. You can use the Volunteer Hours record to track the details of a volunteer s time, including whether the volunteer actually showed up. Volunteer Hours allow you to track volunteers at different points in the process, from prospect to confirmed to completed (or, hopefully not, no-show). Note: When you change a volunteer s Status on the Volunteer Hours record to either Confirmed or Completed, the Volunteer Status field on the Contact record is automatically updated to Active. Volunteer Hours records are always associated with both the Contact and the Volunteer Job. Why does this matter? Well, this means you can view an individual volunteer s Contact record to see details of all the hours they ve donated to your organization. Or, you can look at a particular Job to see the list of all the Volunteer Hours contributed by various volunteers for that particular Job. Assign Volunteers to Shifts (using Mass Edit Volunteer Hours) You can manually (and easily) assign volunteers in Volunteers for Salesforce. This is useful if you have a list of volunteers interested in particular Shifts. For example, when Sarah s community kitchen holds orientation sessions for their upcoming annual gala, they pass around a signup sheet where people write down which Shift they want to sign up for. Then the volunteer manager has a written list that she needs to enter into V4S. Fortunately, she can easily do this using the Mass Edit Volunteer Hours feature. Important: The volunteers you want to assign must all exist as Contacts in your org. If you haven t already created Contacts for them, you must do so before editing Volunteer Hours. 1. On the Shift Calendar, click a Shift. (You can also get to a Shift from the Volunteer Shifts related list on a Volunteer Job.) 2. On the Shift detail page, click the Related tab. 3. On the Volunteer Hours related list, click Mass Edit Volunteer Hours. Since you came to this page directly from a Shift, the Volunteer Shift field will be set to that Shift. This ensures that you re entering volunteers for the correct Shift. 4. In the first row, enter a Contact s name. You can also click the search icon to search for the Contact. 18

23 Manage, Track, and Assign Volunteers Assign Volunteers to Shifts (using Mass Edit Volunteer Hours) 5. Enter a status for the volunteer. For example, if they asked to sign up, you might use the Confirmed status. If you think the person might be interested based on past volunteer signups, you could use Prospect. Use the Completed status only after they ve completed the Shift. Prospect You identified the Contact as a potential volunteer for the Shift. Confirmed The volunteer is confirmed and expected to show up for the Shift. Completed The volunteer showed up for and participated in the Shift. No-Show The volunteer didn t show up for the Shift. Web Signup The volunteer signed up through your website. This status is automatically set by V4S. Canceled The volunteer can no longer make it to the Shift. This status prevents the system from re-assigning a recurring volunteer to this Shift. Note: When you select a Status of Confirmed or Completed, the Volunteer Status field on the Contact is automatically updated to Active. 6. Click Save. Now, let s say you want to sign up a volunteer for a different Shift or Job. You can easily do that from this page! Note: Don t forget to save each time you finish your edits for a given Job or Shift. This page allows you to move to a different Job or Shift, and if you do so without saving, you will lose your changes. 7. Choose the Job or Shift whose hours you want to edit. a. To choose a new Shift for the same Job, select the Shift from the Volunteer Shift drop-down. b. To choose a new Job, select the new Job from the Volunteer Job drop-down. Note: If you want to assign volunteers to one specific Shift for the Job, choose the Shift in the Volunteer Shift drop-down. To assign volunteers to different Shifts on the new Job, leave the Volunteer Shift drop-down blank. When that field is blank, you can enter a Shift time in each volunteer row. 8. Enter the Contact name, Shift information (if you left the Volunteer Shift drop-down blank), and set the status. For example, we added two volunteers for the Wait Staff Job, but assigned them each to a different Shift. 19

