Volunteer Tracking

Hello, and welcome to our volunteer tracking webinar. This is one of the webinars in our series of more than a donor. And my name is Donna Mitchell, I’m very happy to be here with you today.

No one can do Read More

Hello, and welcome to our volunteer tracking webinar. This is one of the webinars in our series of more than a donor. And my name is Donna Mitchell, I’m very happy to be here with you today.

No one can do everything, but everyone can do something. This is really a wonderful quote. And it really speaks to the value of our volunteers. Many organizations would really struggle without the help of their volunteers. So this webinar is designed to show you how to track your volunteers in DonorPerfect. In today’s session, we’re going to find out who our volunteers are. How do we identify them, when we enter them into DonorPerfect? What projects are you getting done because of your volunteers, so you’ll be able to track not only who they are, but what they’re doing for you, you’ll be able to find out how often your volunteers are working by tracking their hours. And you can also use that information to find out which volunteers have served the most hours. Finally, we’re going to give you a little bonus, we’re going to take a look at a DEP online form. And there’ll be two of them. For volunteer information, we’ll show you how they work and how they integrate with DonorPerfect. Now the contents of this webinar may contain features and fields that are different than your own. So first, let’s begin with finding out who our volunteers are. Well, one of the ways to do that is to use the flag field on the main screen. This is going to be a way for us to identify many different constituents and their relationship to our organization. So we want to make sure that we’re using a flag to identify them, that is going to give us the ability to filter that information out of the system, and identify and target those particular constituents, specifically our volunteers. In this case, we also are going to be able to use the bio screen on the donors record so that we can track their special interests and all kinds of other information that are going to be helpful for us. And it’s also a great place for you to create custom fields to capture information about your volunteers that you really need. Let’s quickly jump in and take a look in DonorPerfect. At those two things, we’re going to look at flags, and we’re going to look at the BIOS screen. So I’m going to go to the Quick Search. And I’m going to go into Lisa and Roger belays record. And we’re here on the main screen of their record. And if I scroll down, you will see we have the flags field. And once again, flags are used to identify the constituent or donors relationship to your organization. It is a multi select Code field. So all I need to do is click on Select flags. I’m going to scroll down my list and select volunteer. I’ll click on Save. And then I’ll click on Save once again. Now, this record is now flagged as a volunteer. So if I were to do a filter to find those records, I would easily find Roger and Lisa. Now, the bio screen, which is an extension of the main screen that captures additional demographic information about our donors is another place where we can track volunteer information. Now this screen is really where we flesh the volunteer out. We want to find out their skills, their interests, their availability, any kind of training that they may have taken. And once again, this section is eligible to have additional fields added as you see fit. But you’ll see we have all of these multi select fields. So their skills will be able to identify their interests, their preferred times of day, their actual days of availability, languages. And again, we have some date fields here to track these information about their background checks, and all of that. Okay. We’re going to come back to this field in just a little while, but you’ll see how awesome that field is. All right. So this is where we’re going to be able to track that volunteer information, specifically fleshing out the volunteer. Let’s go back to our presentation. Now, what are they doing? What are your volunteers doing for you? Well, we’re going to be able to track that volunteer activity on the other info screen. The other info screen is a transactional screen that allows us to do just that. We’re going to be able to enter the dates and the hours that the person has worked, as well as projects that they’ve worked on, all of these fields are reportable. So we will be able to see our volunteers by the hours that they work by the projects that they’re working on, and so on. So here’s where we’re going to track all of that information. And these fields, the dates work, the hours worked, and the projects are all fields that are there for you already. And again, this screen is ideal for adding custom fields that are going to capture information that you need. So let’s go into DonorPerfect. And we’re going to take a look at how we’re going to enter a transaction for volunteers. So back, we go into DonorPerfect, I’m going to go to the other info screen. So I’m going to click one other, you’ll see a list of all of this work that’s already been done. Let’s click on add other info. So this gives us a