Volunteers for Salesforce User Guide · Volunteers for Salesforce provides fields on the Contact to...

Volunteers for Salesforce UserGuide

@salesforcedocsLast updated: November 21, 2017

https://twitter.com/salesforcedocs

© Copyright 2000–2018 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.

CONTENTS

WELCOME TO VOLUNTEERS FOR SALESFORCE (V4S) . . . . . . . . . . . . . . . . . . 1Why it Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Volunteers for Salesforce and Your Salesforce Instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

New Fields Added to Standard Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Getting Around in Volunteers for Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

TRACK AND IDENTIFY YOUR VOLUNTEERS . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Create a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Capture Volunteer Skills and Availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Find Volunteers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

PLAN A ONE-TIME EVENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Sketch Out the Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Create a Campaign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Create a Campaign Using the Volunteers Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Create a Campaign Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Create Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Create a Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Clone a Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Create Job Shifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Create a Shift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Clone Shifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Confirm Shifts on the Shift Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

MANAGE, TRACK, AND ASSIGN VOLUNTEERS . . . . . . . . . . . . . . . . . . . . . . . 18Assign Volunteers to Shifts (using Mass Edit Volunteer Hours) . . . . . . . . . . . . . . . . . . . . . . . 18Assign a Volunteer from the Find Volunteers Search Results Page . . . . . . . . . . . . . . . . . . . . 20Sign Up a Recurring Volunteer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Record Hours for a Single Volunteer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Record Hours for a Specific Job or Shift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Reconcile Volunteer Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

PLAN A RECURRING EVENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Sketch Out the Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

A note about Time Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Create a Campaign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Create an Ongoing Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Schedule Recurring Shifts using Job Recurrence Schedules . . . . . . . . . . . . . . . . . . . . . . . . . 29Sign Up a Recurring Volunteer using Volunteer Recurrence Schedules . . . . . . . . . . . . . . . . . . 31

STAY IN TOUCH WITH YOUR VOLUNTEERS . . . . . . . . . . . . . . . . . . . . . . . . . 33About Email Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Manually Email Volunteers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

TRACK VOLUNTEER PARTICIPATION WITH REPORTS ANDDASHBOARDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37View the Volunteers Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37View Volunteers Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Volunteers Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

ENGAGE VOLUNTEERS ON YOUR WEBSITE . . . . . . . . . . . . . . . . . . . . . . . . . . 41View a Calendar with Job and Shift Listings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41View a Listing of Available Opportunities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Sign Up for a Job or Shift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Log Volunteer Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43View a Personalized Volunteer Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Contents

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 otherpeople. 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 connectioninspire 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 forvolunteer management that has transformed nonprofit organizations and their efforts worldwide. Volunteers are the lifeblood of somany nonprofit organizations like yours, and V4S provides a way to effectively manage volunteer relationships. In a world of so muchdistraction 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 emails

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 neverwant 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 introducessome custom objects into your Salesforce org.

DescriptionObject NameType of Object

Represents a volunteer.ContactStandard

Represents a volunteer event or initiative.Campaign

Tracks jobs to fill and skills needed.Volunteer JobCustom

Tracks dates, times, and number ofvolunteers needed for a job.

Volunteer Shift

Tracks the hours a volunteer spends withyour organization.

Volunteer Hours

Sets up a series of recurring Shifts for a job.Job Recurrence Schedule

1

DescriptionObject NameType of Object

Sets up a recurring schedule for a specificvolunteer on a specific job.

Volunteer Recurrence Schedule

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 forSalesforce. If you see differences in the way your instance looks, or you notice fields are missing, talk to your Admin and point themto that documentation.

New Fields Added to Standard ObjectsContacts in V4S are used to track volunteers. It’s important to have additional data on those Contacts that is specific to volunteermanagement.

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 Email Opt Out

2

New Fields Added to Standard ObjectsWelcome to Volunteers for Salesforce (V4S)

https://powerofus.force.com/articles/Resource/Volunteers-for-Salesforce-Setup-and-Configuration-Guide


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 Upand 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

Getting Around in Volunteers for SalesforceWelcome to Volunteers for Salesforce (V4S)



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

Getting Around in Volunteers for SalesforceWelcome to Volunteers for Salesforce (V4S)

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, email, and address, their special skills, the days and times they’reavailable to volunteer, their volunteer status, and a Volunteer Hours related list where you can see how many hours they’ve committedto 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 ( ), then click All Items.

