Events and Volunteers
Create an event, choose who sees it, staff it with volunteers, approve member-submitted events, and close it out.
Where
In the rail under Programs, Events. Tabs: Upcoming, Past, Staffing (admins and volunteers), Deploy (admins), Requests (admins), Debrief.
Create an Event
Click Create Event
On Upcoming, or from the + button beside Overview.
Fill in the dialog, New Event
Event Name, Date, Type (General, Workshop, Networking, Demo Day, Volunteer Drive, Office Hours), All day or Starts and Ends, Location, Places, Event Link, Description.
Who Can See This
The audience picker: roles, industries, or named people. The event lands on the calendar of everyone it is for.
How People Hear About It
Include in the next digest, Email everyone now, or Email everyone at a set time (then choose Send On and At).
Needs Volunteers
Switch it on to add Help Needed, How Many and Anything Else.
Click Create Event
Toast: "Event Created".
Manage an Event
The Upcoming table has columns Event, When, Type, Going, Volunteers, Status, with search and Type and Status filters. Row actions: Open, Edit Event, Duplicate Event, Cancel Event (people who were going are told), Delete Event.
Staff an Event
- Deploy ranks volunteers against what an event needs. Choose an event, see the Suggest tab (best fit first) or the Pool (everyone), filter by area, click Invite. The volunteer is emailed.
- Staffing shows every event looking for help and who has offered. Click Confirm beside an offer. The volunteer receives Volunteer Confirmed.
Volunteers also raise a hand on their own from the Staffing tab, saying what they are bringing.
Approve a Member-Submitted Event
Founders and mentors can submit an event (Submit Event in the rail). It waits under Requests. Each card shows who submitted it, when, where, who it is for, and volunteer needs. Approve puts it on the calendar and invites everybody it is for. Decline asks for a reason, which is sent to the submitter. The emails are Submitted Event Approved and Submitted Event Declined.
Close Out an Event
Debrief after the event: mark each volunteer Attended or No show, and Rate them with a note. This is what the contribution reports and the Volunteer Scorecard are built from. Volunteers who attended receive Volunteer Thanks.
Reminders and Digests
- Event Reminder goes to people who said they are going and, in a second variant, to people who have not answered. Timing is under Settings, Notifications (the default is two days and one hour before).
- RSVP chasers go to invitees who have not answered, with a variant for events still short of volunteers.
- Event Digest (one event or several) goes daily, weekly or monthly to each member according to their own preference under Settings, Notifications.
- Email When An Event Is Created (Settings, Notifications) controls whether creating an event emails the audience at once.
All of these are editable under Settings, Email Templates.
Calendars
An event appears on the platform calendar of everyone it is for, and on their connected Google or Outlook calendar when they RSVP. Every invitation email carries an .ics file for anyone else.