24 Manage, Track, and Assign Volunteers Assign a Volunteer from the Find Volunteers Search Results Page 9. Click Save, then repeat this process for any other volunteers on your list. Assign a Volunteer from the Find Volunteers Search Results Page The Find Volunteers page is very helpful for figuring out which volunteer(s) are a match for your event. And even better, you can easily assign them to Shifts right from the Find Volunteers page. 1. Click the Find Volunteers tab. 2. Enter criteria to search for volunteers. For example, you could search for volunteers who are available on weekday mornings and who have computer skills. 3. Click Find. 4. In the Volunteers section of the page, select the volunteers to assign. 5. In the Assign to a Job or Shift section, select the Campaign, Volunteer Job, Volunteer Shift, and Status. Note: When you select a Status of Confirmed or Completed, the Volunteer Status field on the Contact is automatically updated to Active. 6. Click Assign. 20

25 Manage, Track, and Assign Volunteers Sign Up a Recurring Volunteer You can verify the assignment by visiting one of the volunteer s Contact records. The assignment shows on the Volunteer Hours related list. Sign Up a Recurring Volunteer If you re lucky enough to have a volunteer (or multiple volunteers) that want to sign up at a regular interval for a recurring Job, you can easily do that using a Volunteer Recurrence Schedule. We ll talk more about recurring volunteers in Sign Up a Recurring Volunteer using Volunteer Recurrence Schedules. Record Hours for a Single Volunteer You can manually enter Volunteer Hours on a Contact s record. This is particularly useful if you need to enter hours for a single volunteer. For example, let s say Elizabeth Wong showed up for one of the community kitchen s food distribution shifts. She hadn t signed up for that shift, but she is a dedicated volunteer and you want to track her work in V4S. 1. Search for your volunteer to find her Contact record. 2. Click on the Contact s name to bring up the Contact detail page. 3. Click the Related tab, then scroll to the Volunteer Hours related list. 4. In the Volunteer Hours related list, click New. 5. Fill in the required fields. a. Volunteer Job Find the Volunteer Job that the Contact participated in. You can optionally also select a specific Shift. b. Start Date Enter the date that the Contact volunteered. c. Status Select the status of the volunteer. Prospect You identified the Contact as a potential volunteer for the Shift. Confirmed The volunteer is confirmed and expected to show up for the Shift. Completed The volunteer showed up for and participated in the Shift. No-Show The volunteer didn t show up for the Shift. Web Signup The volunteer signed up through your website. This status is automatically set by V4S. Canceled The volunteer can no longer make it to the Shift. This status prevents the system from re-assigning a recurring volunteer to this Shift. Note: When you select a Status of Confirmed or Completed, the Volunteer Status field on the Contact is automatically updated to Active. d. Number of Volunteers For a specific individual, this is typically 1. If the Contact is a point person for a group of multiple volunteers, set this value to the total number of people in the group. 6. Optionally fill out any other fields. 21

26 Manage, Track, and Assign Volunteers Record Hours for a Specific Job or Shift 7. Click Save. Record Hours for a Specific Job or Shift You can enter all the Volunteer Hours for a specific Job and Shift in one place. The Mass Edit Volunteer Hours page was designed to make it easy to enter or update Volunteer Hours for multiple people and even on multiple Jobs and Shifts. 1. Go to the Volunteer Job or volunteer Shift you want to enter hours for. 2. Click the Related tab. 3. On the Volunteer Hours related list, click Mass Edit Volunteer Hours. 4. Change the Volunteer Job or Shift as needed. If you got to the Mass Edit Volunteer Hours page from a Volunteer Job, the Job is automatically selected in the Volunteer Job drop-down. If you got to this page from a volunteer Shift, the Volunteer Job and volunteer Shift are both automatically selected. Note: If you want to enter volunteers for different Shifts on the same Job, you can clear the Volunteer Shift field. When that field is clear, you can enter a Shift time in each volunteer row. 5. Enter the Contact name. You can also use the lookup to find the Contact. 6. Set the status, based on whether or not the volunteer completed their volunteer hours. Completed The volunteer showed up for and participated in the Shift. Note: When you select a Status of Completed, the Volunteer Status field on the Contact is automatically updated to Active. No-Show The volunteer didn t show up for the Shift. Canceled The volunteer can no longer make it to the Shift. This status prevents the system from re-assigning a recurring volunteer to this Shift. 22

