Volunteer Management with CiviCRM

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Volunteer Management with CiviCRM

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Agenda

• CiviVolunteer Specification– Events Volunteer

• Volunteer Scenarios– Volunteer Events – Volunteers On Call

• Q&A

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CiviVolunteer Spec

• http://wiki.civicrm.org/confluence/display/CRM/CiviVolunteer,+CiviCommittee

• Last forum post 11/25/10 – requested feedback

• Handles scheduling volunteers for big events and for recurring volunteer activities.

• When is this scheduled to go in?

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Volunteer Events

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Volunteer Event

• Looking for lots of volunteers to show up on the big day.

• Would like to add them to the database for thank-you and later communications or appeals.

• Would like to track their involvement with my organization.

• Need to keep track of how many are coming, who is coming, and who actually showed up.

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Managing Volunteer Events

• Participants Report tells who to expect & whether or not there are enough registrants.

• Send out a reminder email 2 days & 1 day before the event.

• Print nametags & Registration Roster• Post-event, update the participants list for no-

shows.• Send Thank You Email.• Volunteer involvement tracked under Activities

tab.

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Find Participants

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E-Mail Reminders

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E-Mail Reminders

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Print Name Badges & Registration Roster

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On-Call Volunteer Scenario

• Homeless Shelter wants Volunteer Drivers to provide transportation services to community residents in times of need.

• Director wants to create a list of people who are willing to commit one day a month to be on-call (available to drive someone anywhere they need to go.)

• A local church has offered to recruit volunteer drivers.• The Shelter’s Volunteer Coordinator will receive the transportation

requests and contact the Drivers.• Trips may be scheduled in advance (doctor’s appointments) or may

be on demand (Emergency Room)

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Managing On-Call Volunteers

Recruiting• Short term – Church members recruit volunteer

drivers. Longer term, invite them to register online.

• Volunteer Coordinator contacts new drivers, handles verification of background, license, insurance etc. Uploads spreadsheets of new volunteers and updates date preferences.

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Managing On-Call Volunteers

Coordinating• Transportation requests received from the community.• Volunteer coordinator searches for volunteers

(Advanced Search > Date Available = TODAY (or other date) available on the required date, contacts volunteers requesting confirmation of driving appointment.

• Volunteer responds yes/no. VC creates TRIP Activity and prints&emails TRIP tickets (1 to driver, 1 to passenger)

• If trip was scheduled in advance of TRIP Date, VC sends reminder e-mail the day before.

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Managing On-Call Volunteers

TRIP• Volunteer arrives at Shelter to pick up

passenger(s). • Volunteer & passenger compare tickets to

ensure the right driver has the right passengers.• Driver completes trip(s) as requested.• Driver updates ticket for delivery back to

Volunteer Coordinator.

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Managing On-Call Volunteers

Post-Trip Reporting• Driver sends/gives updated trip info back to VC.• VC updates TRIP Activity status • VC creates Thank You E-mail & sends to driver.

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On-Call Volunteer Scenario

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Custom Fields: on Contact

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Custom Fields: on Activity

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Smart Group: Volunteer Driver

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Find Available Driver(s)

Advanced Search > Group = Volunteer Driver

Custom > Available Date = TODAY

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Find Available Driver(s)

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Create Trip Activity

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Create Trip Ticket

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Find Scheduled / Completed TRIPS

Custom Search > Activities

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Find Scheduled / Completed TRIPS

And send a thank you e-mail to all 3.

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Thank You!

Mary Kay BianchiSNtial Technologies, Inc.150 N. Michigan Ave. Suite 2800T: 312-863-8633MaryKay.Bianchi@SNtialTech.com