Opportunities are the heart of the Volunteer program: They're what your users see, and can apply to participate in, on the Volunteer Home page (see image below).
NOTE: A number of Volunteer settings should be established prior to creating Opportunities: So, before creating your Opportunities, complete the pages in the Volunteer > Settings menu (e.g., define your Opportunity Types, create your application forms, etc.).
You can create new Opportunities and manage existing ones on the Opportunities page, located in the Admin interface.
Access the Opportunities page
- Click Admin in the Webmaster Links menu.
- Click Admin.
- Navigate to Volunteer > Opportunities.
On the Opportunities page, you can:
1 - Create an Opportunity
Creating an Opportunity is a four-step process:
Step 1 - Define its Details
Select the Opportunity Type that best fits the Opportunity you're creating (e.g., committee service, charity activities, etc.).
NOTE: Opportunity Types determine a number of important settings, like who can view and participate in an Opportunity, whether participation requires users to submit an application that must be approved, and which emails are sent throughout the volunteer process. Refer to the Volunteer > Settings > Opportunity Types page for more information.
|Title / Name||Give your Opportunity a name that gives potential volunteers a clear idea what to expect.|
NOTE: This field is only required if the selected Opportunity Type is configured to require approval for submissions.
An application form is what volunteers must fill out when applying for the Opportunity. Regarding applications forms, you have two options:
|Description||Provide all necessary details potential volunteers need to know about the Opportunity here. This information appears on the Opportunity's details page.|
The Integration Code is any text value you want to assign to this Opportunity. The value doesn't need to be unique for each Opportunity, and can support multiple business needs where an additional reference point (AMS opportunity/event key, Opportunity creator, Opportunity manager, community name, etc.) is desired to be stored in the AMS.
NOTE: You can ignore this field if (a) you don't use sync data to an AMS with Activity Sync or (b) an additional reference point is simply not needed or desired.
If you want to associate the Opportunity to a specific community, select it here. If you do, after creating the Opportunity, a new option is available when editing it that allows you to only allow members of the selected community to apply/volunteer.
|Primary Contact||Select who you want to be the Opportunity's main point-of-contact.|
|Location||Select whether the Opportunity is taking place at a physical location or online. If at a physical location, you'll be prompted to enter the address; if online, no further information is required.|
|Display Picture for Opportunity List and Details Page|
|Upload a picture||
If you want to represent the Opportunity with an image, upload one here.
NOTE: This image is used as a thumbnail on the Volunteer Opportunity listings page and the Opportunity's details page (the maximum dimensions on the detail page are 300px).
|Is this open-ended?||
Select whether the Opportunity is open-ended or not:
NOTE: Setting a Publish Date allows you to hide the Opportunity from the public until the date specified. Leave it blank for immediate inclusion in your Volunteer Opportunities list.
|Qualifications Necessary to Volunteer||
If there are any qualifications you prefer volunteers have for this Opportunity, select them here. These qualifications simply reflect the credentials desired in a volunteer and do not limit participation.
NOTE: The available qualifications are pulled from the Admin > Users > Demographics page; the qualifications you'll be able to select from here are determined by the Opportunity Type.
|When inviting, match on:||This menu allows you to define whether potential volunteers must have ALL of the selected qualifications or ANY of them when matching users during Step 3.|
|Points, Volunteers, and Credits|
|Estimated hours per volunteer||
This is where you:
These two values are multiplied to determine the number of points volunteers will receive for completing the Opportunity.
|Number of volunteers needed||Enter how many volunteers are needed for the Opportunity.|
|Number of Continuing Education (CE) credits||Enter how many CE credits volunteers will earn for completing the Opportunity. These credits are awarded at the same time as the points.|
Step 2 - Build an Application
If this Opportunity's associated Opportunity Type is set to auto-approve, skip to Step 3.
If you selected one of the pre-built application forms from the Application Form menu during Step 1, that form is displayed but not editable. Continue to Step 3.
