CiviVolunteer: Booth Rostering, etc

SPEAKER_00 (00:04 – 00:42): Alright, so we probably all know how events work. Events are probably fine for internal activities, but the Civi volunteer module in Campaign in the Box is probably better for doing volunteer-based events. What I mean by that is if you’re doing a door knocking or a roadside and even your booth rostering is best done with this tool.
SPEAKER_00 (00:43 – 01:00): So let’s set up booth rostering and you can define location wherever and value Australia.
SPEAKER_00 (01:04 – 01:18): So you have to have this organisation. I think we can turn that off, but we’ll just leave that for now. Okay, so when you’re signing up, you can ask for certain questions.
SPEAKER_00 (01:21 – 01:36): There we go. Yes, so that would be the You can create your own profile under here if you want to collect more information.
SPEAKER_00 (01:44 – 01:59): If you come back here, you can see Manage Volunteer Projects. We’ve got our booth roster up. Define opportunity. So opportunities is what it calls like a slot, I guess.
SPEAKER_00 (02:02 – 02:21): Actually, before we do that, you’ve got different types. Under here, you’ll see the types of roles. So booths… I guess you could have a booth captain, and you could have a booth…
SPEAKER_00 (02:24 – 02:56): What would you call that? Think about that one. Booth… I’m just going to call it attendee, but if I’m even spelling that correctly, sorry. So backward, back to here. So let’s define our opportunities. So we’re going to say we need a Shift here next
SPEAKER_00 (02:56 – 03:11): week from 12pm or you can say flexible time or sort of it’s kind of like for an event it could be open-ended.
SPEAKER_00 (03:13 – 03:35): So let’s just do that. So we’ll do from 12… I’m not quite sure. What’s the best way of doing this? But you would need a 4… We’ll just leave that for now.
SPEAKER_00 (03:39 – 03:45): On the 6th, we’ll just do the same thing on the 7th.
SPEAKER_00 (03:58 – 04:24): It’s all a bit strange, isn’t it? Let’s do from 7 in the morning and of course 1000. Again, you could have a morning and an afternoon shift. You can figure that out. OK. AM. Make them all AM. That’s good, I think. Alright, so now, two ways of doing this.
SPEAKER_00 (04:26 – 04:40): Someone calls in. and you can assign the volunteers. So we’re going to assign… I think… Yep, here we’ve got a test user. We can just drag them into the slots that we need. So we need…
SPEAKER_00 (04:41 – 04:57): On the 6th, we can put that person in, etc. That’s it. Now, probably the better way to do it is to… Oh, and we can look at the roster here. I guess that’s…
SPEAKER_00 (05:00 – 05:30): But the public… So this screen is… And we’re going to put this onto the volunteer page soon. So I can’t show you that yet, but we’re building a volunteer portal and we’ll have this in that screen. So they can look for… They can say, I need to look for… I want to… I’m looking for some attendee slots.
SPEAKER_00 (05:36 – 05:49): I can only do it on the 7th. That’s the only slot available. So we can say sign me up and fill in my details. There we go.
SPEAKER_00 (05:54 – 06:31): And submit it. Now when that booth is full, then it won’t display here. So you can also set maximum. You don’t have to set a maximum, of course, but that’s pretty much it, actually. So there’s also this volunteer interest form. I haven’t tested this out yet, but that could be interesting to get I suppose you can get emails when there’s stuff available.
SPEAKER_00 (06:33 – 07:16): I will try and do some documentation on that when I figure it out. Alright, so back to here. Now the volunteer manager. Let’s have a look at their roster. We can see that one is attended. We can use easy access to call them up, etc. This could be an interesting way of quickly recording attendance. Attendance is quite important for certain types of activities. Road siding, for example. The fact that they came and attended,
SPEAKER_00 (07:17 – 07:29): it’s probably fairly important to record that attendance for that event. that they came for some part of that.
SPEAKER_00 (07:41 – 08:06): So when you do that, then you can probably get a report of which of the volunteers are actually showing up. They showed up for a thousand. I think we can probably create a report for that.
SPEAKER_00 (08:10 – 08:23): I’m definitely going to work on some documentation for that so that we can make it clearer for you. I hope that makes sense. I think it’s a very powerful tool.
SPEAKER_00 (08:26 – 09:12): Our ultimate goal here is to make volunteer management much easier. We want to have a volunteer portal so that you can have your volunteers log in and grab their own and be able to see what opportunities they call them that they can sign up to and hopefully make it easier to record Attendance and things like that so that you can track your volunteer funnel, meaning who is actually showing, how many people, how big is your volunteer team, etc., and how active they are. That’s it. Thank you.