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Dec
16
Quick Tip: Rating Your Volunteers
Posted by Gabrielle Long on 16 December 2016 05:57 PM

Did you know there are three different ways you can rate/rank your volunteers in VolunteerHub? Some organizations have a need to rate volunteers based on their recent activity, total hours, total points or simply as needed to capitalize on new insights and functionality within VolunteerHub. This tip will help you quickly see who your top volunteers are and learn what you can do with that information by trying out the rating methods below.

1. Rate Volunteers via User Groups

User groups in VolunteerHub function like tags that you can apply to individual user accounts. Knowing that, you can create user groups to signify anything about your volunteers, including volunteer ratings or ranks.

To start, create a user group by navigating to People > User Groups and clicking Add User Group. Name the group “Volunteer Ratings” and select the “Only administrators may add users to this group” option under Membership Control, then click Save User Group. Next, create another group following the same steps above, but this time name it “1 Star Volunteers” or whatever you’d like the first rating to be, and choose the “Volunteer Ratings” user group you created previously from the Parent User Group drop-down. Repeat the above process for your other rating levels (e.g., “2 Star Volunteers” and “3 Star Volunteers”) as shown in the example below.

Now you can add users to each rating you’ve created at any time at the bottom of the Edit page of each volunteer’s profile, which allows you to do each of the following:

  • Send mass emails or text messages to all volunteers with a specific rating.
  • Reserve events for all volunteers with a specific rating.
  • Automatically put new user accounts into the group signifying the lowest rating.
  • Grant special permissions to volunteers once they reach a specific rating, such as access to hidden events (requires Advanced Permissions feature).
  • Run participation and other reports for only volunteers with a specific rating.

2. Capture Volunteer Ratings via the User Form

A simple way to capture information about your volunteers is to enter it into their profiles via a special User Form question visible only to administrators of your VolunteerHub site. While this method doesn’t give you the various options that the user group method above does, it does allow you to see a volunteer’s rating easily when viewing their profile as well as filter and sort your unformatted reports by volunteer rating.

To create ratings in volunteers’ profiles, navigate to People > User Groups and click on the “All Users” user group in the list, then click on the User Form link in the bar in the middle of the page. Next, click Create New Question at the top of your list of questions. Select the following details for your new question:

  • Question Type: List
  • Name: Volunteer Rating
  • Prompt: Volunteer Rating
  • Subprompt: (for internal use only)
  • Visibility: Only to administrators
  • Editability: Only administrators

For the List Items section, enter the desired volunteer rating scale. For instance, you might enter “1 Star” in both Value and Text, then click Add to save that option. Repeat that process for every available rating, and when finished select the lowest rating from the Default Selection field (e.g., “1 Star”). When finished, click Save Question.

Now you can select a rating for each user in your site from within the Edit page of each volunteer’s profile, and this information will appear in any report showing User Form responses. This is especially handy in the unformatted reports, since those open in Excel and can easily be filtered by any column, including your new “Volunteer Rating” column.

3. Rate Volunteers using User Roster Report

Without adding user groups or User Form questions, you can easily track various levels of volunteering using the Hours and Points columns within the User Roster report. Simply run the report using any desired filters and download the report into Excel. From there, select the top row and navigate to Data > Filters using the menu ribbon at the top.

Now you should see small drop-downs beside each column name. Find the Hours column toward right side of the report and use the filter to see only users with hours in a specific range, or find the Total Points column (if you use the Volunteer Recognition feature) to filter the report by number of points. You can then view only users who fall within the selected range and use that information to build mailings or use it in conjunction with the user group method above as a means of determining who should be long to which rating group.


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Nov
21
Expand Your Program with Social Media Integration
Posted by Gabrielle Long on 21 November 2016 07:05 PM

Share events from your VolunteerHub site and help volunteers find your organization’s social media sites.

VolunteerHub now lets you publish your organization’s social media links and enable event sharing, allowing you to boost your social media presence and reach new potential volunteers. Share up to six social media pages with volunteers, post events on your organization’s Facebook and Twitter pages and let volunteers share opportunities with their friends. Best of all, this new feature is 100% free to any organization using the new Volunteer View!

