Additional settings for your site can be modified, including advanced settings surrounding user group membership, event page views and Kiosk options. To access these settings, navigate to the Settings tile. The Organization tab is selected by default, with Site Settings and Kiosk Device (not available on all accounts) as additional tabs.
The sections below describe each field on this page. After making any changes to this page, be sure to click on the Save button at the top of the page.
TABLE OF CONTENTS
This tab provides a number of high-level settings for your organization, such as name, location and social media.
- Organization Name: Enter the name of your organization as you want it to appear in outgoing emails sent from your VolunteerHub site.
- Text Messaging Organization Name: Enter the name of your organization as you want it to appear in outgoing text messages sent from your VolunteerHub site.
- Organization Contact: Enter and select the name of your organization’s primary contact. The organizational contact’s name will be used as the default reply-to for automated system emails sent from your Hub. Note that the selected contact must be an administrator in the system.
- Country: Select the country in which your organization is located. This will directly affect the format of the phone number and address User Form question types.
- Time Zone: Select the time zone of your organization’s primary location from the drop-down menu. All events in your site will be set to this time zone. If your organization offers volunteer activities in multiple time zones, choose the time zone that's farthest west (e.g., if you operate in EST and CST, set your site to CST). This will not apply to events in the Kiosk if a different time zone is selected in the Kiosk's Setup page.
- Organization Physical Address: You can change the address that appears at the bottom of outgoing emails sent from your VolunteerHub site, which by default will show the Billing address on file for your organization. The address entered into the Physical Address field will override the Billing address that currently appears at the bottom of your emails. Once changed, the Physical Address will appear in your emails.
- Google Analytics: VolunteerHub supports web traffic analysis via Google Analytics. Google has begun migrating from "Universal Analytics" to "Google Analytics 4." To activate this feature, follow the steps below:
Finding Your Google Analytics 4 Measurement ID:
- Go to your GA4 property and click on 'Admin' on the bottom left
- Under 'Property,' click 'Data streams'
- Click on 'Web'
- Click on your web data stream name
- Your measurement ID is in the top right
Enter the measurement ID into the Google Analytics field in VolunteerHub and click 'Save'. Your real-time feed should update shortly after, but it may take up to 48 hours for data to feed into other analytics.
Although VolunteerHub will begin tracking immediately, it may take Google a day or two to display the new traffic statistics in your Analytics control panel.
- Organization's Social Media Pages: Here you will find several fields where you can enter the URLs of your organization's social media sites. Be sure you do not include the "http://" prefix from your browser, as this will already be included for you at the beginning of each URL.
After entering one or more links in these fields and clicking the Save button at the top, choose the Volunteer View tile in the main menu to view the result. Linked icons for each of the social media pages you provided will appear at the top of the Schedule Message area, and these links will be present in every landing page.
This tab allows you to configure display and registration options for your site's event schedule.
- Months to Display on Schedule: Enter the number of months for which you would like to display events on your site. For example, to display a year’s worth of events, enter “12”; your Volunteer View will then display events occurring from today through the same day next year.
- Default Event View: Select the way you would like your events to be displayed by default on the main page of your site. Users will be able to change their personal view on each landing page, but the Default Event View will be selected by default.
- List: List events in chronological order, with today’s events listed first. This view includes a large Sign Up button beside each available upcoming event as well as a filter drop-down for volunteers to narrow down the results on the page to a specific category (event group). This view is generally recommended for volunteers.
- Calendar: List events within a calendar view. Users must click on the name of the event to view the Sign Up button.
- Require Immediate Sign-In: Indicate 'Yes' if you require users to create an account or log into your VolunteerHub site before being able to view your schedule of upcoming events. This is not generally recommended unless your site has a strict onboarding process, since being able to see upcoming events may entice new users to create an account in order to be able to sign up for those events. If 'No' is chosen, volunteers will still be prompted to sign in or create an account immediately after clicking the Sign Up button for any event.
- Allow Volunteers to Register for Concurrent Events: This setting can prevent users from double-booking themselves and registering for multiple events that take place at the same time. Choose whether the system will simply warn volunteers of a schedule conflict or if the system will prevent schedule conflicts altogether by allowing or not allowing.
