Agency Instruction Manual
Contents
1. View Opportunity SOE 2 Voly will generate an email to the volunteer with the name address and phone number of the opportunity contact 3 The agency follows up with the volunteer o We recommend an immediate email to interested volunteers thanking them for their interest and detailing next steps in the process o You can view the volunteer s profile in Voly to learn more about them their areas of interest and prior volunteer experience o You can request additional information from the volunteers such as completing a volunteer application for your agency or doing a criminal background check if needed o You can set up an interview with the volunteer or invite them to an agency orientation meeting 4 When you have sufficient information to make a decision about the volunteer follow the steps in the next section to Manage Interested Volunteers 22 MANAGE INTERESTED VOLUNTEERS 1 Click View All Opportunities in the Dashboard vV LE Causes f Opportunities Agencies One OPPORTUNITIES O Total Volunteer Hours You Have H 1 The Blue FANS OF YOUR AGENCY 0 Increase this number by Li fe Agency Create An Opportunity Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize i You are pending VCNT verification While you can create opportunities they will not be publicly available for volun2. Here you will see the logo or photo you have uploaded for your public profile a Your agency Name b Your current membership level with VCNT c Click minimize to shrink the dashboard to a narrow navigation bar 2 Opportunities allows you to manage your volunteer opportunity postings a Create a new opportunity b View all opportunities provides a list of all active past and draft opportunities 3 Beneath the heart you will see the number of Voly members who have become fans of your agency a Fans are people who care about your agency and want to follow your activity b Manage my agency allows you to share information that can help us match group and individual volunteers to your specific needs This is also where you identify agency contact and manage your account 4 The clock icon provides a reminder of past opportunities so you can report hours into Voly s tracking system for your volunteer and your agency records 5 The call out provides a quick glance of the total number of volunteer hours you have reported through Voly along with tips on how to increase you volunteer hours Volunteer Hours 6 The middle section of your agency dashboard is a month by month bar graph of volunteer hours It looks blank right now however once you have used Voly for a few months you will find this provides a helpful glance at how volunteer hours are trending for your organization Upcoming Opportunities Busy Work Meet and Greet Gr
3. gt f Ps S L F af ad d Sw r ay ae AY o r lt Ps F OPPORTUNITIES Total Volunteer Hours You Have Hi The Blue FANS OF YOUR AGENCY 0 Increase this number by Li fe Agency Greate An Opportunity Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities aiready have posted minimize You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved 2 Name your opportunity and assign a Project Leader You can create a new contact here if needed Palmer Phillips palmer phillips lifeblu Create A New Contact 214 123 4567 18 3 Date and Location e When do you need your volunteers o Because Voly manages dates differently than Volunteer Connection you will need to enter new start date information for imported opportunities o Use the and to increase or decrease the hours for this opportunity o Please indicate if the opportunity repeats o Ifthis opportunity is not date sepcific click on any day e How will hours be assigned o Auto assign means once you check in volunteers they will all automatically receive the preset number of hours for the event o Checkin and Out allows you to easily manage the number of hours worked for each volunteer e Where will they go to volunteer o Chick ona preset location fo
