❖ Heads up! This article is intended for Advanced Program Managers. Advanced Program Managers are only available on Amplify sites.
Events are an excellent way to foster engagement and expand your volunteer community. However, it's important to distinguish between an Event and a volunteer Opportunity.
An Event is an invitation for people to engage as members of your community, not necessarily as volunteers. While events can be a great way to promote your program, they are not the same as volunteer Opportunities. Events are typically open to all, including volunteers, staff, and community members, and may include celebrations, award ceremonies, or other activities you wish to showcase.
Volunteer Opportunities are specific roles or tasks that individuals can sign up for and contribute to. Volunteers log their hours only for these Opportunities, not for Events.
Events provide a unique platform to highlight your Program’s mission and show potential volunteers the meaningful work they can do. Hosting an event is a great way to raise awareness, celebrate achievements, and recruit future volunteers—all while building stronger ties within your community.
The Events feature may not be available on your site.
Creating an Event
To get started with creating an event:
1. Go to Volunteerism > Events.
2. Select Add New Event.
3. Fill out the Create Event form.
Status:
Active: Select Active if you want the event to be live on your site when you click Create Event.
Pending: Select Pending if you aren't ready to share the event on your site.
You can come back to finish setting up the event and change the status to Active at a later time.
Title: Enter the title of your event as you wish for it to display to users.
Enable RSVPs:
Toggle to On and select an RSVP Capacity limit or max limit of attendees.
Place a 0 in the RSVP Capacity field if you don't want to set a limit.
Toggle to Off to disable RSVPing.
Description: You can be as detailed as you want there. Use the text editor to include images, links, etc. Remember, the description field is a place where you can generate a lot of excitement about the event by including details about it and more.
All Day Event:
Toggle the button beside All Day Event to On if it is an all-day event, otherwise, toggle it Off.
Toggling this On removes the End Date/Time field.
Start Date/Time and End Date/Time: Select when the event starts and ends.
The next fields are optional but important. You may want to consider listing a contact for the event and, unless it occurs online, be sure to include the physical address where the event takes place.
Zip Code and Country are the only required location fields on the form.
Tags: Add tags to make your event more searchable for volunteers and the community.
Want to add private comments about the event that only you and or the site manager can review? Add them to the Comments field at the bottom of the form.
4. When you're ready, click Create Event.
Editing an Existing Event
To edit an existing event:
1. Go to Volunteerism > Events.
2. Select the Event Title from the table that you wish to edit.
3. Make all necessary edits and click Update Event to save your changes.
ℹ️ So you know: We don't recommend making any changes to expired events—i.e., changing the date and time, even if the event description and location are the same. Especially if you had RSVPing enabled.
This would create inaccurate reporting for RSVPs. Instead, we recommend cloning the event. This copies over most of the important details from the original event and you can edit it as applicable.
Cloning an Event
To clone an event:
1. Go to Volunteerism > Events.
2. Select the Event Title from the table to edit.
3. Scroll to the bottom of the Update Event page and click Clone Event.
You can find this button beside the red Deactivate Event button.
A warning pops up asking you to confirm your selection—select Yes to confirm or No to cancel.
4. A new Create Event form appears with the information copied over from the original event.
The title copies over from the original event with (copy) at the end. Be sure to update this for the new event.
Fill out the Create Event form, making any necessary changes for the newly cloned event.
5. When you're ready, click Create Event.
How to Deactivate an Event
If you need to deactivate an event:
1. Go to Volunteerism > Events.
2. Select the Event Title from the table to deactivate.
3. Scroll to the bottom of the Update Event page and click the red Deactivate Event button. A popup warning asks you to confirm your selection—select Yes to confirm or No to cancel.
ℹ️ So you know: Deactivating an event doesn't delete it completely. You can always reactivate a deactivating event.
How to Export Events Data
To export events data:
1. Go to Volunteerism > Events.
2. Click Export Events. Your export downloads to a CSV file.
How to Export RSVP Data
1. Go to Volunteerism > Events.
2. Select the Event Title from the table you wish to export RSVP data for.
3. Scroll to the bottom where it says RSVPs and click Export RSVPs. Your export downloads to a CSV file.
How to Share an Event Link
You can also share an event link with someone you think might be interested in attending!
1. Go to Volunteerism > Events.
2. Select the Event Title from the table.
3. The Event Link is in the top right corner of the Update Event page. Copy the link and start sharing!
ℹ️ So you know: Events also have a share link on their profile page that you, program managers, and volunteers can access and share!
How to Email Users Who Have RSVP'd
Do you want to send a quick message to the users who submitted an RSVP to an event? You can Update Event page!
1. Go to Volunteerism > Events.
2. Select the Event Title from the table.
3. Scroll to the bottom where it says Event RSVPs and click Email RSVPs. This takes you to the Email Blast area where you can continue drafting up the email you wish to send to those individuals.
