Volunteer Tracking > Service View

  

 

 

Service View

 

Service View is used for viewing and managing services and assigning volunteers to services. A service is an opportunity for a volunteer to serve, which could be anything from a Sunday morning service to a fund-raising event, special service or function.

The Calendar is used to view active, inactive, past, and black-out dates. The Service Header displays details about the Service and allows you to copy, add, modify, and delete services along with other functionality. The Team Builder and Assign People boxes assist you in assigning teams and individuals to a service.

By default, if a service exists, the header will display the next future service after the current date/time.

NOTE: Hover over an icon to view a tip describing the icon.

 

Calendar


The Calendar displays the current month by default. Future services that are active show up as highlighted days on the calendar. If the options to ‘Include Inactive Future Services’ and ‘Include Past Services’ are selected in the service header, those days with those types of services are also highlighted on the calendar. Each type of service has a specific color that reflects what the current status the service is in.

Active Future Services are highlighted blue.

Inactive Future Services are highlighted light blue.

Past Services are highlighted grey.

The Open Detailed Calendar option displays a larger view of the current month, showing service days and the names of the service. The month being displayed may be changed using the available navigation buttons on the toolbar. The detailed calendar shows current services and, if the options have been selected to include inactive future services and include past services, displays past and inactive future services.

Services are highlighted with the same colors as the small calendar.

Future active services are highlighted on the detailed calendar in blue.

Past services are highlighted on the detailed calendar in gray.

Future inactive services are highlighted on the detailed calendar in light blue.

The displaying month can be changed using any of the options on the toolbar.

The detailed calendar view can also be changed to display for Day, Week, Month, or Multi-Day view.

The detailed calendar shows service dates highlighted in blue. The Blackout dates are highlighted in red.

Blackout dates have the text ‘Blackout Day’ in the highlighted section.

Service days have the name of the service in the highlighted section.

Calendar days that have more than two items to display, display a More link, that when clicked displays the days services or blackouts on calendar day view.

Double clicking on a blackout date loads the blackout date information pop-up.

Notice that a blackout date covers from 12:00 AM until 11:59 PM.

Double Clicking on a service date loads the service information pop-up.

Service Header


The Service Header displays basic information about the service and has several options.

The Service Name assigned displays at the top in a large font with the Start Date and End Date listed under it.

The icons in the upper right-hand corner allow you to copy, add, edit, and delete a Service.

Click the Copy Service  icon to make a copy of the service listed in the Service Header.

Click the Add New Service  icon to display a pop-up window to enter information for a new service.

Click the Edit Service  icon to edit the service listed in the Service Header. You can only edit a future Service.

Click the Delete Service  icon to delete the service listed in the Service Header.

The Select a Service drop-down controls which service displays on the Service Header.

The two check box options control which services are included on the Calendar.

Select the Include Inactive Future Services check box to highlight those dates in light blue on the calendar.

Select the Include Past Services check box to highlight those dates in grey on the calendar.

The two buttons in the lower right-hand corner give the ability to send emails and automatically assign volunteers to the selected service.

Click the  button to send an email to all volunteers listed on the Service grid.

Click the  button to automatically assign all the volunteers needed for the Service or to fill in additional volunteers needed up to the total needed for the service. See the following section for an explanation of how the Auto Assign button works.

Click the  button to automatically assign all the volunteers needed for the Service or to fill in additional volunteers needed up to the total needed for the service. See the following section for an explanation of how the Auto Assign button works.

 

Auto Assign Button Logic

Click the Auto Assign button to assign your volunteers for the Service selected automatically. There may be occasions where you need to manually assign specific volunteers for a Service. For example, you need a total of 10 volunteers. You have three people you want to manually assign to the Service and seven positions remaining that you want to Auto Assign. The logic to find potential volunteers using the Auto Assign button is as follows:

Find people in the Service Tag that do not have a black out date on the Service date and have met pre-requisites (if required) and are not already on schedule on the Service date.