4. volunteers you will need which type of volunteers general vs specific skills How many volunteers do you need What type of volunteers are you looking for yo General Volunteers Specific Skills We can use any volunteer that is We need volunteers who have specific willing to help out our cause skills to meet our needs Who is this opportunity appropriate for Please select the individuals and or groups that are the best fit for this opportunity Who is this opportunity appropriate for Youth Family Adults Youth Group Seniors 65 O Corporate Interns Civic Community Publish Opportunity As soon as you complete the required information and click Publish Opportunity this opportunity will be visible to community volunteers in Voly It also will appear in searches related to cause or key words listed in your opportunity title or description 21 WHEN A VOLUNTEER EXPRESSES INTEREST IN YOUR OPPORTUNITY 1 Voly will send an email with the volunteer s name and email address to the Opportunity contact and to the person who posted the opportunity VW Good News Please note To receive A new volunteer has expressed interest in your upcoming opportunity these emails the _ Opportunity Contact must have activated their Voly account by confirming their email address and establishing a password Clay stort Ensure Safe Food cmsxxxx sbeglobal net for Hungry Families Volunteer Profile
5. Agency Instruction Manual for A service of VOLUNTEER CENTER of North Texas Revised November 15 2013 TABLE OF CONTENTS 1 ACTIVATE YOUR PERSONAL ACCOUNT LOGIN LOGGING INTO VOLY COMPLETE YOUR AGENCY PROFILE YOUR AGENCY DASHBOARD MANAGE YOUR AGENCY DETAILS MANAGING YOUR AGENCY CONTACTS ACTIVATE A DRAFT OPPORTUNITY CREATE A NEW OPPORTUNITY 9 WHEN A VOLUNTEER EXPRESSES INTEREST IN YOUR OPPORTUNITY 10 11 12 13 NOTE Control Click on the page number will take you directly to that portion MANAGE INTERESTED VOLUNTEERS TRACK VOLUNTEER HOURS MANAGE DONATED GOODS SHOPPERS REPORT MVP HOURS of this manual S be jo IN Ico ACTIVATING YOUR PERSONAL LOGIN FOR AGENCY ACCESS As we transition from Volunteer Connection to Voly the Primary Contact and Volunteer Coordinator at each VCNT member agency will receive an email from Voly inviting them to activate their account Please click on the link in that email message to begin your new Voly adventure V Hi VCNT has invited you to use Voly With Voly you can promote manage and track your agency s volunteer activity Simply click the link below to get started with using your Voly account Click Here To Activate Your Account Q VOLUNTEER CENTER of North Texas Welcome you have been invited to join Agency Name You re almost there but we need a few things in order to set up your account Please fill in the fo
6. ER HOURS 1 Click View All Opportunities in the Dashboard V Late Causes f Opportunities Agencies OPPORTUNITIES 0 Total Volunteer Hours You Have Hi The Blue F FANS OF YOUR AGENCY 0 Increase this number by Life Agency Create An Opportunity Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize i You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved 2 Click Track Hours clock icon on the opportunity which requires attention Our Opportunities Amazing Opportunity Perea oF It s going to be an amazing time 9 Dallas TX G Aug 29 2013 1of5 Found 1 NEEDS ATTENTION 25 3 On this page you can e View approved hours e Manually approve hours Track Hours 1 5 fou This opportunit Palmer Phillips palmer lifeblue cor n Manually approve here 3 Click on the Check Mark to indicate the volunteer did report for this volunteer opportunity o Ifyou selected Auto Assign Hours for this opportunity for this opportunity the volunteer will receive a pre set number of hours o Ifyou selected Check In and Out for this opportunity you can easily adjust the number of hours actually worked for this volunteer based upon sign in and out sheets Simply toggle th
7. VATE A DRAFT OPPORTUNITY All of your agency volunteer opportunities from Volunteer Connection have been imported into Voly as draft opportunities To activate a draft opportunity you must edit the opportunity and complete the new Voly fields 1 Log into your nonprofit account on Voly org 2 Click View All Opportunities in the Dashboard V LY Causes f Opportunities Agencies OPPORTUNITIES 0 Total Volunteer Hours You Have Hi The Blue j FANS OF YOUR AGENCY 0 Increase this number by Life Agency Create An Opportunity Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved 3 Find the opportunity you want to edit and click on the edit icon to the right of that opportunity Example of Draft Animals You re stull working on the right words to describe this opportunity e Dallas Texas This opportunity is not public only your agency can see it Complete the information to start recruiting volunteers 13 4 Review each Step of the volunteer opportunity to complete missing information and to edit and update existing information to provide an accurate attractive and compelling posting for perspective volunteers STEP 1 Name amp Contac