27 Manage, Track, and Assign Volunteers Reconcile Volunteer Hours 7. Enter the hours worked. The hours set for the Shift will automatically appear, but you can adjust the number based on how long the volunteer actually worked. 8. Click Save. 9. To enter hours for another Job or Shift, update the Volunteer Job and/or Volunteer Shift drop-downs at the top of the page. Be sure to save each time you enter info for a new Job or Shift. Reconcile Volunteer Hours If you already entered Volunteer Hours for a Shift, you can use the Mass Edit Volunteer Hours page to easily reconcile hours after volunteers complete their Shifts. For example, you had five volunteers signed up for the March 25 Shift. They all committed to working 3 hours. Here is the sign-in sheet for the Shift: Name Robert Bender Ruth Enos Victor Amore Anthony King Linda Matsumoto Time In 9:00 a.m. 9:00 a.m. (didn t show up) 9:00 a.m. 9:00 a.m. Time Out 12:00 p.m. 12:30 p.m. 11:45 a.m. 12:00 p.m. Let s get this information updated in V4S. 1. Navigate to the Volunteer Shift record. You can get there from the Volunteer Job record s related list, or by clicking on the Shift from the Shift Calendar. 2. Click the Related tab. 3. On the Volunteer Hours related list, click Mass Edit Volunteer Hours. 23

28 Manage, Track, and Assign Volunteers Reconcile Volunteer Hours 4. In the status column, change the status for everyone who showed up to Completed. If a volunteer didn t show up, change the status to No Show. If the volunteer had to cancel, change the status to Canceled. Note: When you select a Status of Completed, the Volunteer Status field on the Contact is automatically updated to Active. 5. In the Hours Worked column, adjust the hours worked based on the time each volunteer worked. 6. Click Save. Now, when you return to the Shift record, you see updated hours in the Volunteer Hours related list. 24

29 PLAN A RECURRING EVENT To plan a recurring event, follow these steps: 1. Sketch Out the Structure 2. Create the Campaign 3. Create an Ongoing Job 4. Schedule Recurring Shifts Using Job Recurrence Schedules 5. Sign Up a Recurring Volunteer Using Volunteer Recurrence Schedules Sketch Out the Structure Many nonprofit organizations need to plan multiple events throughout the year. Perhaps you hold weekend park cleanups, perhaps you plan monthly fun runs, or maybe your organization serves free community dinners multiple times per week. Whether managing one volunteer event or hundreds, it s important to consider how you would structure the Campaigns, Jobs, and Shifts in Volunteers for Salesforce. Remember that the Campaign represents the highest level of your structure. Jobs represent the specific volunteer tasks, and Shifts are the specific dates and times you need volunteers. The best way to figure out the structure you need is by laying out what volunteer opportunities you need to fill. Let s say your organization works with City Services to serve dinner two nights a week throughout the year. City Services funds the events. Here is the high-level schedule. Agency Facility/Dining Room Schedule Total # of Events (yearly) City Services City Dining Room Monday 5 p.m. - 8 p.m. 50 City Services City Church Thursday 4:30 p.m. - 8:00 p.m. 50 When you start to sketch out your structure, you need to take into account the agency that funds the event, the facilities where the events will occur, and the dates/times of the events themselves. It s important to note that the roll-up summary fields on Campaigns in V4S provide important data for reports, such as the number of events, how many volunteers turned up, and how many volunteers worked in total. These reports are particularly important for agencies who fund the events. So, in a case like our example, the Campaign should represent City Services, since they are the organization funding the events. Next, since the facilities represent where the events occur, we use Jobs to represent the facilities. Last, the Shifts represent the dates and times of the events. 25