clean slate a clean screen, I’m just going to enter the current date in there. And then I’m going to come down to the volunteer information. This is where I’m going to add the information about that person and, and the work that they’ve done as a volunteer for us. So we can enter the date worked. And you’ll notice this field does have a date picker. So we can select it. We can put in the number of hours worked. Let’s say they worked five hours. Here’s the volunteer name. Now, some will say okay, but you’re on the record. Why would you need the volunteer name? Well, you’ll notice that this record says Roger and Lisa. So what we could do here is identify which one of the two did this particular volunteer work? Right. So let’s say it was Lisa will say it was Lisa. And then we’ve also added fields to show the first and last name separately, you may want to do that. It’s not necessary, but you certainly could do it. Okay, so we enter that in, and then we’re going to enter the project information. What did she do? So she did some yard work. If you want to add additional comments, you certainly can. And that is your information. Once again, you’re able to add fields as you desire. So if you’re again kept capturing information about the volunteers work, you can certainly do that maybe it was a certain place they worked right. So there we are. All right, we’re going to click on Save. And that will save our information. And now you will see the information for Lisa. And there is what she’s done. Now, each of these is a transaction. So we will be able to report on this and see those transactions together. All right now, how often and how many. So we have calculated fields in the system that will calculate the total hours worked per volunteer. Now this calculated field typically lives in the system, you’ll likely have that in your system already. But you can also create calculated fields for each year. So maybe you want to capture total volunteer hours for 2020 or 2021. As you move forward, you can add those and please remember that you can always reach out to support go to the knowledge base to ask more information about how to create calculated fields. The other thing we’re going to be able to do is we’re going to be able to use an easy report. And an easy report allows us to add whatever fields we want in the report. One of the neat things about it is we are able to create the sum at the bottom of these fields. So I can go to the hours field and do the sum. And I can see the total hours for each volunteer. Now again, easy reports is an additional feature if you don’t have it as part of your package. All right. So let’s go in and see how we can find that field. So the first thing I’m going to do is go into bio. And when we went into bio, you probably saw it little earlier I did refer to it. If I go down to the volunteer information, you will see the total volunteer hours listed here. So this is a calculated field that will calculate all of our records, volunteer hours, this, all of it, this is all lifetime. Once again, if you’d like you can create ones for specific years. You’re welcome to do that. Please feel free to do so if you want to. All right, so that’s the total volunteer hours and we can use this field in a report if we choose to. Let’s go to Reports and the Report Center on the men The ribbon, we’re going to take a look at that easy report. So you can see what that looks like.

Okay, so I’m here in the EZ reports. And I’m going to go to the ease of report folder. And I’m going to come over here and just type in volunteer, you can see the one I’m looking at. But I’m just going to make it very easy for us to see. So we have two reports, volunteer hours, by person, and volunteer hours by project. So this is who is doing it, this is what they’re doing. With your easy reports. In addition to doing the sum for those fields, those our fields and other fields, you’re also going to be able to group that information. So let’s run this report volunteer hours by person. So I’m going to click on this report will go to run it. Okay, I’m going to get rid of this. Yes, I want to remove that. And let’s go and we’re going to create a new filter, we can just see it for Roger and Lisa. So I’m just going to do this one. And the last name is belay. So I’m just going to click on add new filter, go to the I want the last name field, exactly equal to b e, Ll. E TT. I’m not going to say that, but I’ll just use it. And now we’re going to run our report. So this is going to show all of the volunteer information for Roger and Lisa, or anybody whose last name is blank. So here you’ll see this is grouped by volunteer name. And Elisa has these individual hours. So she has these dates, we just added the July 4. And those are the total hours. If we look at Rogers record, you’ll see that Roger has these hours, okay, so it’s actually doing the sum of the hours based on the volunteer. So even though these are on the same record, it’s still breaking it down for us by person, so we can actually see what each person has done. Okay, so that is how we use that report. Now who has the most hours. So again, we can use our easy reports to find out about our volunteers. And we can add additional fields to see who has more hours. So again, if I wanted to include that