8. doug lemme gmail com Locations 555 555 5555 123 456 7890 Disaster Manager Certified Shoppers v Disaster Manager Disaster Manager Can Access Voly W Can Access Voly ME Add A New Contact 11 3 Review the list of contacts imported from Volunteer Connection and make necessary edits e Please delete contact that are no longer with your agency e Identify which contacts need personal login access to Voly e Indicate any contacts that are per certified as Disaster Managers for the Mass Care Task Force 4 Toaddanew contact e Click Add A New Contact e Enter the name email address and phone number of the new contact e Indicate which programs services they should be contacted about e Ifyou want them to have access to Voly click the box at the bottom of the form It will change from red to green e Click on Save Contact e NOTE If you provided access to Voly they will immediately receive an email inviting them to create their own password Add Contact Use the form below to add a new contact Name Email Address Phone VeriF YI Volunteer Coordinator Primary Contact Agency Donated Goods Development Billing Project Manager Other ED CEO x Give Access To Voly Allow this contact to login to Voly for your agency 5 Each Voly User will need to follow the link in their emailed invitation to create their password and activate their access your agency profile on Voly 12 ACTI
9. e up and down arrows next to the hours for this volunteer 4 Click on Save Hours to credit each volunteer and your agency with the hours worked for this opportunity Hours you report will be visible on both your agency profile and on the volunteer s profile page 5 For ongoing opportunities you can add additional hours for any of your volunteers each time they volunteer by adding the new hours to those already reported 6 NOTE For Ongoing Opportunities o We are still working on improving the way Voly handles on going opportunities so this may change in the future Here is how it works now You posted an opportunity that reoccurs every day One or more volunteers expressed interest in this opportunity Itis past your start date so Voly wants to remind you to report hours any volunteers who may have worked on that day Ifa volunteer has not worked you have nothing to report and you can ignore this message 26 MANAGE DONATED GOODS SHOPPERS 1 Click on the Manage My Agency section in the dashboard Causes F Opportunities Agencies iH 0 0 OPPORTUNITIES 0 Total Volunteer Hours You Have I The Blue l FANS OF YOUR AGENCY 0 Increase this number by Life Agency chase tt ical Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize You are pending VCNT verification While you can create oppor
10. eat Dallasites Every Day Every Mon Tue Thu Fri VIOOTTINITEED COTITT TEETIET VWOTTIINTEEFRS STUT NERPIET L IDEC LILL INCCYJCL V ZLUINIECERS 211ILL NCCJCLY 7 The third section of your dashboard gives you a quick glance of your next three volunteer opportunities The photo you have uploaded for this opportunity The name of the opportunity When this opportunity is scheduled How many volunteers you still need If there are interested volunteers who are awaiting your review and approval How many volunteers have been approved for this opportunity with a link to manage those volunteers NOTE Voly will send approved volunteers email reminders 1 week and 1 day prior to your event to encourage their participation oa OB P MANAGE YOUR AGENCY DETAILS 1 Click on the Manage My Agency section in the dashboard V LX Causes 9 Opportunities _ Agencies OPPORTUNITIES Total Volunteer Hours You Have lili The Blue i FANS OF YOUR AGENCY 0 Increase this number by Life Agenc Crie Ba Opporismiiy Background Checks posting more opportunities g y Manage Mv Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved Hi Volunteer Center of North Texas Dashboard Opportunities Manage Agency MVP Agency Detai
11. ify each volunteers to volunteers that attend hours individually Where will they go to volunteer 123 Main Street or you can Dallas TX 75228 9 Create A New Location Save amp Continue STEP 3 Cause amp Description What cause will this opportunity effect Please select the Primary Cause for this opportunity from our new list of options This does not need to be identical to the Primary Cause for your agency Project Briefing This short introduction is the first thing volunteer will see about your opportunity Use this to grab their attention and help them see if they are a good fit for this opportunity 15 Full Description This description will be downloaded from Volunteer Connection Please review to be sure it is still accurate and complete You have plenty of room to include how this work will impact your clients and your cause Also include any volunteer requirements or restrictions and the time of day you will need volunteers Opportunity Picture You can upload your logo or a photo to attract volunteers to this opportunity Save and Continue STEP 4 Volunteers Determine how many volunteers you will need which type of volunteers general vs specific skills and whether you prefer individuals or groups How many volunteers do you need What type of volunteers are you looking for Pad General Volunteers Specific Skills We can use any volunteer that is We need volunteers who have specific wi