Post Links to Your Social Media Sites

You can now instantly post direct links to your organization’s Facebook, Twitter, Instagram, Pinterest, YouTube and Tumblr sites at the top of every landing page. Once the Social Media integration has been turned on in your site, just navigate to the bottom of the Setup > Organization page and enter the web address of each page.

Once you’ve entered the links and saved your changes, click on Volunteer View in the navigation bar to see your new clickable social media links beside your organization’s logo.

Share Events and Registrations on Facebook and Twitter

You and your volunteers can easily share links to specific events on both Facebook and Twitter by clicking the corresponding links in the bottom-left page of every event’s detail page.

After clicking the link, you can edit your post before publishing it.

Note that you will need to be logged into your social media account to post the event. When not logged in, the site will ask the user to log in first.

Your volunteers can also share their event registrations! Immediately after signing up for an event, volunteers will see a confirmation message with links to share with their friends that they just signed up for an event. The post will include a link to the original event.

 

For more details on this feature including step-by-step instructions, please review the detailed Social Media Integration article in our Knowledgebase, or sign up for our upcoming webinar on December 1st for a walkthrough of the Social Media Integration and live Q&A session.


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Nov
7
Boost Participation with VolunteerHub’s New “Volunteer Recognition” Feature
Posted by Gabrielle Long on 07 November 2016 04:33 PM

Apply gamification to your volunteer program by adding points and leaderboards to increase volunteerism and engage users.

Gamification is a growing trend among websites and programs and allows you to promote site activity and engagement by applying basic competitive elements to your program. VolunteerHub’s new Volunteer Recognition feature adds gamification options to your volunteer site, allowing you to assign point values to your opportunities. Volunteer Recognition includes automated leaderboards, new report options and the option to grant points automatically and add or remove points manually from any user’s account.

The Volunteer Recognition module is available in the new Volunteer View only. This feature is available at no extra cost to Enterprise plans and may be added to any Plus or Pro plan for an additional fee. To learn more, please contact the VolunteerHub Sales Team.

Reward Your Volunteers with Points

Every event can be assigned a different point value, whether it’s a single occurrence, recurrence master or individual instances of a master. As soon as your volunteer receives hours (e.g., after checking in/out in OnSite or Kiosk), he or she will automatically gain the number of points assigned to that event.

In addition, you can add or remove points at will for a specific volunteer and include a comment as to the reason for the added/deducted points. VolunteerHub will keep a running total of each user’s points within the Points page of the user’s profile.

Encourage Friendly Competition Among Volunteers

Nothing is a bigger motivator than peer pressure and light competition. We’ve added the My Points page to the Volunteer View, allowing volunteers to see their point total and recent history, along with automatically updated leaderboards for most gained points of all time as well as most gained points for the last 30 days. Volunteers can access the My Points page by clicking on the point value beside their name at the top of the site OR by navigating to My Account > My Points.

In addition, you can customize the message on the left side of the My Points page. Use that section to explain how you apply the points system or describe how volunteers might exchange their points for prizes offered by your organization!

Track Point Totals in Your Reports

In addition to offering the total number of accumulated points for each volunteer in the User Roster report, the Volunteer Recognition feature includes a brand new report for generating the number of points granted to volunteers within a specific date range. Moreover, this report allows you to pull a list of users for which hours were granted manually by an admin only, points were granted automatically for event participation only, or both.

Administrators can access this new report by navigating to Reports > Points by User.

Learn More About This Feature

If you’re interested in learning more about VolunteerHub’s new Volunteer Recognition feature, try one of the options below:


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Oct
12
VolunteerHub October 2016 Release Notes
Posted by Gabrielle Long on 12 October 2016 01:07 PM

Several updates to existing functionality have been added in VolunteerHub. Each update contained in this release is listed below.

New Volunteer Experience

You will now see a new Volunteer View button at the top of your VolunteerHub site when logged in as an administrator. This button gives you the ability to preview the new Volunteer View, a sleek new interface for your volunteers that separates their experience from that of the administrator. The Volunteer View is faster, mobile-friendly and easy to use, providing your volunteers with the best possible experience in your site.

Check out the new Volunteer View and its features in a brief walkthrough by clicking below:

You can learn more about the new Volunteer View and how to start using it in our webinar on November 3rd (including design tips) or by clicking one of the links below:

Message for Restricted Opportunities

Volunteers will now receive a more user-friendly message if they click on a link to an event for which they do not have sufficient permissions to view. This update replaces the old system error message and affects only organizations using the Advanced Permissions module.

