Manage events and projects

• Events allow you to set specific dates for employees to sign up.

• Projects are longer-term opportunities that allow you to set goals and milestones.

After you have created an event or project, it will appear on the Manage Opportunities page. To access this page, select Volunteer from the top menu, then Manage.

If a user has created an event or project and saved it as a draft without publishing, it will appear on the Manage Opportunities page under the Pending tab.

Select the name of a pending event or project to review the details. Select Manage Event or Manage Project, then select the option to publish it.

1. Select Volunteer from the top menu, then Manage. This will take you to the Manage Opportunities page.

2. Select the name of an event. This opens a detail page.

3. Select Manage Event.

The following options appear on the left side of the Manage Event page:

• Event Status: This is the default view in Manage Event. It includes the following options:

  • Select Add Participant to pick participants from your organization's database or upload a spreadsheet of participants using a downloadable template. If Guests are enabled for this event, you can also add guests.

  • Select Shifts & Capacity to add a shift for volunteers, enable a volunteer waitlist, limit employee signup to a single shift, or modify existing shifts. You can also copy shifts to add new shifts based on a previously saved one.

  • Select Manage Participants to see a list of participants, see a list of guests (if applicable), review the waitlist (if applicable), or send a message to participants. You can also export a summary of participants.

  • Select Message Participants to communicate with participants.

• Edit Event Details: Modify any of the details you entered during the Create Event process. This includes the event name, event description, photo, and location.

  Note: When MSA Code for a submitted volunteer opportunity or Record Individual Activity (RIA) contains a location and organization code, it can be updated, but cannot be cleared and left blank.

• Edit Schedule: Modify the date and time for your event. You can also set up registration dates.

• Shifts & Capacity: Add a shift for volunteers, enable a volunteer waitlist, limit employee signup to a single shift, or modify existing shifts.

• Organizers: If you are the organizer of the event, you can search for employees within your organization and add them as organizers. This will give them the ability to modify details about the event and communicate with participants.

• Add Participants: Pick participants from your organization's database or upload a spreadsheet of participants using a downloadable template. If Guests are enabled for this event, you can also add guests.

• Manage Participants: 

  • Select Participants to view a list of 20 (default), 50, or 100 participants displayed at one time.

  • View whether a participant is an employee or guest (if applicable).

  • Filter the list by participants who are or aren't checked in.

  • Sort by participant type.

  • Sort by shift.

  • Search for a participant's name and their associated guests.

  • Select all participants listed.

  • Review the waitlist (if applicable).

  • Send a message to participants.

  • Export a summary of participants.

  Note: To receive daily event updates when participant changes occur, contact your CSM to enable the Event Update Summary (V027) email notification. For more information, see the CSRconnect Email Library.

• Sign Up Questions: Add or edit questions that participants will be prompted to answer when signing up for this event.

• Docs & Disclaimer: Upload documents or enter a disclaimer that will appear to participants when they sign up.

• Event Photos: Upload photos of the event and add descriptions.

• Delete Event: Permanently delete the event.

Administrators and creators of events can add custom sign up questions to events.

Tip: Custom sign up questions are different from surveys and custom questions. For more information on these features, see Surveys and Custom Question Sets .

1. From the top menu bar, select Volunteer, then Manage.

2. Select the name of an event.

3. Select Manage Event.

4. From the left menu bar, select Sign Up Questions.

5. Select Add Question Set.

6. Define a name and description for the question set.

7. Select Add Question.

8. Use the Select Question Type drop-down menu to choose one of the following. Different menu options will appear based on your selection.

   • Multiple Choice

   • Dropdown

   • Text Field

   • Dialog Box

   • Scale

   • Multi Select

   • Numeric Field

   • Date Field

9. Select Required if the user must complete this question in order to proceed.

10. Select Save when your custom sign up questions are complete. Participants will now be prompted to answer your saved questions when signing up for the event.

Event creators can minimize time and effort spent recreating events using the Copy event shift feature. They can only copy shifts to events where they are an organizer for or to those they created. Using the copy shift search modal, they can locate and copy a shift to the same or another event.