12. lling to help out our cause skills to meet our needs Who is this opportunity appropriate for 16 Please select the individuals and or groups that are the best fit for this opportunity Who is this opportunity appropniate for INDIVIDUALS GROUPS O Youth O Family J Adults J Youth Group J Seniors 65 O Corporate O Interns B Civic J Community Publish Opportunity Publish Opportunity As soon as you complete the required information and click Publish Opportunity this opportunity will be visible to community volunteers in Voly It also will appear in searches related to cause or key words listed in your opportunity title or description 17 CREATE A NEW OPPORTUNITY 1 Click Create an Opportunity from your agency dashboard FOR NONPROFITS Welcome back Palmer Phillips Logout Causes Opportunities Agencies gt i r r Ar P S gt s A ws A gt i e eS WY gt nf pw y gt AP f g gt gt an PA gt N pg NENA ANA A d kd EF NP F i v Ad ae 4 k Br ad J Hos _ r Ay gt P PR a 2 amp 7 2 s E f x w aW od a lt q gt lt P gt c a x gt gt J OLN AS rs 4 As P T W f D RA F r e Pa ead a oe owl P lt pa gt d Qs gt Vet Dt Dt Dt LN S Lai gt gt r p WAS APA OAS m gt ma Poy a N lt a lt Ps e ra gt f gt Mi gt gt SF Ps ns av ye oa 2 f J Dp a gt d 7
13. ls Agency Details Note Updates to this section will be reflected on your Agency Profile for Volunteers to see Demographics Who Are You My Profile Contacts amp Access Agency Name Tax ID Volunteer Center of North Texas 75 1364145 Locations Certified Shoppers Nea fsln TNs wteean 2 From here you can manage e Agency Details NOTE The Mission Statement is intended to be a statement of purpose or short elevator speech to inform potential volunteers about your agency and clientele o Who you are o Who you serve o Optional Links for your website facebook twitter and on line donations e Demographics NOTE This data helps us find your agency when corporations or groups are seeking to serve specific causes and domographics o Budget amp classification o Ethnicities served o Client and volunteer details My Profile o Change your personal password o Manage the frequency of emails you receive from Voly Contacts and Access o Identifies which staff members have access to Voly and other VCNT services including disaster management o Establishs and stores agency project leader contact information o Allows you to ensure that the right staff members receive information from VCNT on relevant programs Locations o Allows you to preset the addresses where volunteers are most often needed Certified Shoppers o This is where you manage your Donated Goods shoppers 10 MANAGING YOUR AGENCY CONTACTS Agency contacts you de
14. ment of the impact your organization makes in this world e Upload a profile logo or photo e Select a single Primary Cause 2 Once you complete these updates your agency dashboard will appear From here you can complete your organization s profile and manage several areas of VOLY V LY Causes 9 Opportunities Agencies OPPORTUNITIES 0 Total Volunteer Hours You Have l The Blue FANS OF YOUR AGENCY 0 Increase this number by Create An Opportunity Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Life Agency Friend View All Opportunities already have posted minimize You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved YOUR AGENCY DASHBOARD Your agency dashboard provides helpful information for you to manage your agency and stay informed about what s happening with your volunteers FO R NONPROFITS Welco me back D oug Lemme A Agency D a sh board Ci Logout Causes E3 Opportunities E Agencies gt Bas Y O 367 5 OPPORTUNITIES Total Volunteer Hours Hi Volunteer FANS OF YOUR AGENCY Increase this number by Create An Opportunity Center of North Opportunities Manage My Agenc or monitoring those you Te xas View All Opportunities se ee ronio tog hoe already have posted posting more opportunities Partner 1 Zn 3 4 Di 1
