Volunteer Management (Legacy) Video

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  • Avatar
    sarah

    Hi. I am just starting to get familiar with the program.  Is there a way to assign a check-in role to a volunteer on this page for a specific event or repeating event (in this case, separate Sunday school classes), or do I need to have admin assign the people who can do check in with a Role that goes across all events in the other main part of the program?

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    Sheley

    Hey Sarah - what some churches have done is created a "check in only" user and given all volunteers access to that account.  From there they're able to do all check in related events.  They won't be able to only have access to certain events unless you put different event types on different calendars and only give them access to certain calendars, but it will make it so that they can only do check in when they are logged in as that user.  I hope that makes sense - if it doesn't, please let me know and I'd be happy to explain further :) 

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    pamhurd

    Hi Breeze team!  We're new and trying out the system.  One issue we've found is that the notification to volunteers automatically goes out from my email address (presumably because I am the master admin).  I realize that we can change it each and every time, but that is too cumbersome.  Is there a way to change the default notifications so that they automatically go out from an email address we select?  And, can we change the default notification email so that it says "please do not reply, I am simply a service robot" or something similar?  I'm getting buried with responses as we're bringing the system online ... help!

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    melissa

    We'd like to allow our volunteers to sign up themselves for serving in Children's Ministry and viewing which weeks or months are already full.  Is there currently a way for them to do that in Breeze?  Or a creative work-around?

    Thanks,

    Melissa

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    Sheley

    Hey Pam - sorry for the delayed response.  We've had an ongoing bug that hasn't been telling us when certain articles are commented on!  When originally sending out volunteer notifications it will come from the person who create the event.  However, you can change it from the "change" option and then click the dropdown next to "save for this event" and instead choose "save for entire event series".  The same is true for a message.  If you alter the notification message to include something like "please don't respond" and then choose to save for the entire event series you'll be set going forward! 

    Hey Melissa!  You can request volunteers. When you click the dropdown menu next to "Add Volunteers" and click "more" there's a "request volunteers" option.  From there you'll be able to pick a role that you can ask for volunteers on.  They will be able to see how many people are still needed for that role as well. See the attached images for some additional information on that! 

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    elisa

    Is there a way to send a "volunteer request" and have them respond AND select their role (instead of me assigning a role)?

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    Kris

    Hey Elisa,

    Thanks for reaching out! Currently there isn't the ability for a person to set their own role when they RSVP. That will need to be set by whomever is managing the Volunteer settings for that event.

    Cheers!

    Kris

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    melissa

    Hi,

    I'm looking for a way to edit the return address/name for event reminders, emails, etc. Is there a way to change the identifying name?

    Thanks,

    Melissa

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    Emily W.

    Hi Melissa!

    When originally sending out volunteer notifications it will come from the person who create the event.  However, you can change it from the "change" option and then click the dropdown next to "save for this event" and instead choose "save for entire event series". Here is a great article that will be most helpful: Volunteer Notifications

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    Darcy Youngstrom

    I've noted the questions/response from Kris/Elisa above regarding volunteers selecting their own role. This would be extremely helpful for us as often times we have an event with various roles and I am unsure as to what people would like to volunteer with. Is anything in the works for this option? 

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    Sheley

    Hey @Darcy!  We do have some things in the pipeline to fix volunteer management.  I actually just finished a meeting where we were talking about this exact thing.  While I don't have an ETA for you I can tell you that it is being worked on and it should solve the issue you mentioned and several others. 

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    Jon VerLee

    Hello!

    Like Sheley mentioned, we're currently working on improving our volunteer management system. As part of that effort, I'd love to meet with some of you one-on-one to hear about how you manage volunteers at your church. Better understanding what you do now will help us build an even better tool for you.

    This meeting is less about specific functionality you'd like to see in Breeze and more about better understanding your process and flow for organizing, scheduling and notifying volunteers so we can better build a tool that matches your needs.

    If interested, click here to schedule a time on my calendar:

    https://calendly.com/breezech…/volunteer-management-meeting/

    Thanks for allowing us to serve your church!

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    Jon VerLee

    Thanks for the interest! The sign up sheet is now closed and I look forward to meeting with those of you who signed up and seeing how we can together improve volunteer management to help your church even better care for the people connected to it!

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    office

    HI there,

    I'm just getting to know Breeze and love it so far!  I love the volunteer management system.  Is there a way to include the volunteer schedule for a particular person on their own profile.  The answer is probably somewhere but I can't find it.  Thanks :)

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    Emily W.

    Hey @office! 

