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Feb
24
February 2017 Mini-Release Notes
Posted by Gabrielle Long on 24 February 2017 03:15 PM

A few updates to existing functionality have been made in VolunteerHub. See below for details.

User Roster Report's Event Group Filter

Previously, when using the event group filter in the unformatted User Roster report in addition to the report's activity date range filter, the report would provide results for event registrations in the selected event group IN ADDITION TO results for events matching the selected date range. In other words, the report previously showed matches for either filter instead of only those results that matched both filters.

We have adjusted the filter layout on the page so that you can now run a report for users registered for events occurring in a specific date range that are ALSO in a specific event group. 

Date Headers in Event Group Summary Page

When you navigate to Events > Event Groups, then click on an event, the list of events displayed on the page now includes headers indicating the date. This update brings some of the look and feel of the default landing page schedule to your event group-specific pages and provides some additional visual aid in the event groups' Summary pages for organizations who previously used landing pages as administrative filters, which is not available in Volunteer View due to the recent encryption update.

Advanced Waivers Report

There's a new "Signed Waivers by User" report in the Reports tab for organizations using the Advanced Waivers feature. Run this report to view all waiver names, signature dates and expirations, as well as the associated event for which the waiver was signed and the user's date of birth, for users who accepted the waivers during a specific date range. 


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Feb
7
Problem with System-Generated Volunteer Emails
Posted by Gabrielle Long on 07 February 2017 01:20 PM

As of 2am on Sunday, February 5th, we have received reports that system-generated emails are not being received by new volunteers. Emails were restored on February 7th at 8pm EST.

We apologize for any inconvenience this may cause.

- The VolunteerHub Team


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Jan
11
VolunteerHub February 2017 Release Notes
Posted by Gabrielle Long on 11 January 2017 06:14 PM

Several updates to existing functionality have been made in VolunteerHub, including several new features for your volunteers. Each update in this release is listed below:

  1. Full-Time Encryption 
  2. Volunteer Hours Self-Reporting 
  3. LinkedIn for Social Media Integration
  4. "5th" Monthly Pattern Option in Batch Wizard
  5. Photos Enabled in Volunteer View
  6. Bug Fixes

Full-Time Encryption

Full-time site encryption is now available in all sites using the Volunteer View! Every volunteer-facing page now begins with https. This update does not affect sites in the older (classic view) version of VolunteerHub's volunteer interface. 

Note that all landing pages will redirect from a subhost (e.g., http://___.yoursite.volunteerhub.com) to a subpage (e.g., https://yoursite.volunteerhub.com/___). Your previous links should all still work and will simply redirect the user to an encrypted page, so your volunteers should see no difference in user experience.

Update to Landing Pages

In an effort to make the administrative interface easier to use and further separate the Admin View from the Volunteer View, this update includes a minor adjustment to landing page functionality for sites in which the Volunteer View is enabled. Note that landing pages for sites in the Volunteer View are volunteer-facing only and may be previewed in the Volunteer View by clicking on the landing page URL. When returning to the Admin View, the administrator will be taken back to the Default page only.

Since encrypted landing pages are not available in Admin View and were never intended for administrative use, administrators should not use landing pages to filter events when the Volunteer View is enabled. If you need your administrators to edit events in a certain category, please use the administrative functionality provided in VolunteerHub for this scenario:

  • View Events by Event Group: Use the Event Groups page to jump straight to those activities. Clicking on an event group allows administrators to see all events in that group and its sub-groups.
  • Limit Access via Permissions: If you need your admins to view and edit only certain events without affecting others, please use the Advanced Permissions feature to segment their access, which is much more secure than attempting to limit access via a landing page. Landing pages do not limit what users have access to - they function simply as filters. (If your organization used permissions previously to give all your group leaders the ability to see who was registered for events, please note that this functionality is not supported in the Volunteer View. Please submit a ticket if you encounter this issue.)
  • View Events by User Group Reservation: To see all the events reserved for a specific group of users as an administrator, navigate to the corresponding User Group and click Registered Events to see all past and future events reserved for that group.

In addition, if your organization opens the kiosk through a landing page to auto-join new users to a group, be sure you click on the landing page link and add /kiosk at the end of the URL in the address bar of your browser. 

Volunteer Hours Self-Reporting

This release includes an update for the Volunteer View that allows your volunteers to do the following:

  1. View their total hours.
  2. Pull a printable report for their hours for a date range.
  3. Report hours for past remote opportunities (if applicable).