15. on SREE ale ejo ag OF Cancel 28 REPORT MVP HOURS 1 Log into your agency account on Voly 2 Click on the Manage My Agency section in the dashboard Vy Bi Causes 9 Opportunities _ Agencies OPPORTUNITIES Total Volunteer Hours You Have lp hie The Blue 5 FANS OF YOUR AGENCY 0 Increase this number by Life Agency Create An Opportunity Background Checks posting more opportunities Manage My Agen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved 3 Click on MVP on the purple bar near the top of the page Hi Volunteer Center of North Texas Dashboard Opportunities Manage Agency 4 Type in Current Month Hours for each MVP volunteer who work at your agency this month Register MVP hours Client Name Date of Birth Current Month Hours XXXXXXXXXX 06 11 1982 Doe John 01 01 1950 5 Click Submit MVP Hours Submit MVP Hours 29
16. r this volunteer opportunity or o Create anew location e Click Save and Continue When do you need your volunteers Our opportunity repeats We will accept volunteers any day How will your hours be assigned O Auto Assign Hours Check In amp Out Hours will automatically be assigned You will need to verify each volunteer s to volunteers that attend hours individually Where will they go to volunteer 123 Main Street or you can Dallas TX 75228 9 Create A New Location Save amp Continue 19 4 Cause amp Description What cause will this opportunity effect Please select the Primary Cause for this opportunity from our new list of options This does not need to be identical to the Primary Cause for your agency Project Briefing This short introduction is the first thing volunteer will see about your opportunity Use this to grab their attention and help them see if they are a good fit for this opportunity Full Description This description will be downloaded from Volunteer Connection Please review to be sure it is still accurate and complete You have plenty of room to include how this work will impact your clients and your cause Also include any volunteer requirements or restrictions and the time of day you will need volunteers Opportunity Picture You can upload your logo or a photo to attract volunteers to this opportunity Save amp Continue 20 5 Volunteers Determine how many
17. rm below to activate and access your new Voly org account Your Name Password Confirm Password Click Finish Setup and you will be taken to your agency s Voly Dashboard with the following header message ACCESS VOLY 1 Go to http voly org LOGIN TO YOUR AGENCY ACCOUNT 1 Click on the My Account Section in the navigation and select Nonprofits 2 Enter your email address and your private password 3 Click Log In FOR NONPROFITS My Account Create An Account V LY Causes f Opportunities Agencies For Nonprofit Agencies New To Voly Manage Volunteers Track Opportunities and support your mission Create A Nonprofit Account mail Address Are you a Volunteer You ended up in the wrong place Log In Forgot your password Log In E Volunteers Opportunities Agencies Making Volunteering Fun Create An Account Causes Post An Opportunity We are helping nonprofit agencies with Login To Your Account Browse Opportunities Plans their constant need to fill positions with Opportunities Register Agency volunteers and allowing volunteers to make a difference where it matters most Track Hours Manage Account 2013 VCNT amp Voly or COMPLETE YOUR AGENCY PROFILE 1 There are a few areas you must review and complete to activate your organization s profile As soon as your organization s profile is activated you can begin to post volunteer opportunities e Impact Statement A brief state
18. signate will each be able to create their own login and password to access your agency s profile on Voly In Voly these contacts can create volunteer opportunities manage volunteers report MVP hours and track your overall progress as an agency You may also designate specific Agency Users to be listed on MVP timecards and request or review veriFYI criminal background checks 1 Click on the Manage My Agency section in the dashboard FOR NONPROFITS Welcome back Palmer Phillips V LY Causes A Opportunities _ Agencies OPPORTUNITIES 0 Total Volunteer Hours You Have H The Blue FANS OF YOUR AGENCY 0 Increase this number by Create An Opportunity Background Checks posting more opportunities Life Agenc e ge y Manage My Aaen Ready To Be Viewed or monitoring those you Friend View All Opportunities already have posted minimize You are pending VCNT verification While you can create opportunities they will not be publicly available for volunteers until you have been approved 2 Click on Contacts amp Access in the dropdown list Hi Volunteer Center of North Texas Dashboard Opportunities Manage Agency Contacts Agency Details Setting up contacts is an easy way to allow volunteers to get in touch Demographics with the right people at the right time It also helps VCNT contact people when necessary My Profile A iE s Cathy Hurst Doug Lemme Doug Test2 churst vcnt org dlemme vcnt org
