Agency SelfPaced Class, Part 1

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The free service to recruit, retain, recognize
and manage your volunteers.
Instructions
Contact Richard Lewis rlewis_at_pointsoflight.org
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Sections

• Instructions
• Course Objectives
• Terms
• Navigation
• Process Overview
• Feedback Survey

Our organizations kept saying, "This is so easy
to use, and we are so busy - this process makes
finding volunteers so much easier." After we
showed them 1-800-Volunteer.org, we saw a
increase in our Volunteer Center memberships.
1-800-Volunteer.org user
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Instructions

• This course is divided into sections. Click
  through each section until you think that you
  know the material in the section well and then
  take the quiz at the end. NOTE You can take
  the quiz as many times as you want until you feel
  comfortable with the material.
• Once you have completed the whole course which
  is in two parts and you feel comfortable with the
  material then take the final test which is at the
  end of the Part 2. Please feel free to use this
  course as a reference at any time.

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Purpose

• The main purpose of this online class is to
  enable organizations and agencies to learn how to
  use 1-800-Volunteer.org at their own pace 24/7.
• This class can also be used as an online
  reference.
• The third purpose for the development of this
  class is to certify that new users have enough
  skill so that they can competently use the live
  system.

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Course Objectives
When this course has been completed agency users
should be able to

• Understand the terminology that is used in
  1-800-Volunteer.org
• Easily navigate 1-800-Volunteer.org
• Understand how to use the Administration screen.
• Understand how to manage and create users.

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Terms - Overview

• There are 4 types of items that can be posted
• Events
• Opportunities
• Activities
• Campaigns
• There are two types of opportunities in the
  1-800-Volunteer.org system.
• One-Time (less than 31 days)
• Long-Term (more than 31 days)Referrals vs.
  Volunteers

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Terms - Campaigns
Campaigns - allow you to group related events
within a given time frame and display them on a
Calendar. A good example of a campaign is the
response to a major hurricane like Katrina which
can take months or years of volunteer effort and
which has many events and opportunities
associated with it.
Click here to navigate back to the Terms Overview
Page
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Terms - Events
Events - An event typically has specific
timeframes and has Opportunities associated with
it in order to better manage those opportunities
that have common goals and timeframes. For
instance, Events can be used for Days of Service
like Martin Luther King Day.
Click here to navigate back to the Terms Overview
Page
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Terms - Opportunities

• Opportunities - An opportunity allows an
  individual to work or donate personal time as a
  Volunteer for which Service Hours are awarded.
  There are two types of opportunities in the
  system
• One-Time
• A one-time opportunity can be up to 31 days in
  duration
• and includes a digital sign-in sheet that
  automatically adds volunteers when they have been
  accepted for an
• opportunity and automatically adds the service
  hours.
• Long-Term
• Long-Term opportunities do not have end dates and
  can remain open indefinitely. A reminder is sent
  to you every 11 months stating that the
  opportunity is open and the reminder note gives
  you the option to close the opportunity.

Click here to navigate back to the Terms Overview
Page
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Terms - Activities
Activities - Similar to an opportunity, however
service hours are not awarded for activities. For
instance, an activity at a walk-a-thon would be
to attend the walk-a-thon as a fan but not as a
volunteer.
Click here to navigate back to the Terms Overview
Page
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Terms Hierarchy 1
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Terms Hierarchy 2
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Terms - Referral
Referrals A referral is a volunteer who shows
interest in an Opportunity. For instance, if you
have 100 volunteers that are associated with your
organization and last month 20 of them expressed
interest in opportunities then those 20 are your
referrals.
100 volunteers associated with the agency Out of
those volunteers 20 show interest in
opportunities during the month Those 20
volunteers are now considered referrals.
Click here to navigate back to the Terms Overview
Page
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Terms Section Quiz

• A(n)__________is used to manage multiple
  opportunities that have a common theme and
  timeframe.
• A(n)__________awards service hours to a volunteer
  when they give their time in an effort to assist
  others.
• A(n)__________is similar to an opportunity but it
  does not award service hours and is used to
  track attendance.
• After you have successfully completed the Terms
  quiz you
• can begin the next Section which covers
• 1-800-Volunteer.org Navigation.