This feature has been enabled automatically for any site with the Volunteer View enabled. Any volunteer can log in and click on the My Account tab and then the My Hours button to view their total hours and print a report showing all hours accumulated for a specific date range. 

In addition, this feature adds the ability for volunteers to report their hours worked for remote opportunities (e.g., work-from-home, delivery/pick-up opportunities, etc.) for eligible events that took place within the past 30 days. Hours submitted through this feature can then be approved in bulk by an administrator, at which point the approved hours will appear in reports and in the user's profile. 

By default, your events will not be eligible for self-reporting of hours for approval. Volunteers will therefore not have the ability to submit hours and the "Report Hours" button will not be available. Follow the steps below to start using the hours self-reporting feature for your remote activities:

  1. Navigate to the Edit page of the event (or master) for which you want volunteers to submit hours remotely. 
  2. Select "Allow" from the Hours Self-Reporting field immediately below the Parent Event Group field.
  3. When a volunteer clicks the Report Hours button in the Volunteer View, they will be able to enter the total hours worked for that activity.
  4. Once a user has reported hours for an event, navigate to the Events tab and click on the Approve Hours sub-tab. 
  5. In the list of hours awaiting approval, select "Yes" to approve the amount, select "No" to reject the hour total and enable the volunteer to resubmit, or select "Skip" if you want to skip that user/event's submitted hours and come back to it later.

You can also set the default self-reporting option for all new events you create by navigating to the Setup tab > Organization sub-tab and selecting "Allowed by default" or "Not allowed by default" in the Hours Self-Reporting field. Whatever you choose here will be the option selected by default for all new events you create. (Note that hours for any event may be submitted by the volunteer only once and cannot be resubmitted unless the administrator chooses not to approve the hours. In addition, volunteers have 30 days from the end of the event to report their hours.)

LinkedIn Added to Social Media Integration

By popular demand, the Social Media Integration now also supports LinkedIn! You can now add your organization’s LinkedIn URL to the Setup > Organization page to have a link displayed in the Volunteer View.

Added "5th" to Monthly Pattern in Batch Wizard

If your organization has the Batch Modification Wizard enabled, you can now use the wizard to modify events, reservations or volunteer registrations for every 5th day, weekday, weekend day or specific day (e.g., Monday, Tuesday, etc.). This option is available under Frequency when the "Monthly" Pattern is selected.

Profile Photos Enabled in Volunteer View

Photo-type questions are now enabled in the Volunteer View. In addition, we've added a Profile Photo Token to apply to one photo question in your User Form. This token shows the profile photo as a small image beside the user's name at the top of the page, as shown in the screenshot below.

Bug Fixes

  • Group Memberships: User groups for which the “Users may join this group by selecting it from a list” Membership Control option is selected previously appeared in a random order on the Group Memberships page in the new Volunteer View. The groups will now appear in the order in which they appear to administrators in the People > User Groups page.
  • Volunteer History Report: We added your organization name as the page name of volunteer history reports printed from the OnSite app. The name as it appears in this report will be determined by the name entered into the Organization Name field in the Setup Organization page. As long as your print settings allow the page name to appear at the top of the page when printing, you should see your organization name at the top of the printed report. (To view or print a volunteer’s history, open the onsite app, search for that user in the Search bar in the top-right corner, click on his or her name, then click on History on the left side of the page. If you’d like to print the history, click the Print button on the right.)
  • Calendar View: A hanging indent has been added to the calendar and grid layouts of the Volunteer View to increase readability.
  • Landing Page Banners: In sites updating to the Volunteer View, custom landing pages that were not set to override the default look and feel were not inheriting the new Banner Graphic of the default page. This has been resolved.
  • Account Creation Wizard: During account creation in sites using the new Volunteer View, new users were seeing steps (e.g., join code, group membership) in the wizard even when those pages were disabled. Those steps will no longer appear unless the page is enabled.
  • User Export: Exporting user lists may have previously timed out when exporting large numbers of users (e.g., 5,000 or more). The Export feature has been updated to allow export of large numbers of users without error.
  • Social Media: Social media icons were not taking the color of the Sign Out link previously. This has been fixed; the color of the icons should be the same as the text in the top-right corner of the site.
  • Multiform Reports: Organizations using Multiform previously had issues with the ordering of the questions in reports. All questions should now appear in the order in which they would appear to a volunteer who belonged to all user groups.

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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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