19. t Edit your opportunity name and Project Leader as needed You can create a new contact here if needed Create An Opportunity Ge ect Name Give it a name make it something that will inspire volunteers Started Who is in charge of this project Give it a name and C Palmer Phillips or you can tell us who is in palmer phillips lifebh t Create A New Contact charge 214 123 4567 Next Step STEP 2 Date amp Location e When do you need your volunteers o Because Voly manages dates differently than Volunteer Connection you will need to enter new start date information for imported opportunities o Use the and to increase or decrease the hours for this opportunity o Please indicate if the opportunity repeats o Ifthis opportunity is not date sepcific click on any day e How will hours be assigned o Auto assign means once you check in volunteers they will all automatically receive the preset number of hours for the event o Check in and Out allows you to easily manage the number of hours worked for each volunteer e Where will they go to volunteer o Chick ona preset location for this volunteer opportunity or o Create anew location e Click Save and Continue 14 When do you need your volunteers Our opportunity repeats We will accept volunteers any day How will your hours be assigned O Auto Assign Hours Check In amp Out Hours will automatically be assigned You will need to ver
20. teers until you have been approved 2 Click Manage Volunteers hand icon on the opportunity which requires attention Our Opportunities Amazing Opportunity Animals It s going to be an amazing time 9 Dallas TX Aug 29 2013 ORS Cotte 1of5 Found 1 NEEDS ATTENTION 23 Manage Volunteers 7120 rouna Volunteer Status Actions Brian Thoreson a Ex Interested In Volunteering Carolyn Labarba G x clabarbaZogd yanhoo com Interested In Volunteering o Click on the green check mark to Approve the volunteer Volunteer s status will change to Accepted to Volunteer Voly will immediately send an acceptance email Voly will send a reminder emails 7 days prior to the event Voly will send another reminder email 1 day prior to the event Approved volunteers will be added to the roster for the volunteer event o Click on the red X to Decline the Volunteer Volunteer s status will change to Declined Voly will immediately send a Sorry you are not needed email e NOTE Until you Accept or Decline the volunteer Voly will indicate they need attention e NOTE 2 If you are using veriFYI for you background checking we will be adding a way to request and track that through Voly later this year AFTER THE OPPORTUNITY 1 Voly will send an email to the opportunity contact and to the person who posted the opportunity reminding you to report hours for your volunteers 24 TRACK VOLUNTE
21. tunities they will not be publicly available for volunteers until you have been approved 2 Click on Certified Shoppers under Manage Agency Hi Volunteer Center of North Texas Dashboard amp Opportunities Manage Agency MVP Certified Shoppers Agency Details As a member of the Volunteer Center of North Texas agencies have access to our shop Demographics However each shopper must be registered in the list below first My Profile Cathy Hurst Judy Shannon Lisa Tatum Contacts amp Access churst vcnt org Agency Relations ltatum vent org Agency Relations Coordinator Eg Senior Manager Disaster Locations Ex Preparedness a Millicent Boykin mboykin vcnt org Senior Director of Community Engagement Ka Add A New Shopper 27 3 Review shopper list and add edit or delete as needed e Agency must have a Partner or Associate membership with VCNT to be eligible to designate shoppers Certified shoppers must be paid staff of your agency No volunteers friends or family members may be listed as shoppers Shoppers may not bring children or guests with them to shop DG items may not be resold Falsification of records or violation of DG policies may result in loss of shopping privileges for the individual or the agency 4 Toaddanew shopper e Click on the link e Complete required information e Click to Save Shopper Add Shopper Use the form below to add a new shopper Name Email Address Positi
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