30 Plan a Recurring Event A note about Time Zones... A note about Time Zones... Many organizations have multiple events, in multiple locations, across multiple states. Having events in multiple time zones can be confusing if volunteers don t know what time the event begins in their local time. V4S solves this issue by allowing you to set an event s time zone at multiple levels. When you create a Shift in V4S, Salesforce assumes that the time entered is in your time zone and encodes it that way. Your employees in your home Salesforce org aren t affected, because they always see the Shift time in the time zone they set for Salesforce. But, volunteers on your website who aren t in your timezone don t see the correct time. To have the Shift display in a different timezone than the one entered by the user who created the Shift, you define the time zone at either the Campaign or Job level. Campaign If the entire volunteer Campaign is located in one time zone, set the Volunteer Website Time Zone for all Jobs and Shifts on the Campaign level. For example, if you re planning an event that takes place in San Francisco, CA, the Volunteer Website Time Zone on the Campaign is set to America/Los_Angeles. Job If Jobs within a Campaign are located in different time zones, set the Volunteer Website Time Zone at the Job level. For example, your organization is hosting a nationwide fundraising run and you need volunteers in multiple states. For the Jobs in California, set the Volunteer Website Time Zone to America/Los_Angeles. For the Jobs in New York, set the Volunteer Website Time Zone to America/New_York, and so on. Now when a volunteer accesses the Shift information on your website, the start time of the Shift is the start time in the selected time zone. Create a Campaign The Campaign is the top level of your recurring event structure. 1. In Volunteers for Salesforce, click the Campaigns tab. 2. Click New. 3. Select Volunteer Campaign. 26

31 Plan a Recurring Event Create a Campaign 4. Click Next. 5. Enter your volunteer Campaign name. We recommend using the name of the agency funding your series of events. 6. Select the Active option. This ensures that the Campaign displays on the Shift Calendar on your website. 7. Select the type of event. 8. Choose a status. 9. Optionally, enter the start and end dates for the series of events. You can leave these fields blank if this is an ongoing Campaign. 10. From the Volunteer Website Time Zone drop-down, select the time zone where the events are occurring. Remember that you can also set the time zone at the Job level, if you have Jobs in different time zones. 11. Click Save. Now that you ve got your Campaign set up, you can start creating Jobs. 27

32 Plan a Recurring Event Create an Ongoing Job Create an Ongoing Job When you have Jobs with multiple Shifts occurring in the future, you need an easy way to automate the creation of those Shifts (it would be tedious to manually enter each one!). V4S Job Recurrence Schedules do the work for you. But first, you need to set up the ongoing Job: 1. From the Campaign detail page, click the Related tab. 2. On the Volunteer Jobs related list, click New. Note: If you wandered away from the Campaign, you can also go to the Volunteer Jobs tab and click New. You ll just need to select the Campaign. 3. Enter a Job name. 4. Select the Ongoing checkbox to indicate that this Job is ongoing. Keep in mind that this checkbox is mostly for reporting purposes and you still need to set up a Job Recurrence Schedule to actually implement recurring Shifts for this Job. 5. Select Display on Website. Selecting this option ensures that the Job will show up on your website. 6. Enter description information. The Job description appears on the website, so make it as appealing as possible. You can use formatting, pictures, and links to jazz up the listing. 7. Enter the location. 28

