Andwa Consulting's Online Event Calendar User Guide

Volunteer Admin

1. Volunteer Admin: Use this screen to designate which members are on your volunteer team. People who are already on the volunteer team appear first, followed by those members who are not on the volunteer Team. Features available:
   • Add a new Volunteer: Find the person's name in the list and click their Username. Click "Yes" for "Volunteer?". Enter a zero for "Officer #" unless this person is joining your admin or executive team. Enter their Title and Bio and click "Submit". You may format the bio using HTML.
   • Remove a Volunteer: Find the person's name in the list and click their Username. click "No" for "Volunteer?" and save. They will disappear from your "Volunteers" list and will lose the ability to access the volunteer features of your web site.
   • Update a Volunteer: Find the person's name in the list and click their Username. Update their relevant details and click "Save". If the volunteer is joining your admin/executive team, enter a number higher than zero in the "Officer #" field. This will move them to the left-hand side of your "Volunteers" list, and will place their name on the list in order of the "Officer #".
   • Assign Volunteer Security Privileges: If a volunteer is an Administrator or an Executive Team member, they may need access to additional functionality on the web site beyond the features available to event coordinators. If your volunteer requires additional privileges, assign them here. Note that if someone's name should be listed as doing a specific job for your organization, you may also need to have your webmaster update the "Option" which is used to specify the name for some standard roles. See the Webmaster section of this manual for more information.
2. Volunteer Photos: Volunteer Photos are shown on your "Volunteers" list as well as on the member profile page for volunteers. Use this page to upload a photo for a volunteer and mind the NOTES - the photo must be saved in a specific configuration for it to appear properly.
3. Executive/Admin E-Mails: The web site includes several pre-defined e-mail addresses, for example, pres@, treasurer@, and so on. In order for the appropriate person to receive the e-mails sent to these addresses the addresses must be defined on your web hosting server.

1. Add an Event Coordinator: When a new volunteer joins your team, they often start off as an Event Coordinator, and then perhaps take on other roles later on. To properly set up a new event coordinator, you will need their photo (note that it MUST be 100x100 pixels for it to appear properly in all the places it's used on the web site) and their bio. These are used not only on your volunteers page, but also on the member details page.
   - Log in to the web site
   - In the left nav click "Volunteer Admin"
   - Find the person's name and click their Username
   - Select "Yes" for "Volunteer"
   - Enter 0 (zero) for "Officer #"
   - Enter their Title and Bio and click "Submit" (you may format the bio using HTML)
   - Click "Volunteer Photos"
   - Find the volunteer in the list and click their Username
   - Use the "Browse" button to find the volunteer's photo on your system
   - Click "Save Volunteer Photo"
    
2. Update a Volunteer's Info: If you wish to change the title, bio or photo for a volunteer without changing any of their volunteer privileges/status:
   - Log in to the web site
   - In the left nav click "Volunteer Admin"
   - Find the volunteer in the list and click their Username
   - Update their title and Bio and click "Submit"
   - Click "Volunteer Photos"
   - Follow the steps under "Add an Event Coordinator" to upload a new photo - the new photo submitted will replace the original one
    
3. Assign a Volunteer Role: When a volunteer is responsible for performing a specific role for your organization over and above event coordination, you will have to take care of a few additional things to ensure they're set up properly. If a brand new volunteer jumps straight to a "more than event coordinator" role, use the "Add an Event Coordinator" instructions to set them up on the volunteer team before performing these steps.
   1. Update the volunteer info on the web site
      - Log in to the web site
      - In the left nav click "Volunteer Admin"
      - Find the person's name and click their Username
      - Enter a non-zero number for Officer #. These numbers are used to determine the order that the officers/administrators show up on the left side of your volunteers page. They have no special meaning (ie. you do not have to use 1 for president), so you just have to assign them sequentially to sort your volunteers appropriately.
      - Update their Title - if they do more than one job, be sure to separate all the titles with a comma (this will ensure they display one per line in the volunteer bio)
      - Update their Bio if required
      - Grant them any required security privileges (only available for admin or exec team members)
      - Click "Submit" to save
   2. Update the "Name" option so that their name appears properly on the web site as performing that role.
      - Check the Webmaster section for the web site "Options" applicable to their role. For example, for your Communications Officer, you must update the CommunicationsName option. For your President (or whatever you call your head honcho), you must update the PresidentName option.
      - Click "Web Site Options" on your left nav. If you haven't got this option you will need help from the president or webmaster to do this step.
      - Find the appropriate option in the options list and edit them. If this is the only person performing this position, simply put their name into the "Name" option Ref 1. If they are sharing the position, you must put all names into the "Name" option Ref 1 (separated however you like).
   3. Assign them to any required standard e-mail addresses
      - Check the Webmaster section for any standard e-mail addresses applicable to their role.
      - Log on to the web hosting server
      - Using the functionality of your web hosting server, update the appropriate e-mail addresses (add this person, and if applicable, remove anyone who is no longer performing this job).
   
    
4. Remove a Volunteer from a Role: When a volunteer steps down from their officer or administrator position, you will have to make sure to change their volunteer info, remove their security privileges, and remove them from any standard e-mail addresses.
   1. Update the volunteer info on the web site
      - Log in to the web site
      - In the left nav click "Volunteer Admin"
      - Find the person's name and click their Username
      - If they are completely leaving the volunteer team, click "No" for Volunteer and click "Submit" to save. Otherwise:
      - If they are staying on the volunteer team as an officer or administrator, update their Officer # if/as required to re-sort them on the volunteers page. If they are staying on as an event coordinator only, change their Officer # to 0.
      - Update their Title - Remove the job(s) they're no longer doing.
      - Update their Bio if required
      - Remove any security privileges that they should no longer have
      - Click "Submit" to save
   2. Remove any applicable security privileges
      - Check the Webmaster section for the web site "Options" applicable to their past role. For example, for your Communications Officer, you must update the CommunicationsName option. For your President (or whatever you call your head honcho), you must update the PresidentName option.
      - Click "Web Site Options" on your left nav. If you haven't got this option you will need help from the president or webmaster to do this step.
      - Find the appropriate options in the options list and edit them. If they were the only person performing this position, put in the president's username to replace them until an appropriate replacement is identified. Otherwise, if they were sharing the postion, remove only their username, or if their replacement has been identified, replace their username with the replacement's. Do the same with the "Name" option.
   3. Remove them from any required standard e-mail addresses
      - Check the Webmaster section for any standard e-mail addresses applicable to their role.
      - Log on to the web hosting server
      - Using the functionality of your web hosting server, update the appropriate e-mail addresses (remove this person, and if applicable, add whoever will be stepping in to perform this job).