1. Select Volunteer from the top menu, then Manage. This will take you to the Manage Opportunities page.

2. Select the name of an event that contains the shift you want to copy. This opens a detail page.

3. Select Manage Event.

4. Select Shifts & Capacity.

5. Under Options, select Copy Shift.

6. If needed, search for the event to copy this shift into using the search field.

7. Select the event.

8. Select Copy shift to confirm copying this shift to the event.

To cancel an event:

1. (Optional): On the Manage Event page, use the Message Participants tool to send a message to those who have signed up notifying them that the Event has been canceled.

2. Select Delete Event. Confirm your selection. This action cannot be undone.

1. Select Volunteer from the top menu, then Manage. This will take you to the Manage Opportunities page.

2. Select the name of a Project. A detail page opens.

3. Select Manage Project.

The following options appear on the left side of the Manage Project page:

• Project Status: This is the default view. It includes the following shortcuts:

  • Select Edit Milestones to add or edit milestones. These are intermediate goals that a Project Administrator can mark as completed once they are reached by project participants.

  • Select Manage Participants to see and edit a list of participants. You can also export a summary list of participants.

  • Select Message to compose a message to participants. You can either send a message to all participant or set the message to only go to participants with certain Roles.

• Edit Details: Modify any of the details you entered while creating the Project. You can also upload documents, photos, and disclaimers.
  

  Note: When MSA Code for a submitted volunteer opportunity or Record Individual Activity (RIA) contains a location and organization code, it can be updated, but cannot be cleared and left blank.

• Project Administrators: The person who creates a Project is automatically listed as a Project Administrator. Use this page to toggle your email notification and contact settings. You can also add contacts to the Project page here.

• Roles: Add, edit, or remove roles. You can also decide which Roles are visible on the Project page.

• Milestones: Add or edit milestones. These are intermediate goals that a Project Administrator can mark as completed once they are reached by project participants.

• Add Participants: Add participants from within your organization.

• Manage Participants: See and edit a list of participants. You can also export a summary list of participants.

• Communications: Compose a message to participants. You can either send a message to all participant or set the message to only go to participants with certain Roles.

• Custom Questions: Add or edit sign up questions that participants will be prompted to answer when signing up for this Project.

• Remove Project: Permanently delete this Project.

To find and recruit participants to your project, you can send a Participant Invited to Project email through CSRconnect.

Note: To receive these email messages, employee must have skills listed on their profiles.

Before you begin:

1. Verify with your Customer Success Manager (CSM) that your community has the Projects feature and the Participant Invited to Project project email setting activated.

2. Check the project settings. It must:

   • Have Project Dates set to Flexible.

   • Have skills identified under Add Skills to this Role.

   • Be submitted for approval or published.

To send a Participant Invited to Project email:

1. From the top menu, select Volunteer.

2. From Manage, under Scheduled and Active, locate the project name and select Edit Project.

3. Select Add Participants.

4. Select Recruit.

5. Under Search by Project Role, select the role you want to recruit for. If employees have matching skills included on their profiles, their names are listed.
   

6. Select the check box next to the name for the employee you want to recruit.

7. Select Invite (envelope icon).

8. Optional: Include a message to the user about the project and why they would be a good fit for the role.

9. Select Invite.

10. On the Success screen, select Close. Participant Invited to Project email messages are sent to the recipients immediately.

Administrators and creators of projects can add custom sign up questions.

Tip: Custom sign up questions are different from surveys and custom questions. For more information on these features, see Surveys and Custom Question Sets .

1. From the top menu bar, select Volunteer, then Manage.

2. Select the name of a project.

3. Select Manage Project.

4. From the left menu bar, select Custom Questions.

5. Select Add Question Set.

6. Define a name and description for the question set.

7. Select Add a Question.

8. Use the Select Question Type drop-down menu to choose one of the following. Different menu options will appear based on your selection.

   • Multiple Choice

   • Dropdown

   • Text Field

   • Dialog Box

   • Scale

   • Multi Select

   • Numeric Field

   • Date Field

9. Select Required if the user must complete this question in order to proceed.

10. Select Save when your custom sign up questions are complete. Participants will now be prompted to answer your saved questions when signing up for the project.

To mark a project complete, go to its Manage Project page and select Complete near the top right corner. This will end the project. This action cannot be undone.

To cancel a project:

1. (Optional): On the Manage Project page, use the Communications tool to send a message to those who have signed up notifying them that the Project has been canceled.

2. Select Remove Project. Confirm your selection. This action cannot be undone.