33 Plan a Recurring Event Schedule Recurring Shifts using Job Recurrence Schedules The Location Street, Location City, Location State/Province, and Location Zip/Postal Code fields integrate with Google Maps, if you have it enabled. Admins can also configure V4S to display a corresponding map on your website. See Set Up and Configure Volunteers for Salesforce for more information. 8. Enter any additional location information, for example, written instructions and a map to the event. 9. Optionally, link to a page on your website to provide more information. Highlight the text you want to link, click the link icon in the toolbar, and enter the URL. 10. Click Save. The new Job appears on the Campaign s Volunteer Jobs related list. Now that you ve got an ongoing Job, you can set up the Job Recurrence Schedule. Schedule Recurring Shifts using Job Recurrence Schedules Job Recurrence Schedules provide an easy way to schedule multiple future Job shifts. You determine when and how often the shifts occur. 1. In the Campaign s Volunteer Jobs related list, click on the Job name. 2. On the Job detail page, click the Related tab. 3. In the Job Recurrence Schedules related list, click New. 29

34 Plan a Recurring Event Schedule Recurring Shifts using Job Recurrence Schedules 4. Define how the Job and its Shifts repeat. Days of the Week The day(s) of the week that the event occurs. Weekly Occurrence How often the event occurs (every week, every other week, the first week of the month, second week of the month, and so on). Scheduled Start Date and Time The date of the first event in the series and what time each event starts. Scheduled End Date Date of the last event in the series (if there are a finite number of events). Leave this field blank if there is no end date. Note: V4S only creates future Shifts for a certain number of months, specified in the Job Future Months V4S setting. Your admin can adjust this value. For more information, see Set Up and Configure Volunteers for Salesforce. Duration How long, in hours, the event lasts. Desired Number of Volunteers The maximum number of volunteers who can sign up for each Shift. 5. Click Save. You can confirm the newly-created Shifts on the Shift Calendar. You can also set up a corresponding Volunteer Recurrence Schedule if you have volunteers who want to set up a recurring schedule based on the recurring Shifts. 30

35 Plan a Recurring Event Sign Up a Recurring Volunteer using Volunteer Recurrence Schedules Sign Up a Recurring Volunteer using Volunteer Recurrence Schedules When you have ongoing Jobs (created using a Job Recurrence Schedule), you may be lucky enough to have dedicated volunteers who want to sign up for Shifts on a regular basis. You can use the V4S Volunteer Recurrence Schedule to easily set up a recurring schedule for a regular volunteer. You can specify when the schedule starts and ends, and which days of the week and month the volunteer wants to work. 1. Click the Volunteer Jobs tab, then select a Job that has multiple Shifts that were created using a Job Recurrence Schedule. 2. Click the Related tab. 3. In the Volunteer Recurrence Schedules related list, click New Volunteer Recurrence Schedule. 4. Optionally, copy the Job s recurrence schedule by selecting it from the Job Recurrence Schedule drop-down. 5. Enter the Contact s name. You can use the lookup to search for the Contact. 6. Update the start date, end date, and duration as necessary. Although the Job is ongoing, the volunteer may want to participate for a certain time period. 7. For the Volunteer Hours Status, select Confirmed. Note: When you select a Status of Confirmed or Completed, the Volunteer Status field on the Contact is automatically updated to Active. 8. Update the days of the week and weekly occurrence as needed. For example, if the Job occurs every Monday, but the volunteer can only make it every other Monday, you can make that change here. 31

36 Plan a Recurring Event Sign Up a Recurring Volunteer using Volunteer Recurrence Schedules 9. Enter the number of volunteers. This will typically be 1, unless the volunteer represents a group of people. 10. Click Save. You ll see the Volunteer Recurrence Schedule details. If you want to see the results of your hard work, click on the Job name in the Volunteer Recurrence Schedule details. Back on the Job detail page, click Related, then check out the Volunteer Hours list. You should see the upcoming scheduled hours you just created. 32