If a volunteer or administrator receives this error by mistake, check the group memberships of the user to ensure he or she does not belong to a group that shouldn’t have access to that event.

Bug Fixes

  • A recent update had stopped new user accounts from automatically being logged in upon creation. New users creating accounts are now logged in immediately after creating an account.
  • Occasionally, confirmation emails were not being sent once users were removed from a waitlist. This issue has been resolved, so users should be receiving confirmation emails within 30 minutes of being removed from a waitlist automatically or manually by an administrator.
  • Extra spaces are now being removed from user first, middle and last names in name-type User Form questions to ensure proper formatting in reports and when syncing those names via one of our CRM integrations.
  • Special characters entered into the Username field would previously throw a system error. Tobe more clear that usernames cannot contain special characters with accent marks, this has been replaced with the message “Please enter a username that begins with a letter or number.”
  • When registering for an event with multiple group options available, users will no longer be able to select a group affiliation for which the reservation is full. Previously, users were able to select that group and would receive a message that the event is full, forcing them to start over.

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Oct
7
Quick Tip: Boost Efficiency with Your Browser’s Search and Tab Options
Posted by Gabrielle Long on 07 October 2016 05:51 PM

Did you know you can review information and make updates much more quickly by opening several records at once? Because VolunteerHub can be opened in any web browser, you can take advantage of your browser’s tab and search functionality when managing your volunteers and events. Check out the tips below to boost efficiency when viewing and editing data in your VolunteerHub site. 

View or Edit Several Users or Events at Once

Need to view several users’ accounts or events at once? Need to add a handful of users to a group or make a change to their profiles? Need to update several events’ Edit, Registered Users or Hours pages at the same time? Follow these steps to speed up the process:

This trick is also particularly useful when updating or viewing several past events, recurrence masters or landing pages at once!

  1. Find users or events to view or edit. First open a list of all the users’ accounts or events you need to view or edit. For example, if you are looking for users in a particular group, navigate to People > User Groups and click on the name of the group those users belong to. If you are looking for events in a particular Event Group, navigate to Events > Event Groups and click on the name of the group those events belong to. If you are looking for events or users with a certain name, use the search bar at the top of your site or navigate to the Instances page of a specific Recurrence Master.
  2. Ctrl + click on each. While holding down the Control (Ctrl) key on your keyboard, click on each user or event you want to edit. This will open each in new tabs in your browser. (For Mac users, hold the Cmd or ⌘ key while clicking.)
  3. Edit each and close the tab. If you simply need to view those events or users’ accounts, you may do so be switching back and forth among the various tabs you opened in your browser (tabs will be shown at the top of the browser above the address bar). If you are editing each user or event, make any necessary changes to each one-at-a-time, clicking the Save button at the bottom of the page when finished. Once you’re done editing a particular user or event, simply close the current browser tab and move to the next.

See below for an example on editing a list of users in a particular user group:

Instantly Find a Landing Page or Past Event

The search bar at the top of your VolunteerHub site can be used to find users, future events, email addresses, user groups and event groups. However, how can you quickly find other items such as landing pages or past events? It takes time to browse through hundreds of landing pages or past events in your calendar, so use this trick to have the browser find it for you:

  • To find a specific Landing Page: Navigate to Setup > Landing Pages and press the Ctrl and F keys on your keyboard to open the browser’s Search function. In the search field that pops up, type either a portion of the page name or URL. The browser will then immediately jump to the first item on the page that matches what you typed in. You can use the next/previous options beside the search bar to jump from one match to another.
  • To find a specific past event: Navigate Events > Event Groups > and click on the “All Events” event group). Above the list of events, select “Previous 0-X months” (the event date ranges will be different depending on the number you’ve entered in the Months to Display on Schedule field in the Setup > Organization page) to view events in that range. If the page displays a large number of events, you can jump straight to a specific date or event by pressing the Ctrl and F keys on your keyboard to open the browser’s Search function. In the search field that pops up, type either a portion of the event name, description or date. The browser will then immediately jump to the first item on the page that matches what you typed in. You can use the next/previous options beside the search bar to jump from one match to another.


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