If you selected Create new application form with form builder during Step 1, you'll need to create an application form for the Opportunity. To do so, simply click-and-drag the desired Content Elements on the right to the Application box on the left. You can order your elements by hovering one element above or below another element.
Most elements can be made a Required field, forcing applicants to fill them out, and you can add Help text to them if you need to provide instructions or explain a field's purpose in more detail.
To remove a field from your application, click-and-drag it out of the Application box.
Your site's custom user profile Demographics (created on the Admin > Users > Demographics page) are available as elements on the Demographics tab.
Be sure to click Save at the bottom of the page when you're finished.
Step 3 - Invite Volunteers
At this point, you can extend invitations to any of your users (or only to users within the associated community, if your Opportunity is linked to one) to volunteer for your Opportunity. While those who aren't invited can still apply, everyone you do invite is added to the Invitations Sent list, which provides two benefits: It makes it easy to track their application status and allows you to follow up with any or all of them via email at any time.
For this step:
- The system indicates how many people match your Opportunity's requirements. If you'd like to tighten or loosen the requirements to potentially include or exclude more people, click-and-drag the slider.
NOTE: If your Opportunity is associated to a community, the slider only includes users from that community.
- Click this button to see the current list of invitees. In this pop-up, you can also remove specific people, if you want to narrow the list.
- Click this button to search for and invite additional people. Anyone added is then listed in the List of Invitees.(Only users who have opted-in to the Directory appear in search results.)
Step 4 - Add Specific Volunteers
While inviting people is a great way to make them feel welcome, and makes it easy to follow up later, this step allows you to remove the need for people to go through the application process and simply add them to the Opportunity. This is ideal if there are specific people you know want or need to volunteer for an Opportunity.
After adding the desired people, you then need to decide whether to:
- Auto-approve them, making them volunteers immediately, or send them to the Waiting for Approval queue, where an admin can decide whether to approve them.
- Send them an email notifying them of their approval or queued state.
NOTE: An email is only sent if the appropriate template exists and is active. See Manage Email Templates to learn how to manage your Volunteer-related email templates.
2 - Manage an Opportunity's applicants
Selecting any of these three options takes you to the Manage Opportunity page, where you can:
- Edit the Opportunity's settings or click the drop-down to add specific volunteers (see Step 4 in the Create an Opportunity section above)
- View all applicants waiting to have their applications approved. For each selected applicant, you can approve or reject their application, view their application, and email them.
- View all applicants who have had their applications confirmed. For each selected applicant, you can reject their application, view their application, assign Roles (Roles are created on the Volunteer > Settings > Volunteer Roles page), give them points, adjust the points they can earn from completing the Opportunity (you can add and subtract points), and email them.
- View everyone who's been invited to apply for the Opportunity. For each selected invitee, you can re-send an invitation and email them directly. You can also invite additional people (see Step 3 in the Create an Opportunity section above).
- View all applicants who have had their applications rejected. For each selected applicant, you can undo the rejection (moving them back to the Waiting for Approval queue), view their application, and email them.
- View all applicants you can rate. For each selected applicant, you can assign 1—5 stars, mark them as Did Not Attend, assign Roles, adjust the points they can earn from completing the Opportunity (you can add and subtract points), and email them.
- View all applicants who have completed the Opportunity.
3 - Manage an Opportunity
The remaining options allow you to manage the Opportunity, including:
- Putting it on Hold, which removes it from the Opportunities list so no one can apply. You can make it Active again by enabling the On Hold status from the Show Filters area and selecting it from the Opportunity's Edit menu.
- Building an application for the Opportunity (see Step 2 in the Create an Opportunity section above) OR editing the current application, if one is already built.
- Viewing the Opportunity's details.
- Viewing and running any of the available Volunteer reports. Refer to the Reports section below for more information about each report.
- Creating a new Opportunity based on the current one's configured details and settings.
- Deleting the Opportunity.