Total Amount field to those reports, which you can do with easy report, you can add fields that you want, I would then be able to see who has the most total hours over a lifetime, or the most total hours over a period of time. Again, if you create that calculated field for 2020, volunteer hours and so on. Now, you will be able to learn more about building easy reports. If you attend the easy Report Builder webinar. It’s a really great webinar, I highly recommend going there. The other report that will allow you to see this information is your export to file. This is a great report that allows you to do a very similar thing as you would with easy reports, you’ll be able to include the fields that you want per table, and then you’ll be able to see the information that you’re looking for. So what we’re going to do is we’re going to take a look at the the EAS report again. And then we’re going to take a look at the export to file so we can see the information with a specific filter. So let’s go in, we’re gonna go back to the Report Center. And now I don’t need to keep that filter. And we’re going to go back in let’s just go back into and we can do the hours by project. Let’s run that one. Okay, there’s, that’s the belay filter. So it’s okay, we’re going to show that. Let’s go ahead and run this report. And again, this is going to break it down by project. So we’ll see yard work, we’ll see administrative, we’ll see fundraising. And so there is how that breaks down. So again, we’re able to see by project how much so a lot of people are working on the yard work, a lot of people working on the fundraising. So there you will see our totals there. Okay, if I go into reports and the Report Center again, I’m going to go into our listings folder. So your listings folder is all about Let your donors we want to use the report called export to file, we’re going to use that. And as I mentioned, export to file allows you to use and see your data per table. So we’re going to go to the other info transactions. Okay, we’re going to take the Date field out, and I’m going to just do this, and you are able to do this long as your filter is there, you can override the dates by taking them out. And then you’ll notice down here that I have an export template called volunteers. And this is going to show me specific volunteer data that I’ve asked to see in the report. Now, the nice part about this report is I can preview this before I actually export it to file. So let’s click on preview. And you will see Roger and Lisa’s information. But you will see to the right, here are their total hours. These are the hours for each of the events. And here are their names, and all of that. So again, we can use this report to see that specific information that we want to see, right, and you can use a filter or not. If I remove the filter, and just run it without dates, and do the preview. It’s going to show me everybody and everything. All right. And these are all of the hours. So you can include those fields as you desire in your export templates, which you would create here under Settings and export templates. You can also do the ease of reports if you have them to get the information that you are looking for. All right. So now that we’ve seen that, we’re now going to the online forms, to show you the volunteer application and the volunteer hours worked, there are two templates that we have in online forms. Both of these templates, I should say neither of these templates require a payment. So you will be able to use these to capture volunteer information for an application as well as the hours work. So let’s jump in and take a look at that I’m going to go back in, I’m going to go to app links on the menu ribbon, and then go to online forms. Now what I’m going to do, I’m just going to show you when you go to create a new form. And there are a lot here, and I click on Add form. And I’m not going to actually create a new form. But I want to show you under signups and surveys. Here is your volunteer application, you have an event volunteer application template, and you have the volunteer hours logging templates. So you can use these to track all of that information. Let’s go take a look. I’m going to go back to online forms. I want to go in my search textbox here, type in a volunteer VLL. And here’s the volunteer application. I’m going to launch it right from here. And we’re going to fill it out. Okay, Mary, so I’m going to use Mary good old Mary, Mary Lambertson. She’s awesome. And there’s her phone number information, we can fill that in. And you’ll see that we have the email address. And these fields are required. So you could make those required. We’re going to put in her date of information, their birth date. How did you hear about us? Maybe she heard from us, but from Lesley and Chandler, excuse me. Why do you want to volunteer? I believe in the work that this organization does and want to be a part of it. All right. I’ll use an exclamation point. Do you have any physical needs that require special arrangements? Excuse me, yes or no? And if yes, they can certainly put in what that would be the days and times that they’re available. Okay, so we’ll say Monday, Wednesday, Friday 11am to 4pm. Those are my that’s my availability. Now these fields when we populate this and when we download it into DonorPerfect is going to fill out that information on that bio screen. So we’re going to be able to see this and more importantly, we’ll be able to filter that data out. Hey, I need to see all the people who have computer experience and skills or software or their clerical or office or maybe they want to be a driver. The software we can say okay,

