Help & Support

# Overview

# About the volunteering portal

The volunteering portal is a single platform to manage events.

  • Learn about the various events that are open, ongoing, or complete.
  • Volunteer for an event, and earn volunteering hours and stars for your efforts.
  • Create an event, and make it available for volunteers to register themselves for the event.
  • Facilitate an event, and manage the activities of volunteers.
  • Track the progress of an event.

# Types of Users

The volunteering portal is used by the following types of users:

Types of Users How they use the portal
Visitor - Learns about the various events that are open, ongoing, or complete
- Subscribes for newletter
User - Creates an account in the portal
- Subscribes for events related to one or more categories
Volunteer - Registers for an event if interested to volunteer
- Volunteers for an event, and earns volunteering hours and stars for their efforts after event completion
Event Coordinator - Creates an event (if the setting is enabled )
- Gathers all the resources required to organize an event, and coordinates with the event administrator to go live
- Makes an event available for volunteers to register
- Confirms that an event is ready to go live
- Marks the event ongoing when the event begins
- Facilitates an event by coordinating with the volunteers, the event administrator, and other stakeholders
- Creates accounts for new volunteers on the portal
- Captures the check-in and check-out time of the volunteering activity for each volunteer
- Captures feedback and testimonials from volunteers
- Captures various reports and shares them with various stakeholders
Event Administrator - Creates an event
- Assigns an event coordinator to an event
- Approves and marks the event complete after it is verified by an event coordinator
- Manages user roles of volunteers necessary to bring a working team together
- In addition, an event administrator can perform all the tasks that an event coordinator can perform
Portal Administrator - Manage roles of active users
- Suspend/Revoke/Reset User Accounts
- Manage organizations and beneficiaries required for event administrators to create and manage events
- Generates reports of events, volunteers, participating organizations and beneficiaries
- In addition, a portal administrator can perform all the tasks that an event administrator can perform

NOTE

  • The role you play can vary with each event. For example, you can be a volunteer for an event and an event coordinator for another.
  • Also, you can be event coordinator and an event administrator simultaneously for an event.
  • An event coordinator is the coordinator for the specific event assigned to them. Similarly, event administrator is the administrator for the specific event assigned to them or implicitly assigned when they create an event. If interested, they can register for an event as a volunteer and earn hours and stars. Unless registered, no volunteer will be awarded hours and stars at the end of event completion.

# Types of Events

You can manage the following types of events using the volunteering portal:

  • A One Time Event: Occurs only once with a fixed date and time duration.
    Example: A single day workshop in a school
  • A Recurring Event: Occurs repeatedly with a fixed timing.
    Example: A training session for a group of teachers that spans multiple days at fixed time on each planned day.
  • An Any Time Event: Occurs within a start date and end date without a fixed schedule during it.
    Example: A brainstorming session or poster preparation for a campaign, etc.

TIP

  • If an event occurs with varying timings on multiple days, you must create multiple One Time Events for each date instead of a Recurring Event.
  • If an event occurs with no specfic timings that may happen over a single day or multiple days, you must create an Any Time Event.

# Execution Path

The typical execution path of an event is as follows

  1. An event administrator initiates an event to achieve their volunteering goals.
  2. Event Administrator will coordinate with Portal Administrator for any assistance regarding resources (event coordinators, beneficiaries and organizations) listed in the portal for event planning.
  3. Event administrator chooses an event coordinator during the planning phase.
  4. Event Coordinator will plan, schedule, finalize resources, mobilize volunteers, coordinates with all stakeholders and executes the event.
  5. Event Coordinator will request feedback and testimonials from all stakeholders.
  6. Event Administrator then verifies all the information captured and then marks it as completed.
  7. After an event is approved, all the registered volunteers will receive volunteer hours and stars in their profile based on their contribution.
  8. Event Coordinator, Event Administrator and Portal Administrator can now download event reports, volunteer certificates, feedback and testimonial reports.

# Event Lifecycle

The following states represent various states an event can exist.

  1. DRAFT -- Event is created: When an event is identified, the event administrator creates the event. The status of the event is Draft.
  2. OPEN -- Event is open for registration: When the event venue, timings, beneficiaries, and other required resources are available, the event is made available for volunteer registration. The status of the event changes to Open. Users can then register for the event.
  3. CONFIRMED -- Event is confirmed: When enough number of volunteers have registered for the event, the event coordinator or the event administrator confirms the event to prevent further registration from members. The status of the event changes to Confirmed.
  4. ONGOING -- Event has begun: When the event begins at the venue, the event coordinator or the event administrator marks that the event has commenced. The status of the event changes to Ongoing. Event coordinators can then check in and check out each volunteer at the event.
  5. VERIFIED -- Event has verified: When the event ends, the event coordinator or the event administrator verifies that attendance has been marked for all the volunteers, and then changes the status of the event to Verified.
  6. COMPLETED -- Event has completed: The event administrator then marks that the event has ended. The status of the event changes to Completed.
  7. CANCELLED -- Event has cancelled: The event administrator can cancel an event prematurely. The status of the event changes to Cancelled.

# Next Steps

Getting Started →