2. Click New.

3. Enter the person’s name, email, 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 Sarahvolunteers needs people with food preparation skills. And when the kitchen’s web developer recently revamped the website, she recruitedvolunteers 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), andavailability (days and times during the week). These fields are conveniently located in a Volunteer Information section on the Contactrecord.

Note: If you don’t see these fields, you might need to edit your Contact page layout to include them. Administrators can alsocustomize the values in each field to match the needs of your organization. See Set Up and Configure Volunteers for Salesforcefor 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 VolunteerStatus 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


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 volunteersyou 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, andVolunteer Skills.

Admins can also expand the search criteria to include more Contact fields. See Set Up and Configure Volunteers for Salesforce formore information.

3. Click Find to see a list of matching Contacts.

6

Find VolunteersTrack and Identify your 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

Find VolunteersTrack and Identify your Volunteers

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 communitykitchen puts on an annual gala where she needs to schedule setup crew, waitstaff, bartenders, cleanup crew, and more. And on top ofall 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 structureso 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, suchas setup and cleanup, that are represented by Jobs. You can further break down Jobs into Shifts that require a certain number of volunteerson 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 theCampaign.

8


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 WizardThe 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 sameJobs 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

Create a CampaignPlan a One-Time Event

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'tchoose 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 copiedfrom 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

Create a Campaign Using the Volunteers WizardPlan a One-Time Event

Create a Campaign ManuallyYou 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.


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

Create a Campaign ManuallyPlan a One-Time Event

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 andShifts you need to fill.

For example:

Create a JobCreate a Job for each volunteer opportunity that goes along with your Campaign.

12

Create JobsPlan a One-Time Event

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 youhave it enabled. Admins can also configure V4S to display a corresponding map on your website. See Set Up and Configure Volunteersfor 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’tenabled the Google Maps integration mentioned in the previous step).

13

Create a JobPlan a One-Time Event



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 thetoolbar, 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 createmore. (Hint: cloning is faster!)

Clone a JobOnce you’ve created one Job, you can clone it to create more. The clone feature makes it much easier (and faster) to create multipleJobs 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

Clone a JobPlan a One-Time Event

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 arecoming 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 ShiftCreate 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 youneed 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 # ofVolunteers determines how many people can sign up for the Shift on your website).

15

Create Job ShiftsPlan a One-Time Event

6. Click Save.

Clone ShiftsNow 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

Clone ShiftsPlan a One-Time Event

Now you can repeat this process to create Shifts for each of your Jobs.

Confirm Shifts on the Shift CalendarAfter you’ve created some Shifts, you can view them on the Shift calendar. This is a great way to visualize how things will look toprospective 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 Campaignor 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 buttonto 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 passionthat your volunteers bring.

17

Confirm Shifts on the Shift CalendarPlan a One-Time Event

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 thatin 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 recordfor 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, hopefullynot, no-show).

Note: When you change a volunteer’s Status on the Volunteer Hours record to either Confirmed or Completed, theVolunteer 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 meansyou can view an individual volunteer’s Contact record to see details of all the hours they’ve donated to your organization. Or, you canlook 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 inparticular Shifts. For example, when Sarah’s community kitchen holds orientation sessions for their upcoming annual gala, they passaround a signup sheet where people write down which Shift they want to sign up for. Then the volunteer manager has a written listthat 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 forthem, 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 enteringvolunteers 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

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 personmight be interested based on past volunteer signups, you could use Prospect. Use the Completed status only after they’ve completedthe 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 recurringvolunteer to this Shift.

Note: When you select a Status of Confirmed or Completed, the Volunteer Status field on the Contact is automaticallyupdated 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 differentJob 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, weadded two volunteers for the Wait Staff Job, but assigned them each to a different Shift.

19

Assign Volunteers to Shifts (using Mass Edit Volunteer Hours)Manage, Track, and Assign Volunteers

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 easilyassign 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.