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Navigation - Overview
There are several components of the
1-800-Volunteer.org application navigation that
we will cover in the next few slides.
A service of

• Admin Screen, Dashboard
• Users
• Quick Link Bar
• Left Side Menu
• Support and Help
• Resources and Training
• Typical Screen Layout

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Navigation Dashboard
Administration Screen, Dashboard
A service of

• The Administration screen is the first screen
  that you will see when you first log
• into 1-800-Volunteer.org and the Administration
  section includes
• Your Calendar
• User Management
• Agency Profile information
• This screen is also called the Dashboard
  because we have put all of the
• primary control features on this one screen for
  your convenience.

• Recent Activity
• Quick Links

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Navigation Administration Calendar
Administration Screen, Calendar
A service of
You can click on the headings at the top of the
calendar to view just your Events, Opportunities,
or Activities or you can click on the View Full
Calendar link which displays all calendar items.

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Navigation Administration Calendar
Administration Screen, Full Calendar View
A service of
The full calendar view allows you to filter by
Keyword, by type of item, and by other
attributes.
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Navigation Administration Calendar
Administration Screen, Calendar filter
A service of
This is a screen shot of the Calendar Filter drop
down menu.
Back to the Navigation Overview Menu
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Navigation Administration Users
Administration Screen, User Administration
A service of
This is a screen shot of the User Management
screen in 1-800-Volunteer.org. From this screen
you can edit user, delete users, deactivate
users, and Create New users.
Users are the individuals in your office that
will be using the 1-800-Volunteer.org online
service.
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Navigation Admin Users Icons
Administration Screen, User Icons
A service of
Note There is an icon legend at the bottom of
every screen that has icons on it. Below is a
list of the icons that are used on this screen
and a description of what function they
perform. For your reference when you are using
1-800-Volunteer.org a tool tip will popup to let
you know what function each icon performs when
you rest your mouse pointer over the icon.
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Navigation Users Icons Interactive
Administration Screen, Interactive Icons
A service of
Rest the mouse pointer on the icon below which
you think enables you to edit content on the
1-800-Volunteer.org system.
Back to the Navigation Overview Menu
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Navigation Administration Users
Administration Screen, Manage Users
A service of
To manage your User click on the Users drop down
menu on the left side of the screen. If you do
not see the Users option then open the menu under
My Account by clicking on the arrow.
Use the icons that you learned about in the
previous slides to Edit, Deactivate and Delete
your users.
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Navigation Administration Users
Administration Screen, Create a New User
A service of
To create a new User click on the Users drop down
menu on the left side of the screen. If you do
not see the Users option then open the menu under
My Account by clicking on the arrow.
Click on the Create New User button located at
the top right corner of the screen.
Back to the Navigation Overview Menu
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Navigation Create New User 2
Administration Screen, Create a New User
A service of
To manage your User click on the Users drop down
menu on the left side of the screen. If you do
not see the Users option then open the menu under
My Account by clicking on the arrow.
Click on the Create New User button located at
the top right corner of the screen.
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Navigation Hands On
A service of
Hands On Exercise Click on the link below to use
the 1-800-Volunteer.org application. This is a
training area that was set up for you to
practice in. Once you have logged in create a
new user. http//demo.1-800-Volunteer.org Login
orgtrain Password org
Back to the Navigation Overview Menu
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Navigation Quick Link Bar
Quick Link Bar
A service of
The Quick Link Bar is located at the top of the
screen and contains links to the most commonly
used features so that you can access them with a
single click of the mouse. The Quick Link Bar
contains buttons that allow you to easily create
a new opportunity, create a new event, or create
a new volunteer.
NOTE You can also perform these functions from
the left side navigation menu.
Back to the Navigation Overview Menu
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Navigation Left Side Menu
Left Side Menu
A service of

• The menu gives you easy access to all of your
• 1-800-Volunteer.org features. It includes links
  to
• Opportunity Management,
• Volunteer Management
• Reporting.

