Volunteer Management - Getting Started

Volunteer Management (NEW) helps you to assign and invite volunteers to serve at events, with confirmation and reminders to boost communications. 

 

Getting Started

How to Access Volunteer Management

  1. Navigate to Events
  2. Select an Event on your calendar and click "View Details"
  3. Choose Volunteers (NEW) on the left-hand side.
  4. Once there, follow the prompts given to get you started. 

Setting up Volunteer Management

You'll start by creating Roles, Teams, Leaders, and Quantity of volunteer spots needed.

Roles define the volunteer job(s) needing to be filled. These can be as broad as "Band" or as specific as "Guitar, Drums, Vocals, etc." 

Teams allow you to organize your roles (volunteer jobs) into different groups making it visually easier to schedule and monitor your volunteer needs for any given event. Note: When creating a Team, you must also create a role before saving. All teams must have at least one role.

Here's an example of the Team to Role correlation. 

Band: Drums, Vocals, Guitar
Hospitality: Set-up, Service, Clean-up 
Ushers: Head Usher, Section Usher, Back-up Usher

A leader is assigned on the role level and indicates who volunteer notifications will be sent from (via email or text) as well as to whom responses are routed to (email only). 

In order to show as an option for "leader" the users role permissions in users and roles must have Volunteer Management selected under events.

Quantity Needed reflects how many volunteers you would like in this specific role. You will have the option to adjust numbers from week to week once you get the initial set-up established. 

Now that you've established the Teams, Roles, and Quantity of volunteers needed, it's time to Assign or Invite your volunteers. Use Assign mode if you'd like to schedule your volunteers to specific roles/dates. Opt for the Invite mode if you'd like your volunteers to schedule into the role/date of their choice. 

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Note: If you are using Volunteer (LEGACY), your schedules will not cross over to Volunteer (NEW). These two volunteer scheduling tools rather will run simultaneously. As Volunteer (LEGACY) will only be supported for a limited time*, going forward using Volunteer (NEW) is encouraged. 

* Support of Volunteer (LEGACY) is expected through September 2020 but is subject to change based on outstanding usage. 

 

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Comments

95 comments
  • I am using 2.0 Beta and can't find where to edit the email reminders for those who are serving. it comes across with Subject: Test Subject 1.

     

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  • Hey @bfaber!

    Try this:

    Navigate to Volunteer 2.0<To the right, select Volunteers will receive "1 or 2, etc" reminder <Select the Gear Icon to customize.

    Hope this is most helpful.

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  • Good afternoon!  Just working on adding a fall volunteer schedule and saw the Volunteer 2.0 explanation here.  1st- I don't have the Volunteer 2.0 Beta listed as it appears above.  Should I?  2nd- Would you recommend we just wait at this point to input volunteer schedules until 2.0 rolls out in a couple weeks?  Thanks for your guidance!

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  • @Katherine

    Thanks for taking a moment to reach out to the Breeze community!

    Volunteer 2.0 hasn't been fully released yet, so that's why you don't see it. We post the documentation first in preparation for the release so that everyone can get acquainted with the updates and how it will function.

    Since we are so close to the launch, I would certainly wait until 2.0 is released before making your extensive schedules into the fall. Any schedules made in volunteer 1.0 will not transfer over into 2.0.

     

    Prayerfully this was helpful for you!

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  • I understand that the Volunteer 2.0 is still being rolled out and it will be a couple of weeks before everyone has access.  I am doing my research so that once it is accessible I can add the information in as quickly as possible.   In reviewing the videos I have a couple of questions -- 

    It shows that you can add teams to your events to then request volunteers -- However, there is no description on how to do that.?  Is that available at this time?

    Also, when you set up a sign up sheet the video did not show the option of setting up time blocks.  For instance, we do a fall festival every year.  I would want to set up volunteers up by booth and for a certain time period will that be possible with 2.0?

     

    Thank you. 

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  • Hello @snowfargo!

    Thanks for taking a moment to reach out to the brief community!

    In reference to your first question, it is possible to create teams Within the new Volunteer 2.0! See the picture below.

     

    In reference to your second question, you would create ROLES that represent your Time Slots. For example, 8:30-9:00 Prayer Slot would be a Role. Here's how it would look after you created a few:

     

    Prayerfully, this has been helpful for you!

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  • We would like to delay implementing Volunteers 2.0 until Sept/Oct.  Will the old version still be available until we rollout 2.0?  Once we've fully implemented 2.0 and deleted all info in the original, how do we remove the original from our options?  Thanks so much!

    Joan

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  • @JDicker

    Thanks for reaching out to the Breeze community today! 

    The option for volunteers2.0 will be available for use within the month and will be used alongside The current volunteer management platform for a limited time. Unfortunately, I am unable to say with any assurance exactly how long that will be. Communication is usually sent out to all of our customers during implementation of new updates that would clarify this for you more in the near future!

    I hope this helps!

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  • How does Breeze choose who is in the drop down choices when assigning a leader.  The names I need to use are not there.  It is giving me names I don't need.  How do I get the right names in there as a choice?