37 STAY IN TOUCH WITH YOUR VOLUNTEERS An important part of attracting and retaining good volunteers is making sure they feel connected to your organization and appreciated by the people who work there. Imagine signing up to volunteer for an event months before it happens, but never receiving a reminder. Or spending time volunteering at an event, but never receiving acknowledgement of your time or a simple thank you note. Appreciating your volunteers by staying in touch is key to ensuring that they come back to volunteer again. Even for a small organization, staying on top of volunteer management can be close to a full time job. And when your organization runs multiple events with thousands of volunteers, managing thank yous, providing timely information to your volunteers, and finding volunteers with specific skills can be a daunting task. Fortunately, V4S takes the headache out of volunteer management. With V4S, you can automate custom s to volunteers when they sign up or complete a Shift. You can also easily manually volunteers as needed. About Automation Managing s to volunteers can be incredibly time consuming. V4S makes it easy by providing preconfigured templates for all the typical volunteer s. In addition, V4S includes workflow rules that trigger the s automatically, and at the appropriate time. If the out-of-box templates don t exactly meet your needs, you can always clone them to create your own personalized version, or create your own from scratch. For information on templates, see Manage Templates in the Salesforce Help & Training. Important: If you didn t start using Volunteers for Salesforce from a Trial, your admin should check the workflow rules and ensure that they re active. See Set Up and Configure Volunteers for Salesforce for more information. To find the list of V4S templates: 1. Click, then click Setup. 2. From Setup, enter templates in the Quick Find box, then select Templates. 3. From the folder drop-down list, select Volunteers Templates. 4. To view a template, click the template name. Let s take a peek at the Volunteer Job Signup Thank You. 33

38 Stay in Touch with your Volunteers About Automation The template consists of text and merge fields that pull data from the V4S objects and fields. You can click Edit here to edit the content of the template. Let s see what the basic, text version of this to the volunteer looks like. Of course you can always customize it to build a beautiful HTML version complete with your logo, photos, and more! 34

39 Stay in Touch with your Volunteers Manually Volunteers Manually Volunteers There are times when you may need to volunteers on the fly. For example, you may need to inform a small group of volunteers that an event has been canceled because you didn t get enough participants. Or you may want to send one last (additional) reminder about an upcoming Shift. This is easy to do with V4S. 1. Go to the Shift that you need to send an about. You can get there from the Shift calendar or the Volunteer Job. Note: You can also send a mass from the Volunteer Job detail page. 2. On the Volunteer Shift detail page, click in the upper right corner, then click Mass Volunteers. 3. On the Mass Volunteers page, fill in the necessary fields: From (1) Select the person to receive replies sent by the volunteers. volunteers with Status (2) You can limit to volunteers with a certain status or choose None to all volunteers who signed up. Include Contacts only once (3) This option prevents Contacts from receiving the same more than once. It s useful if you re using the Mass Volunteers from the Job level, because you might have a Contact who is signed up for more than one Shift. Log an Activity for each (4) This option creates an activity record linked to the volunteer s Contact record. This is useful if you want to track all your communications with a Contact. Template based on object (5) The object you choose must match the object that the template is based on. Template (6) Choose the template you want to use for your . You can choose any template that is in the Volunteers Templates folder. Note: Use the View Template or Edit Template links (7) to open a new window where you can view or modify templates in the Volunteers Template folder. If you modify a template or create a new template in this window, you ll need to refresh the Mass Volunteers page to see the new or modified template. 35

40 Stay in Touch with your Volunteers Manually Volunteers 4. Click Send. You now have all the tools you need to confidently manage your volunteer relationships. So go forth and connect with and inspire your volunteers! 36