Back to the Navigation Overview Menu
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Navigation - Help
Help
A service of
Click on the Help link in the top right hand
corner of the screen to view the Manual or
contact your Volunteer Center for assistance with
the 1-800-Volunteer.org application.
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Navigation - Help
Help
A service of
When you click on Help you will see a link to the
Organization Manual. Click on that link to
view, save and / print the manual.
Back to the Navigation Overview Menu
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Navigation Resources and Training
Resources and Training
A service of
In the Resources and Training area you will find
a copy of the Organization Training Manual as
well as marketing material, volunteer matching
information and a section titled Volunteer
Management Resources. Click on the Resources and
Training link which is located at the bottom of
the left side navigation. This section also
includes a Search Tool that you can add to your
public website so that visitors to the site can
look for opportunities in your area without
having to log into 1-800-Volunteer.org.
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Navigation Resources and Training
The Resources and Training Menu
A service of
Back to the Navigation Overview Menu
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Navigation Search Tool
Search Tool
A service of
You will find the Search Tool near the bottom of
the Resources and Training section. Click on
the Search Code Box hyperlink pictured below to
customize the tool and to copy the code so that
you can use it on your public (not
1-800-Volunteer.org) website.
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Navigation Search Tool
Search Tool - Customization
A service of
ToolsYou can customize the Search Box by adding
a default zip code, or city and state to the
input fields.                                 
                                              
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Navigation Search Tool
Search Tool - Customization
A service of
ToolsYou can also deselect some of the fields so
that they will not appear on the final,
customized version of the Search Box.
                                                  
                            
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Navigation Search Tool
Search Tool - Customization
A service of
ToolsChoose the color scheme that you prefer for
the Search Box from the drop down list at the
bottom of the screen.                           
                                                  
  
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Navigation Search Tool
Search Tool - Customization
A service of
ToolsClick on the Preview button at the bottom
of the screen.                              
Back to the Navigation Overview Menu
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Navigation Screen Layout
Typical Screen Layout, Opportunities
A service of
Many of the screens in the 1-800-Volunteer.org
have similar functionality to the Opportunities
screen below. Note the New Opportunity button in
the top right hand corner of the screen and the
tabs along the top of the screen. You can also
use the Narrow List functionality to find
specific items in the list.
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Navigation Screen Layout
New Opportunity
A service of
The New Opportunity button is in the top right
hand corner of the screen. You will find New
buttons throughout the 1-800-Volunteer.org system
in the same location on screens that similar
functionality.
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Navigation Screen Layout
Example New Volunteer
A service of
As an example, the Create New Volunteer button on
the Volunteer Management screen is also in the
top right hand corner. Notice how similar the
screens look. You will find that the layout of
screens with similar functions in
1-800-Volunteer.org are usually identical or
very similar.
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Navigation Screen Layout
Tabs
A service of
The tabs along the top of the screen allow you to
see (from left to right) All every
Opportunity Awaiting Approval, New,
Updated Active Expired Archived
You will also find tabs on the other screens in
the system that have similar functions like the
Volunteer Management screen, and the Organization
Management screen.
Back to the Navigation Overview Menu
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Navigation Section Quiz
a. The __________ is located at the top of the
screen and provides, convenient single click
access to the most frequently used
functionality.b. The administrative screen
includes a majority of the most commonly used
features in one location. This screen is also
called the __________ because of the similarity
to the layout of the controls of a car. After
you have successfully completed the Navigation
quiz you should go to Process Overview .
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Navigation Hands-On Practice
Click on the URL below and go to the Training
Account to practice what you have
learned. http//demo.1-800-volunteer.org/ Login
orgtrain Password org Exercise 1. Click
on the View Full Calendar link on the
calendar.After you have successfully
completed the Navigation quiz you should go to
Process Overview .
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Process Overview

• Agency / VC creates an opportunity
• Volunteers search for an opportunity or are
  referred or matched to an opportunity by the VC
  or organization.
• Agency / VC accepts or declines volunteer
• Service Hours are recorded in the system
• Agency / VC Report on opportunities, referrals,
  RSVP

Our organizations kept saying, "This is so easy
to use, and we are so busy - this process makes
finding volunteers so much easier." After we
showed them 1-800-Volunteer.org, we saw a
increase in our Volunteer Center memberships.
1-800-Volunteer.org user
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Feedback Survey
Click on the link below to complete the short
feedback survey. We use the results to
continuously improve and update the training
with your suggestions and feedback.
Feedback Survey
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Written by Richard Lewis, 3/2007
Author Richard Lewis7/30/07

• Questions?

Questions? Call us [phone]
Author Richard Lewis 7/30/2007