From the resulting list of Volunteers, they must not have a pending or accepted status on the service date and not be pending or accepted for a Volunteer position on another team.

The resulting list of Volunteers is sorted in reverse order by the date they last served. This Auto Assigns the Volunteers who have not served recently.

If the resulting list from the above logic does not meet the total requested number of Volunteers for the Service then the following logic occurs:

Add a person to the Service Team with a status of pending and the Email Date Sent set to blank.

 

Select a Service


The Select a Service drop-down controls which service displays on the Service Header. The Select a Service drop-down displays the current calendar month’s services plus the next two months for a total of three months of services. Past Services and Inactive Future Services display if those check box options are selected.

The two check box options control which services are included on the Calendar and the Select a Service drop-down.

Select the Include Inactive Future Services check box to highlight those dates in light blue on the Calendar and the Select a Service drop-down.

Select the Include Past Services check box to highlight those dates in grey on the Calendar and the Select a Service drop-down.

The Select a Service drop-down displays a tree view of your Service Folders. The Active Folder  icon represents an active Service folder. The Inactive Folder  icon represents an inactive Service Folder and also has “(inactive)” listed with the folder name. To Activate or Deactivate a folder, right-click on the folder name and select Deactivate/Activate this Folder. To display inactive folders. right-click on any folder name and select Show inactive folders.

Use the horizontal scroll bar at the bottom of the Service Folder tree view to see large Service Folder structures.

The Active Calendar  icon represents all active Service opportunities for the current month and the following two months. The Inactive Future Calendar  icon represents all inactive future Service opportunities for the current month and the following two months. The Past Services Calendar  icon represents all Past Service opportunities. The Inactive Future Services and Past Services display only if the check boxes are selected on the Service header.

When a new Service is created the date is automatically appended in brackets to the beginning of the Service Name. This alleviates the need to add a date to the Service Name.

 

Add a Service


Below are the steps for setting up a Service and assigning volunteers.

1.          From the Volunteer Tracking menu, click the Service View option.

2.          Click the Add New Service  icon located on the upper right-hand corner of the Service Header.

3.          Enter the Name, Description, Start Date and End Date.

4.          The services are organized by folders. Type the folder name and click the Add Folder button.

5.          Type the sub-folder name then click the Add Folder button.

6.          Click the Ok button when after reviewing the Add New Service window.

Notice that the new service is now showing in the Service Header. Also, the Service Date is appended to the Service Name in the Select a Service drop-down.

7.          From the Team Builder box, click a level and drag it to the Service Header.

8.          A Confirmation message appears which allows you to select and deselect teams and positions. Click the Ok button to continue.

9.          From the Assign People box, click a team and drag it to the Position header.

10.          A Confirmation message appears which allows you to select and deselect records. Click the Ok button to continue.

Copy a Service


Click the Copy  icon available on the Service header to copy a Service . You use the original service as a template. A new start date can be entered for the new service to begin on, the number of occurrences to create, and at what frequency to create them. The copied services use identical number of days, start times, and end times as the original service. Up to 100 services can be coped using Copy Service.

Team Builder


The Team Builder box displays Service Tags as team levels. The team levels can be assigned to Services.

The Folder level  icon represents a Service Tag that has levels assigned under it.

The Team level  icon represents a Service Tag that has records assigned under it.

Click and drag the Folder level  icon or the Team level  icon to the Service Header to assign the level to a Service.

Assign People


The Assign People box displays Service Tags as team levels and displays the volunteers assigned to those levels. Use the horizontal scroll bar at the bottom of the Assign People tree view to see large Team structures.

Both the team levels and the volunteers can be assigned to Services.

The Folder level  icon represents a Service Tag that has levels assigned under it.

The Team level  icon represents a Service Tag that has records assigned under it.

The Volunteer  icon represents a record.

Assign a team or an individual volunteer to a Service by clicking and dragging the Folder level  icon, Team level  icon, or the Volunteer  icon to a position located on the Service Grid. You can also click the  button to automatically assign qualified serving tag members to the Service.