New User Settings
When set to "Yes," Require Email Address Verification allows you to require a new user in the system to verify their email address by clicking a link in an automated verification email sent to that address immediately after they create their account. The user will be unable to log in until they complete the email verification process. This is not recommended unless you have frequent problems with users mistyping their email addresses; if you're concerned about mistyped email addresses, a recommended alternative would be to use the "Require users to retype the address" option within your Email Address question in the User Form instead.
- Enable Volunteer Check-In Via 6-Digit Code: When set to "Yes," this allows you to share a 6-digit code (found in the OnSite app or the QR page of Kiosk when enabled in the Kiosk Device tab) with your volunteers to check in on their own mobile device.
- Hours Tracking Mode: Select an option for granting hours to your users for events from the drop-down menu provided. This will be the tracking method for all events in your site.
- Grant hours upon registration: This option allows you to grant hours automatically to users once they register for the event. Do not use this option if you are using the OnSite/Kiosk app.
- Grant hours upon check in: If your organization does not have the Kiosk/OnSite App enabled, this option requires you to grant hours manually to users for each event. If your organization has access to the Kiosk/OnSite App, this option allows you to grant hours automatically to users once they check in for an event via the Kiosk/OnSite App, which prevents no-shows from being granted hours. This is the most common method used for tracking hours. It grants users the full number of hours of an event. (If an event is set for 4 hours, a user who checks in is granted 4 hours.)
- Grant hours upon check out: If your organization does not have the Kiosk/OnSite App enabled, this option requires you to grant hours manually to users for each event. If your organization has access to the Kiosk/OnSite App, this option allows you to grant hours automatically to users once they check out of an event. This option is the most accurate hour-tracking method, but requires that users check out via the Kiosk/OnSite App before they leave the event. Note that the automatic check-out option rounds hours to two decimal places.
If Hours Tracking Mode is set to either "grant hours upon check in" or "grant hours upon registration," volunteers will be required to check out if:
- The event is longer than 24 hours
- The event is posted as "All Day" (i.e., posted Day 1 12:00 AM - Day 2 12:00 AM)
- The event Start and End Times are the same (i.e., Day 1 3:00 PM - End of Event)Volunteers will not be required to check out if events lasting 24 hours do not appear as "All Day" events (i.e., posted Day 1 6:00 AM - Day 2 6:00 AM).
- Hours Self-Reporting: Indicates the default option when creating events for self-reporting hours. Regardless of the default, this option can be change within an event.
- Kiosk Settings: These options are available only to customers who have purchased the Kiosk/OnSite App.
- Allow new users to create accounts via the kiosk: Check this checkbox to enable users to create an account on the Kiosk. This will add to the Kiosk interface two buttons: One for the existing user workflow, and one for the new user workflow. This is recommended if you have frequent walk-ins.
- Allow users to register for events via the kiosk: Check this checkbox to allow users to register for events on the Kiosk. If left unchecked, only users already registered for an event will be able to check into events on the Kiosk. This is recommended if you have frequent walk-ins.
- Thank-You Emails: Select whether to send automated thank-you emails to all users who registered for the event, to only those users who check in to the event, or only to those users for whom hours have been reported for the event. If tracking hours in VolunteerHub, the second or third options are recommended to prevent no-shows from receiving a thank-you email, especially if your organization uses OnSite/Kiosk to check volunteers in, since this automatically grants hours.
The options in this tab enable and configure your current device for use with Kiosk.
- Enable This Device to be Used as a Kiosk: Toggles Kiosk mode on and off for your current device.
- Time Zone: Select the time zone that the kiosk is in.
- Event Group: This allows you to limit the events displayed on this Kiosk to a certain Event Group. This can be useful if you have events happening at different places on the same day or if your current device will be used for checking into only a specific set of events that day.
- Nametag Printer: If you have a nametag printer set up on the device, select it from the Nametag Printer drop-down menu.
- Show QR Code for Mobile Device Check-In: This option will add a QR code to the front screen of the Kiosk.
(Continue to Part 10: Going Live with VolunteerHub!)
(Back to Part 8: Reporting on User and Event Data)