    Yes! Within the Member Role, you can set that permission here:

    Navigate to More<Users and Roles<Role<Member<Edit

    Hope this is helpful! :) 

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    nathanburrows

    @Sheley -- has the team made any progress on being able to let the volunteer select a role? 

    Or is there access to the Merge fields/programing that I could create and email for this? The functionality is already in place when it comes to a specific role being selected over multiple events. Just need to port it over

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    Sheley

    Hey @nathanburrows!  We have made a ton of progress on our volunteer management module.  It's looking amazing - I am very excited for it.  Our development team is working hard on getting all the kinks worked out and to get it into beta as quickly as possible.  I don't have an exact ETA, but it is the biggest project that we're working on right now :) 

    With this new tool, there is a "sign up" option that will let your volunteers pick and choose the roles that you include in the sign up sheet.  I don't have a ton of specifics but I really think that you'll be pleased with the overall functionality.  

    We really appreciate your patience with this - we want to get it right which is why it's taking much longer than expected.  Better to wait a time for something amazing than to get something that needs a lot of work quickly, right? :) 

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    avega

    Hey Breeze!

    I'm trying to change the email for RSVP responses for preschool. The usual email has changed but I can't get it to change in Events under the "Notification From" drop bar. I can only use the emails in the drop bar but some of them are old. Each individual team member has changed their email under their profile but the old email address show up still for RSVP's. How would I change this? 

    Thank You,

    Angie

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    Emily W.

    Hey @avega!

    Great question! That list of emails is directly related to your Users & Roles section. Whatever names and email address are added to that section show up on the list of "Notification From". To change this, you will simply need to navigate to More<Users and Roles and adjust your Users.

    Editing A User

    Hope this is helpful!

     

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    rich

    Hi, we're still in demo phase. We currently use Ministry Scheduler Pro for volunteers, and one feature they have is that a person who is scheduled can request a "swap" and the request goes to the other members of their team who can then agree to take their time slot for them, without us needing to be involved. Is there any such feature in Breeze? All I can see in Breeze would be that the volunteer would decline, and then we would have to send a message out requesting a replacement. Also, in that case we might be sending the request to 4 people, but only first one to accept should be scheduled. Can that be done in Breeze?

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    Emily W.

    Hey @rich!

    Thanks for reaching out! 

    • There's an option to see who else is serving on that date. So while it doesn't let them find their own replacement, there's a way to for them to see who's already serving.With our new Volunteer Management 2.0, invite mode would allow you to create a signup sheet so that you could easily see what spots have been filled or need to be filled.

    Here are some great resources that will be most helpful:
    Volunteer Management 2.0 - Getting Started (BETA)
    Volunteer Management 2.0 - Assign Mode (BETA)
    Volunteer Management 2.0 - Invite Mode (BETA)

    Hope this is helpful!

    Blessings

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    rich

    Hi, it doesn't actually help for them to see who IS serving; they need to be able to directly message everyone on their team who is NOT signed up so they can ask for someone to take their place. The ethos of your volunteer system seems to be backwards. A signup sheet is geared for people looking to fill a vacant slot. What we need is a way to prod team members who don't think they are needed because they don't realize there's a vacancy, and we need that prod to be initiated by a volunteer who can't report for duty.

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    Emily W.

    Hey @rich!

    Thank you for this feedback! There is a way to see who has signed up, how many are still needed, etc. However, You are correct, that it cannot come from the volunteers who cannot serve at the event but it does still come from the coordinator. This video above is from our old volunteer management and I do believe that our new one will solve many issues, making it easier to invite and assign volunteers for the needed roles of your ministry. Here are the new volunteer links:

    Volunteer Management 2.0 - Getting Started (BETA)
    Volunteer Management 2.0 - Assign Mode (BETA)
    Volunteer Management 2.0 - Invite Mode (BETA)

    Blessings!

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    katie

    1) Does the system generate the first email on its own or do I have to go in manually each week to send reminder?

    2) How far in advance am I able to add schedules? 

    3) Does this system show who's confirmed or declined or is that only shown via emails? 

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    Ashley Lynn

    Hey @katie

    I think you would be interested to use our Volunteers 2.0 that just got released.

    1) I think you are talking about reminders for volunteers, you customize them and choose when you would like them to go out.  You can also save them the customization for different roles and events in the series. 

    2) You can schedule volunteers and add recurring schedules for volunteers as far in advance as you would like. 

    3) If you include an RSVP option the system will show who has confirmed or declined in Volunteers 2.0 as well as via email using Red (declined) and Green (accepted) circles. 

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