 

Qualified serving tag members are:

Volunteers in a serving tag that do not have blackout dates on a service date.

Volunteers that have met all prerequisites.

The volunteer must not be already on schedule on the specific service date.

Volunteer has no pending or accepted status on the service date.

Volunteer has not already accepted or is pending another volunteer position.

All qualified candidates are assigned in reverse order by the date last served.

 

Service Grid


Use the Service Grid to manage Teams, Positions and Volunteers for a specific Service. A temporary one-time use Team and Position can be added from the Service Grid. Manually Accept or Decline a volunteer from the grid.

The Indicator icons display for the following reasons:

Accepted  icon displays the number of volunteers who have accepted.

Rejected  icon displays the number of volunteers who have declined.

Pending  icon displays the number of volunteers who have not responded or their response is unresolved.

The Email  icon next to a name indicates the volunteer has an email address.

The Cancel  icon next to a marked through name indicates the volunteer has been canceled.

The Not Valid Email  icon next to a name indicates the email address is not valid.

The Action icons perform the following functions:

Click the Add New  icon to add a new Team, Position, or Team Member (Volunteer).

Click the Edit  icon to edit a team or position.

Click the Delete  icon to remove a Team, Position or Volunteer.

Click the Email  icon to send a volunteer request email. The volunteer can then respond to the email by accepting or rejecting their availability for the specific Service.

Click the Cancel  icon to cancel a Volunteer.

 

Manually Accept of Decline a Team Member (Volunteer)


Hover over a Team Member’s name to display a popup window with information about the Volunteer. Click the  or  button to manually Accept or Decline a Service Opportunity. This is especially useful if the Volunteer gives you the information verbally or is unable to respond to the request email.

 

Edit a Team


After a Team is created it may be necessary to make changes to the Team. Click the Edit  icon on the Team header bar to display the Team Settings window. Update the Name and Description as needed. Click the Add link to display the Popup Person Search window to search and select an Owner(s). Multiple Team Owners can be selected and are added to the email notification process. Click the Delete  icon to remove an Owner. Click the  button to save the changes and return to the Service View grid. Click the  button to return to the Service View grid without saving the changes.

If you selected multiple Team Owners, an Ellipsis  icon displays on the Team header bar. Hover over the Ellipsis icon to display a tip listing the Team Owners.

 

Add a One-Time Use Team and/or Position


Add a new Team and Position from the Service Grid. This process does not create a Serving Tag but allows you to quickly create a Team and Position without having to create a Serving Tag first. Keep in mind this creates a single use Team and Position.

1.          Click the Add New Team  icon located on the Team header bar to display the Team Settings window.

2.          Enter a Name and Description for the Team. Click the Add link to display the Popup Person Search window. Search and select the Team Owner(s). Click the Delete  icon to remove a selected Owner.

3.          Click the  button to save the Team and add the Team to the Service View grid. Click the  button to return to the Service View grid without saving the new Team.

4.          Click the Add new Position  icon located on the Team header bar you just created to display the Team Profile Settings window.

5.          Enter the Name, Volunteers Needed, and Reminder Days. All three fields are required. Select the Allow Sign Ups check box to enable Volunteers to sign up via the web portal. This is the only option allowed for single use team positions.

6.          Click the Update button to add the Team Position to the Service View grid. Click the Cancel button to return to the Service View grid without saving the new position.

7.          Click the Add New Team Member  icon to display a blank grid to add Volunteers to the new team. NOTE: The Auto Assign option is not available for single use Teams and Positions. Click the Change link to display the Popup Person Search window to search and select Volunteers. Each Volunteer selected will be listed in the Volunteer field box. Click the  button to add the Volunteer(s) to the Team. Click the  button to return to the Service View grid without adding the Volunteers.

8.          After adding the single use Team, Position, and Volunteers continue the same process for contacting the Volunteers to accept or decline the Service opportunity.