6. Click Assign.

20

Assign a Volunteer from the Find Volunteers Search ResultsPage

Manage, Track, and Assign Volunteers

You can verify the assignment by visiting one of the volunteer’s Contact records. The assignment shows on the Volunteer Hours relatedlist.

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 caneasily 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 forthat 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.



• Web Signup—The volunteer signed up through your website. This status is automatically set by V4S.



d. Number of Volunteers—For a specific individual, this is typically 1. If the Contact is a point person for a group of multiplevolunteers, set this value to the total number of people in the group.

6. Optionally fill out any other fields.

21

Sign Up a Recurring VolunteerManage, Track, and Assign Volunteers

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 tomake 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.


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 Jobdrop-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 thatfield 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.


Note: When you select a Status of Completed, the Volunteer Status field on the Contact is automatically updated toActive.



22

Record Hours for a Specific Job or ShiftManage, Track, and Assign Volunteers

7. Enter the hours worked. The hours set for the Shift will automatically appear, but you can adjust the number based on how longthe 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 sureto 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 volunteerscomplete 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 sheetfor the Shift:

Time OutTime InName

12:00 p.m.9:00 a.m.Robert Bender

12:30 p.m.9:00 a.m.Ruth Enos

(didn’t show up)Victor Amore

11:45 a.m.9:00 a.m.Anthony King

12:00 p.m.9:00 a.m.Linda Matsumoto

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 fromthe Shift Calendar.



23

Reconcile Volunteer HoursManage, Track, and Assign Volunteers

4. In the status column, change the status for everyone who showed up to Completed. If a volunteer didn’t show up, change the statusto 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 toActive.

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

Reconcile Volunteer HoursManage, Track, and Assign Volunteers

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, perhapsyou 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, andShifts in Volunteers for Salesforce. Remember that the Campaign represents the highest level of your structure. Jobs represent the specificvolunteer tasks, and Shifts are the specific dates and times you need volunteers. The best way to figure out the structure you need is bylaying 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.

Total # of Events (yearly)ScheduleFacility/Dining RoomAgency

50Monday 5 p.m. - 8 p.m.City Dining RoomCity Services

50Thursday 4:30 p.m. - 8:00 p.m.City ChurchCity Services

When you start to sketch out your structure, you need to take into account the agency that funds the event, the facilities where theevents 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 ofevents, how many volunteers turned up, and how many volunteers worked in total. These reports are particularly important for agencieswho fund the events. So, in a case like our example, the Campaign should represent City Services, since they are the organization fundingthe events. Next, since the facilities represent where the events occur, we use Jobs to represent the facilities. Last, the Shifts representthe dates and times of the events.

25

A note about Time Zones . . .Many organizations have multiple events, in multiple locations, across multiple states. Having events in multiple time zones can beconfusing 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’stime 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 employeesin 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 thanthe 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 andShifts on the Campaign level. For example, if you’re planning an event that takes place in San Francisco, CA, the Volunteer WebsiteTime 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. Forexample, your organization is hosting a nationwide fundraising run and you need volunteers in multiple states. For the Jobs inCalifornia, set the Volunteer Website Time Zone to America/Los_Angeles. For the Jobs in New York, set the Volunteer Website TimeZone 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 timezone.

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

A note about Time Zones . . .Plan a Recurring Event

4. Click Next.

5. Enter your volunteer Campaign name. We recommend using the name of the agency funding your series of events.


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 canalso 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

Create a CampaignPlan a Recurring Event

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 wouldbe 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 needto 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 purposesand 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

Create an Ongoing JobPlan a Recurring Event

The Location Street, Location City, Location State/Province, and Location Zip/Postal Code fields integrate with Google Maps, if youhave it enabled. Admins can also configure V4S to display a corresponding map on your website. See Set Up and Configure Volunteersfor 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 thetoolbar, 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 shiftsoccur.

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

Schedule Recurring Shifts using Job Recurrence SchedulesPlan a Recurring Event



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 weekof 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 thereis no end date.

Note: V4S only creates future Shifts for a certain number of months, specified in the Job Future Months V4S setting. Youradmin 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 ifyou have volunteers who want to set up a recurring schedule based on the recurring Shifts.