we’re Word, PowerPoint, DonorPerfect. Okay, we can add those in. All right. And then here, we’re going to click on Next. This is the confirmation page that the person is seeing. Everything is filled in looks beautiful, they click on Submit. Once they click on submit, you will have that information right in your online forms. So that’s all done, we come back to the year we are in the rack. And so once I refresh the screen, I’m just gonna click on Online Forms plus again. And now you see we have one form ready to be downloaded. I’m going to click on that one. And there’s Mary, I’m going to select it, or I can select all. And I’m going to download DonorPerfect. Okay, once that’s downloaded, you’ll see it’s in the download setting. And now I’m going to go back to DonorPerfect, and just type in Lamberton. And let’s see what we get. There’s Mary. So let’s take a look to see what happened to Mary’s records. So we filled in all of our information, I would come in and say, Oh, she’s a volunteer. So I’m going to flag her as a volunteer. I’ll click on save. Okay, then we’re going to go to the BIOS screen, because remember, this is where that information is going to come from, from that online form. If I scroll to the bottom of the page, now remember, this is what you’re manually entering. But if I scroll down a little bit more, you’ll see additional volunteer information. So Leslie and Chandler, no special requirements is the time my availability, here’s my answer. Then I come down here, and you’ll see that these buttons are checked. And again, this is a great way for you to filter this data back out. I want to see all the people flagged as volunteers with computers. Yes. And you’ll see all of those records. It’s absolutely perfect. All right. So that is that now, we’re going to go back into online forms, I’m going to go back to the search screen. And now we’re going to do the volunteer hours. So this allows your volunteers to log their hours. So you could literally send this to them. And they can just fill out the form and log their hours very, very simply. And again, it’s all integrated with DonorPerfect. So let’s click on volunteer hours, and we’re going to fill this out. Right, so here’s the first name, we’re going to do, Mary, Mary Lamberton. There she is. All right, so we’re gonna fill that in, no phone number, I’m not going to add that we’re going to put in the date worked. All right, so let’s say it’s 712 2020, they can also use the date picker. And the hours worked. So she’s worked six hours, let’s say the project she worked on, let’s say, fundraising, she could put any other comments in here if she wants to. Whatever, I’m not going to put anything in there, and the volunteer name have different than yours. So again, this would go into the field with a volunteer name so we could identify the proper person. So if that were different, we’d be able to see that we’re going to click on Submit. And it’s all done. We go back in, we’re going to refresh our screen. And there we have two volunteer hours records. I’m going to click on the two. Again, I can download all or just one. So let’s select all and download to DonorPerfect. We have a possible match. So here’s Sally blue. Let’s work we’re going to do this and for Mary, we’re going to do that. So let’s click on Continue. And okay. And we’re going to go back, we’re going to refresh this now go back into Mary’s record. When we’re gonna go to the other info screen. And here we’ll see that she has been added. So let’s go take a look. We’re going to edit it and now you will see it comes in the date worked. hours worked the project. Again if I Put the volunteer name and it will just fill in this field, not the separate fields, it will fill in that field. And then if we go back to the bio screen on Mary’s record, we can now see her total volunteer hours has updated. I think I passed there it is. Okay. Oh, should have updated. Okay, so that would have should have updated with her volunteer hours. So let’s just make sure I’m gonna save this just to be safe. Okay, and there we are. Okay. So that is how we get that information in to the system. And that’s all from an online form. Okay, so now we’ve seen how to track our volunteers, and DonorPerfect. So remember, the main and bios screen capture who your volunteers are and their interests fleshes out your donor, your volunteer, other info screen captures volunteer work. So remember, that’s transactional, you’re going to see each instance that they’ve worked for you. Calculated Fields, the easy Report Builder, export to file are all tools that are available to get your total hours worked and be able to see that report on it and keep that information. Your DP online forms can capture important volunteer data. I want to thank you so much for attending. I hope this was helpful for you and tracking your volunteers and your DonorPerfect system. Have a great Day. Bye Bye