41 TRACK VOLUNTEER PARTICIPATION WITH REPORTS AND DASHBOARDS Volunteers for Salesforce includes reports and dashboards that provide a ton of useful information about your volunteer program. You can use these reports and dashboards to analyze volunteer trends so that you can decide where to focus your volunteer efforts. V4S includes more than 25 reports and one dashboard. View the Volunteers Dashboard The Volunteers Dashboard provides a ton of valuable data for the Volunteer Manager. Component Volunteer Leaderboard (Top Volunteers by Lifetime Hours) Top Volunteers by Recent Hours Volunteers Last Month Total Hours this Year Total Volunteers This Year Volunteer Hours by Month Unique Volunteers this Year Volunteers by Status Description A list of the top volunteers with the most lifetime hours. A list of the top volunteers for the current and previous calendar year. A list of volunteers, and the number of hours worked, in the last month. A gauge showing the total number of hours that volunteers have completed this calendar year. A gauge showing the total number of volunteers who completed hours for your organization this calendar year. A chart showing the sum of total hours worked by month (this calendar year and the previous calendar year). A chart showing the number of volunteers who worked for your organization this calendar year. Each volunteer is counted only once, even if they volunteered for multiple Jobs or Shifts. A chart showing the volunteers categorized by volunteer status (Active, Inactive, New Signup, Prospect). To see the Volunteers dashboard in action: 1. Click the Dashboards tab. If you don t see this tab, click the App Launcher ( ), expand All Items, then click Dashboards. 2. In the left nav, click All Folders. 3. Click the Volunteer Dashboards folder. 4. Click Volunteers Dashboard. The dashboard appears. 37

42 Track Volunteer Participation with Reports and Dashboards View Volunteers Reports View Volunteers Reports Volunteers for Salesforce provides over 25 valuable reports out-of-the-box. You can use them as is, or customize them to meet your needs. Note: If you decide to customize an out-of-box report, we recommend that you save it with a different name so that you preserve the original report. To see the Volunteers reports: 1. Click the Reports tab. If you don t see this tab, click the App Launcher ( ), expand All Items, then click Reports. 2. In the left nav, click All Folders. 3. Click Volunteer Reports. 38

43 Track Volunteer Participation with Reports and Dashboards Volunteers Reports The list of reports appears. 4. Click a report name to run the report, view details, or customize. Volunteers Reports This table lists the reports that come packaged with Volunteers for Salesforce. Report Active Volunteers Available Volunteer Jobs Hours detached from their VRS Inactive Volunteers New Sign Ups - Contacts New Sign Ups - Leads Prospective Volunteers Recent Volunteers Shifts detached from their JRS Description List of Contacts with Volunteer Status set to Active. All Volunteer Jobs that are ongoing, or still need volunteers. A list of Volunteer Hours that were created by a Volunteer Recurrence Schedule (VRS), but were detached because they no longer meet the VRS s criteria. List of Contacts with Volunteer Status set to Inactive. List of Contacts with Volunteer Status set to New Sign Up. List of Leads with Volunteer Status set to New Sign Up. List of Contacts with Volunteer Status set to Prospect. List of volunteers whose Last Volunteer Date occurred in the past 120 days. A list of Volunteer Shifts that were created by a Job Recurrence Schedule (JRS), but were detached from the JRS because they no longer meet its criteria. 39