30

Schedule Recurring Shifts using Job Recurrence SchedulesPlan a Recurring Event


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 whowant to sign up for Shifts on a regular basis. You can use the V4S Volunteer Recurrence Schedule to easily set up a recurring schedulefor a regular volunteer. You can specify when the schedule starts and ends, and which days of the week and month the volunteer wantsto work.

1. Click the Volunteer Jobs tab, then select a Job that has multiple Shifts that were created using a Job Recurrence Schedule.


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 fora certain time period.

7. For the Volunteer Hours Status, select Confirmed.


8. Update the days of the week and weekly occurrence as needed. For example, if the Job occurs every Monday, but the volunteer canonly make it every other Monday, you can make that change here.

31

Sign Up a Recurring Volunteer using Volunteer RecurrenceSchedules

Plan a Recurring Event

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 Jobdetail page, click Related, then check out the Volunteer Hours list. You should see the upcoming scheduled hours you just created.

32

Sign Up a Recurring Volunteer using Volunteer RecurrenceSchedules

Plan a Recurring Event

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 appreciatedby 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. Appreciatingyour 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 runsmultiple events with thousands of volunteers, managing thank yous, providing timely information to your volunteers, and findingvolunteers with specific skills can be a daunting task.

Fortunately, V4S takes the headache out of volunteer management. With V4S, you can automate custom emails to volunteers whenthey sign up or complete a Shift. You can also easily manually email volunteers as needed.

About Email Automation

Managing emails to volunteers can be incredibly time consuming. V4S makes it easy by providing preconfigured email templates for allthe typical volunteer emails. In addition, V4S includes workflow rules that trigger the emails automatically, and at the appropriate time.

If the out-of-box email 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 email templates, see Manage Email 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 ensurethat they’re active. See Set Up and Configure Volunteers for Salesforce for more information.

To find the list of V4S email templates:

1.Click , then click Setup.

2. From Setup, enter Email templates in the Quick Find box, then select Email Templates.

3. From the folder drop-down list, select Volunteers Email Templates.

4. To view a template, click the template name. Let’s take a peek at the Volunteer Job Signup Thank You.

33

https://help.salesforce.com/articleView?id=admin_emailtemplates.htm&language=en_US


The template consists of text and merge fields that pull data from the V4S objects and fields. You can click Edit here to edit thecontent of the template. Let’s see what the basic, text version of this email 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

About Email AutomationStay in Touch with your Volunteers

Manually Email Volunteers

There are times when you may need to email volunteers on the fly. For example, you may need to inform a small group of volunteersthat an event has been canceled because you didn’t get enough participants. Or you may want to send one last (additional) reminderabout an upcoming Shift. This is easy to do with V4S.

1. Go to the Shift that you need to send an email about. You can get there from the Shift calendar or the Volunteer Job.

Note: You can also send a mass email from the Volunteer Job detail page.

2.On the Volunteer Shift detail page, click in the upper right corner, then click Mass Email Volunteers.

3. On the Mass Email Volunteers page, fill in the necessary fields:

• From (1)—Select the person to receive replies sent by the volunteers.

• Email volunteers with Status (2)—You can limit email to volunteers with a certain status or choose None to email all volunteerswho signed up.

• Include Contacts only once (3)—This option prevents Contacts from receiving the same email more than once. It’s useful ifyou’re using the Mass Email Volunteers from the Job level, because you might have a Contact who is signed up for more thanone Shift.

• Log an Activity for each email (4)—This option creates an activity record linked to the volunteer’s Contact record. This isuseful 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 email template is based on.

• Email Template (6)—Choose the email template you want to use for your email. You can choose any template that is in theVolunteers Email Templates folder.

Note: Use the View Template or Edit Template links (7) to open a new window where you can view or modify templatesin the Volunteers Email Template folder. If you modify a template or create a new template in this window, you’ll need torefresh the Mass Email Volunteers page to see the new or modified template.

35

Manually Email VolunteersStay in Touch with your 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—yourvolunteers!