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  • I used volunteers 2.0 to invite my team to sign up to volunteer in our kids program.  Two of my volunteers clicked the link and only signed up for one date before they clicked "submit".  They are no longer able to use the original invite to sign up to volunteer and I don't have to option to re-invite them.

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  • @boehmerclan7

    Thanks for taking a moment to reach out to the breeze community!

    The games that drop down box are decided based off of who has permissions for volunteer management. If someone has permissions for volunteers, their name will be appropriately available in the drop-down menu!

     

    I hope this information is helpful for you!

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  • @Swebber

    Thanks for reaching out to the community!

    There actually is a way to re-invite someone to sign-up sheet! Here's how: https://cl.ly/e2a61e794798

    If you have any additional questions, please don't hesitate to let us know!

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  • When I click that link, it doesn't take me anywhere:(

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  • @swebber

    So sorry for that! Try it again, it should be functional now. Thanks!

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  • Thank you so much for your help.  The problem I am having is that once people click on their invitation to serve, they are unable to use that same link again.  So, a couple volunteers used the link but accidentally only signed up for one date when they meant to sign up for more, and one of my volunteers needed to change something they signed up for but couldn't get back into the sign up sheet with the original invitation link.  The only people that have the "resend" option by their name are people who have not yet responded.  I need to know how people can get back into a sign up that they have already signed up for:)

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  • @swebber

    Great question here! Unfortunately, this may not be possible at the moment. Once someone has made their selections for a sign up sheet, the only way to edit that decision is by the Leader changing it. In the meantime, We will certainly take this feedback to help development volunteer 2.0 further!

    Thank you so much for your patience with us as we continue to develop this feature. 

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  • Hi, We are adding our nursery volunteers to our Nursery on Sundays, some of who volunteer every 1st Sunday, or every 2nd Sunday, etc and some of who volunteer every week. When I set up the recurrence for their serving and then wanted to remove them (because I switched their role), it only deleted the first occurrence of their serving -- they were still assigned for all other dates. Is there a way to delete all of their future serving?

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  •  

    I was looking for that myself and found it a few days ago!  Remove all Future Assignments is listed under the schedule area. That's what you are looking for.

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  • @kkluthe

    Yes! You would need to change it within their personal recurrence. Here's how: https://cl.ly/447fb75adeed 

    Simply make a selection within the person's personal recurrence of "Remove from all future Assignments".

     

    If you have any additional questions please let us know!

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  • My first impression is I love Volunteers 2.0!  However there are a couple of things I need to ask.  When emailing volunteers in the original version there were more options available than I can see in 2.0.  The main thing I am looking for is the templates - are they hiding somewhere in 2.0?  Would also like to still have the option to send a notification to volunteers immediately in 2.0 like you can in 1.0.

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  • @helen

    Thanks for taking a moment to reach out to the breeze community!

    Both features that you're looking for are still available within 2.0. Here's how: https://cl.ly/6bc57c0c90da 

     

    If you have any additional questions, please don't hesitate to let us know!

     

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  • Hi Stephen

    Your response was helpful thanks.  However I still don't see the "templates" feature that is usually available when you select "email people" from either a selection of people, or from tags or from volunteers 1.0 (see my screen dump), but I'm not seeing when I select email people from within Volunteers 2.0.

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  • @helen

    Thanks for the clarity here and further feedback! We will be taking a closer look at this functionality soon. 

    Thanks again!

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  • Hi Stephen

    Another refinement I would like to see is being able to choose what time of day reminder emails are sent to volunteers.  It is currently set to  send between midnight and 2am.  I would prefer to have them sent when they are much less likely to be sleeping!  Perhaps we could be given a choice of several time blocks to choose from?

     

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  • @helen

    Thanks for the followup! I think you may have accidentally misread the times! It's actually between 12pm (Noon) and 2pm. See here:

    That being said, we don't have any options to customize this time or choose from blocks, but we appreciate your patience with us as we continue to develop!

     

    Blessings, 

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  • Hello,

    I am wondering how are volunteers are able to go back in to volunteer through the link after they have signed up for a certain date. As it is now, there is no confirmation sent to them after signing up and there is no way they can go back in to sign up for another shift. 

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  • Hi Stephen

    In your timezone the reminder arrives just after lunch, but in my timezone (Australia) that is just after midnight, that's why I would like some options for time blocks.

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  • @helen

    Thanks for the clarification here! That is a tremendously helpful point and I have passed that information on to our Product Team. 

    Thanks again!

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  • @mackenzie

    Thanks for reaching out to the Breeze Community!

    The functionality to have a volunteer re-sign up after making a selection is currently not available. There have been several comments about this and our development team is currently discussing the use of this particular feature. Thank you for your feedback can be will certainly pass it along!

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  • Loving the new look of 2.0! One issue I have faced was the reminder text went out at 5:25 am. Had a few people not thrilled with that. Any way to get them to go out later or a specific time? Thanks

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