Help & Support

# Organizing an Event

In this section you will learn about how to organize an event in the portal.

It involves the following steps

# Mark Attendance of Volunteers

As an event coordinator, you can check in and check out each volunteer who has attended an event.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event for which you want to mark the attendance of volunteers.
  2. Select EDIT.
    The EDIT EVENT window appears.
  3. In the Event Status field, select Ongoing, and then select SAVE.
    The status of the event is changed to 'ongoing'. You can no longer modify the event.

NOTE

  • Change the event status to ongoing just before the event actually starts.
  • Ensure the availability of Event Coordinator before changing the status.
  • Also, ensure all the event related information is final.
  1. Select Volunteers section.
    A list of volunteers registered for the event appears.
  2. If the event is recurring, select the date of the session for which you want to mark the attendance.
  3. Mark the time each volunteer has arrived for the session by hitting the checkin button in the Actions column in the volunteer table against each volunteer.
  4. Mark the time each volunteer has exited the session by hitting the checkout button in the Actions column in the volunteer table against each volunteer.
    The Hours column is updated with the difference in the arrival and completion times for each volunteer.

TIP

  • You can override the hours manually by clicking the Edit Hours button against each volunteer. Use this to accurately capture amount of time spent by each volunteer.
  • Also, you can click on Reset Hours button in case hours have been awarded to incorrect volunteer.

# Add a Volunteer to an Event

If a volunteer was unable to register for an event, but still has volunteered for the event, you can add them at a later point of time.

You can add a volunteer only if the event is ongoing. For a recurring event, you can add a volunteer for completed sessions as well. Only the volunteers who have an account in the portal can be added to an event.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event to which you want to add a volunteer.
  2. Select Volunteers.
  3. If the event is Recurring, select the date of the session.
  4. Select ADD VOLUNTEER.
    The REGISTER & CHECKIN NEW VOLUNTEER window appears.
  5. Provide values in the available fields as described in the following table.
Field Description
Select Volunteer Select the volunteer from the list of registered volunteers. The Volunteer ID and Volunteer Email fields are populated.
Enter Volunteer Hours Enter the time spent by the volunteer for the session.
  1. Select SUBMIT.
    The volunteer is registered for the event, and his/her attendance is marked.

# Verify an Event

After an event ends, you can verify the attendance and duration of each volunteer, upload event pictures or other related documents, and then change the status of the event to verified.

You can perform this task only if the current state of the event is ongoing.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Before You Begin:

# Procedure:

  1. Access the event that you want to verify.
  2. Select EDIT.
    The EDIT EVENT window appears.
  3. In the Event Status field, select Verified.
    The event is verified.

# Complete an Event

After an event is verified, you must mark the event complete. Only then the volunteering hours are updated for each volunteer of the event. For a recurring event, however, you can mark each session complete individually. This will update the volunteering hours even before all the sessions of the event are completed.

# Who Can Perform This Task?

  • Event administrator
  • Portal administrator

# Before You Begin:

# Procedure:

  1. Access the event that you want to complete.
  2. For a recurring event:
    • Select Volunteers.
    • Select the date of the session that you want to mark complete.
    • Select COMMIT.
    • Repeat the above two steps for all the sessions
  3. If you want to mark the whole event complete:
    • Select EDIT.
      The EDIT EVENT window appears.
    • In the Event Status field, select Completed. The status of the event or the session changes to completed. The volunteering hours, number of completed events, and other related metrics are updated.

NOTE

  • You are recommended to commit all sessions individually before completing a Recurring event.

# Requesting Testimonials and Feedback

All checked in volunteers for an event can provide testimonials and feedback. It is important to inform volunteers to share testimonials and feedback on event details page at the earliest.

# Who Can Perform This Task?

  • Event Coordinator
  • Event administrator
  • Portal administrator

# Procedure

  1. Open Event Details page of the event
  2. Remind all volunteers to share testimonials and feedback by posting a comment in the Discussions section or announcing the same at appropriate time and place.
  3. Remind volunteers that they can provide anonymous feedback as well if they wish to provide in such a manner.

# Download Event Reports

After an event is completed, you can download the event and feedback reports

The event report captures the following

  • Event Details
  • List of volunteers who have attended
  • Volunteering Hours spent
  • Testimonials submitted by volunteers

The feedback report captures the following

  • Feedback Summary
  • List of feedback submitted by all volunteers including anonymous ones
  • In case of Recurring events, the report also shows session wise feedback and summary.

# Who Can Perform This Task?

  • Event Coordinator
  • Event administrator
  • Portal administrator

# Before You Begin:

# Procedure:

  1. Access the event that you want to complete.
  2. Click on Download Report button in the event card to download event report
  3. The report will be sent to you via email. It will take around 30 minutes for the email to be sent to you.
  4. To download feedback report access event details page
  5. Open Feedback section
  6. Click on Download Feedback button to download feedback report captured until then.

← Cancelling an Event →