44 Track Volunteer Participation with Reports and Dashboards Volunteers Reports Report Top Volunteers by Lifetime Hours Top Volunteers by Recent Hours Unassigned Volunteers Unique Volunteers Upcoming Shifts Needing Volunteers Upcoming Shifts with Volunteers Upcoming Volunteers Volunteer Hours by Account/Org Volunteer Hours by Campaign Volunteer Hours by Job Volunteer Hours by Month Volunteer Hours by Month Matrix Volunteer Hours for Dashboard Volunteer Jobs with Shift Summary Volunteer Roster Volunteers Active Last Month Volunteers by Account Volunteers by Availability Volunteers by Skill Volunteers Daily Roster Volunteers Last Month Volunteers This Year Volunteers with a Volunteer Status Description FOR DASHBOARD: List of total hours a volunteer has worked. FOR DASHBOARD: List of total hours a volunteer has worked during a specified time period. Contacts with either Active, Prospect, or New Sign Up set as the Volunteer Status, who don t have current Volunteer Hours assigned. Total amount of unique volunteers by Campaign and Job. A list of Shifts in the future that don t have the desired number of volunteers signed up. A list of upcoming Shifts with volunteers confirmed. Can be used as a check-in sheet. A list of Volunteers who have upcoming Volunteers Hours (signed up for a Shift or Job) in the next 30 days. Total Volunteer Hours for all time, by Account/org. Total Volunteers Hours for all time, by Campaign. Total Volunteer Hours for all time, by Volunteer Job. FOR DASHBOARD: Total Volunteer Hours for the current and previous calendar years, grouped by month. A matrix report that shows the sum of hours volunteered by month for each Volunteer. FOR DASHBOARD: Total Volunteer Hours for each Volunteer. Lists all Jobs (grouped by Campaign), their Shifts, volunteers signed up, desired number of volunteers, and volunteers still needed. Lists all Volunteers for the specified Campaign, Job, and Shift (used by Roster buttons on the Shift Calendar). List of Volunteers who completed Volunteer Hours last month. List of all Volunteers, grouped by Account. List of all Volunteers, grouped by availability (value in the Volunteer Availability field on the Contact). List of all Volunteers, grouped by skill. List of upcoming Volunteers by Shift Start Date & Time. FOR DASHBOARD: Volunteers who completed a Shift in the last month. FOR DASHBOARD: Volunteers who completed a Shift this year. List of Contacts that have the Volunteer Status set to any value. 40

45 ENGAGE VOLUNTEERS ON YOUR WEBSITE This section assumes your Administrator integrated Volunteers for Salesforce with your website. And we sure hope they did! Using V4S with your website provides the opportunity for volunteers to visit your website and see a calendar of the Job and Shift offerings you entered in V4S. Not only can they see the calendar or a list of Job offerings, but they can sign up right from the page and that information will be saved in V4S. We re going to show examples of some of the most commonly used website pages. There are additional pages that may be enabled on your website. These pages are customizable, so they may look different than what you see here. Depending on what is set up, here are some things your volunteers can do on your website: View a Calendar with Job and Shift Listings View a listing of available opportunities Sign up for a Job Shift Log Volunteer Hours View a personalized volunteer page If you're the Admin for your organization and want more information about setting up any of these website features, see Set Up and Configure Volunteers for Salesforce. View a Calendar with Job and Shift Listings On this page, potential volunteers can click on a Shift to see details and sign up. 41

46 Engage Volunteers on your Website View a Listing of Available Opportunities View a Listing of Available Opportunities From this page, volunteers can click the signup link to sign up for a particular Shift. 42

47 Engage Volunteers on your Website Sign Up for a Job or Shift Sign Up for a Job or Shift When a volunteer clicks a signup link on either the Job Calendar or Job listing page, they see this Volunteer Sign Up window. If the volunteer fills in the required information and clicks Sign Up, V4S will try to match the first name, last name, and against your database to see if there is a matching Contact. If there is a matching Contact, V4S updates the Contact with information about the Shift and hours. If there isn t a matching Contact, V4S creates a new Contact record with the Volunteer Status set to New Sign Up. V4S also sends two s: one to the person to thank them for signing up, and one to the Volunteer Manager alerting them about the new signup. Note: These s are controlled by templates and workflow rules that come prepackaged with V4S. If the s aren t being sent, the templates or workflow rules may be disabled. Log Volunteer Hours From this page, a Volunteer can log hours for a Job or Shift they worked for your organization. They can select the specific Job and Shift, and report on any extra hours worked. If a Job doesn t have shifts, a Volunteer can log hours for any date range. 43

48 Engage Volunteers on your Website View a Personalized Volunteer Page View a Personalized Volunteer Page From this page, a volunteer can see their Contact and Volunteer Information, upcoming Job Shifts, and Volunteer History. They can also click the Report your Volunteer Hours link at the top of the page to report extra hours. Whether in Sarah s community kitchen or at your organization s next event, we hope that showing volunteers their cumulative contributions over the days and weeks helps to inspire even higher levels of passion, commitment, and engagement. 44