36

Manually Email VolunteersStay in Touch with your Volunteers

TRACK VOLUNTEER PARTICIPATION WITH REPORTS ANDDASHBOARDS

Volunteers for Salesforce includes reports and dashboards that provide a ton of useful information about your volunteer program. Youcan use these reports and dashboards to analyze volunteer trends so that you can decide where to focus your volunteer efforts. V4Sincludes more than 25 reports and one dashboard.

View the Volunteers Dashboard

The Volunteers Dashboard provides a ton of valuable data for the Volunteer Manager.

DescriptionComponent

A list of the top volunteers with the most lifetime hours.Volunteer Leaderboard (Top Volunteers by Lifetime Hours)

A list of the top volunteers for the current and previous calendaryear.

Top Volunteers by Recent Hours

A list of volunteers, and the number of hours worked, in the lastmonth.

Volunteers Last Month

A gauge showing the total number of hours that volunteers havecompleted this calendar year.

Total Hours this Year

A gauge showing the total number of volunteers who completedhours for your organization this calendar year.

Total Volunteers This Year

A chart showing the sum of total hours worked by month (thiscalendar year and the previous calendar year).

Volunteer Hours by Month

A chart showing the number of volunteers who worked for yourorganization this calendar year. Each volunteer is counted onlyonce, even if they volunteered for multiple Jobs or Shifts.

Unique Volunteers this Year

A chart showing the volunteers categorized by volunteer status(Active, Inactive, New Signup, Prospect).

Volunteers by Status

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

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 yourneeds.

Note: If you decide to customize an out-of-box report, we recommend that you save it with a different name so that you preservethe 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

View Volunteers ReportsTrack Volunteer Participation with Reports and Dashboards

The list of reports appears.

4. Click a report name to run the report, view details, or customize.

Volunteers ReportsThis table lists the reports that come packaged with Volunteers for Salesforce.

DescriptionReport

List of Contacts with Volunteer Status set to Active.Active Volunteers

All Volunteer Jobs that are ongoing, or still need volunteers.Available Volunteer Jobs

A list of Volunteer Hours that were created by a VolunteerRecurrence Schedule (VRS), but were detached because they nolonger meet the VRS’s criteria.

Hours detached from their VRS

List of Contacts with Volunteer Status set to Inactive.Inactive Volunteers

List of Contacts with Volunteer Status set to New Sign Up.New Sign Ups - Contacts

List of Leads with Volunteer Status set to New Sign Up.New Sign Ups - Leads

List of Contacts with Volunteer Status set to Prospect.Prospective Volunteers

List of volunteers whose Last Volunteer Date occurred in the past120 days.

Recent Volunteers

A list of Volunteer Shifts that were created by a Job RecurrenceSchedule (JRS), but were detached from the JRS because they nolonger meet its criteria.

Shifts detached from their JRS

39

Volunteers ReportsTrack Volunteer Participation with Reports and Dashboards

DescriptionReport

FOR DASHBOARD: List of total hours a volunteer has worked.Top Volunteers by Lifetime Hours

FOR DASHBOARD: List of total hours a volunteer has worked duringa specified time period.

Top Volunteers by Recent Hours

Contacts with either Active, Prospect, or New Sign Up set as theVolunteer Status, who don’t have current Volunteer Hours assigned.

Unassigned Volunteers

Total amount of unique volunteers by Campaign and Job.Unique Volunteers

A list of Shifts in the future that don’t have the desired number ofvolunteers signed up.

Upcoming Shifts Needing Volunteers

A list of upcoming Shifts with volunteers confirmed. Can be usedas a check-in sheet.

Upcoming Shifts with Volunteers

A list of Volunteers who have upcoming Volunteers Hours (signedup for a Shift or Job) in the next 30 days.

Upcoming Volunteers

Total Volunteer Hours for all time, by Account/org.Volunteer Hours by Account/Org

Total Volunteers Hours for all time, by Campaign.Volunteer Hours by Campaign

Total Volunteer Hours for all time, by Volunteer Job.Volunteer Hours by Job

FOR DASHBOARD: Total Volunteer Hours for the current andprevious calendar years, grouped by month.

Volunteer Hours by Month

A matrix report that shows the sum of hours volunteered by monthfor each Volunteer.

Volunteer Hours by Month Matrix

FOR DASHBOARD: Total Volunteer Hours for each Volunteer.Volunteer Hours for Dashboard

Lists all Jobs (grouped by Campaign), their Shifts, volunteers signedup, desired number of volunteers, and volunteers still needed.

Volunteer Jobs with Shift Summary

Lists all Volunteers for the specified Campaign, Job, and Shift (usedby Roster buttons on the Shift Calendar).

Volunteer Roster

List of Volunteers who completed Volunteer Hours last month.Volunteers Active Last Month

List of all Volunteers, grouped by Account.Volunteers by Account

List of all Volunteers, grouped by availability (value in the VolunteerAvailability field on the Contact).

Volunteers by Availability

List of all Volunteers, grouped by skill.Volunteers by Skill

List of upcoming Volunteers by Shift Start Date & Time.Volunteers Daily Roster

FOR DASHBOARD: Volunteers who completed a Shift in the lastmonth.

Volunteers Last Month

FOR DASHBOARD: Volunteers who completed a Shift this year.Volunteers This Year

List of Contacts that have the Volunteer Status set to any value.Volunteers with a Volunteer Status

40

Volunteers ReportsTrack Volunteer Participation with Reports and Dashboards

ENGAGE VOLUNTEERS ON YOUR WEBSITE

This section assumes your Administrator integrated Volunteers for Salesforce with your website. And we sure hope they did! Using V4Swith your website provides the opportunity for volunteers to visit your website and see a calendar of the Job and Shift offerings youentered 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 informationwill 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 enabledon 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 andConfigure 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



View a Listing of Available Opportunities

From this page, volunteers can click the signup link to sign up for a particular Shift.

42

View a Listing of Available OpportunitiesEngage Volunteers on your Website

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 thevolunteer fills in the required information and clicks Sign Up, V4S will try to match the first name, last name, and email against yourdatabase to see if there is a matching Contact. If there is a matching Contact, V4S updates the Contact with information about the Shiftand 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 emails: one to the person to thank them for signing up, and one to the Volunteer Manager alerting them about thenew signup.

Note: These emails are controlled by email templates and workflow rules that come prepackaged with V4S. If the emails aren’tbeing 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

Sign Up for a Job or ShiftEngage Volunteers on your Website

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 alsoclick 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 contributionsover the days and weeks helps to inspire even higher levels of passion, commitment, and engagement.

44

View a Personalized Volunteer PageEngage Volunteers on your Website

INDEX

AAnalyze volunteer data 37

CCampaign Wizard 9Campaigns

create9, 11, 26

for a recurring event 26structure 8, 25wizard 9

Contacttrack skills and availability 5

Contactscreate 5enter skills and availability 5

DDashboard 37

EEmail

manual 35

FFind Volunteers page 20

JJob Listings 42Job Recurrence Schedules 29Jobs

clone 14create 12, 28Job Recurrence Schedules 29ongoing 28

MMass Edit Volunteer Hours 18, 22–23

OOne Time Event

structure 8

RRecurring Event

structure 25Reports

finding 38

SShift Calendar 41Shifts

clone 16confirm 17create 15Job Recurrence Schedules 29on Shift Calendar 17recurring 29sign up from the website 43

TTime Zones 26

VVolunteer

availability 5skills 5view personalized website page 44

Volunteer Fieldson Campaigns 2on Contacts 2

Volunteer Hoursadd for single volunteer 21log from the website 43reconciling 23record for a job 22record for a shift 22recurring volunteer 21updating 23

Volunteer Objects 1Volunteer Recurrence Schedules 31Volunteer Tabs 3Volunteers

assign to a shift 18assign using a Volunteer Recurrence Schedule 31assigning 20find based on skills and availability 6recurring 31

45

WWebsite

personzalied volunteer page 44signup form 43

Website (continued)view available opportunities 42view jobs on calendar 41volunteer hours 43

46

Index

Volunteers for Salesforce User Guide · Volunteers for Salesforce provides fields on the Contact to...

Documents

Transcript of Volunteers for Salesforce User Guide · Volunteers for Salesforce provides fields on the Contact to...