❖ Heads up! This article is intended for Agency Managers.
By the end of this article, you will be able to:
Create and manage Events for your Agency
Understand the difference between Events and Needs
Enable RSVPs and manage event attendance
Engaging Your Community with Events
Events are a great way to grow your Agency’s community. Unlike Needs, Events are not limited to volunteers—you can invite anyone in your community to attend.
Hosting events allows you to showcase your Agency’s mission and vision while highlighting the impact your organization has in the community.
Your Agency can host many types of events, including:
Celebrations
Volunteer appreciation gatherings
Workshops (weekly, monthly, or annual)
Community outreach events
These events allow you to connect with the community and introduce attendees to the volunteer roles your Agency offers.
Events vs. Needs: What’s the Difference?
Events and Needs serve different purposes within the platform.
Events
Designed to invite community members, not just volunteers
Used for gatherings such as celebrations, workshops, or outreach events
Focused on community engagement
Volunteers cannot log hours for Events
Needs
Used to recruit volunteers for specific roles or tasks
Volunteers can respond to Needs and contribute their time
Volunteer hours can be tracked for Needs
Creating Events
Go to My Agency > Events.
Click Add New Event.
Complete the Create Event form.
Click Create Event when finished.
Customizing Events
Use this field to provide event details and personalize your event page. The text editor allows you to:
Include images and links
Add headings
Change font color
Switch to the HTML source view to embed videos or other content using HTML
Please note that not all embedded videos are compatible with the site.
Start Date/Time and End Date/Time
These fields represent when the event takes place.
All Day Event
If your event runs all day and does not have a specific end time, toggle All Day Event to On.
How to Enable RSVPs for Events
You can allow attendees to RSVP in advance and set a capacity if your event has limited space.
Enable RSVPs
Toggle Enable RSVPs to On to allow attendees to RSVP.
RSVP Capacity
Enter the maximum number of attendees allowed.
If you want unlimited capacity, leave this set to 0.
When someone RSVPs for an event:
The attendee receives a confirmation email with event details.
You receive a notification that someone has RSVPed.
If the RSVP capacity has been reached:
Additional attendees will receive a message that the event is full.
Their RSVP status will be set to “Maybe.”
You will receive an email notifying you of their interest.
Editing Existing Events
Go to My Agency > Events.
Select the event you want to edit.
Make the necessary changes.
Click Update Event to save your changes.
Cloning Events
If your Agency hosts recurring events or the same event at multiple locations, the recommended best practice is to clone the event instead of updating the original.
Cloning creates a new event ID, which helps maintain accurate records and reporting.
To clone an event:
Go to My Agency > Events.
Select the event you want to clone.
Scroll to the bottom of the Update Event page.
Click Clone Event.
A confirmation popup will appear.
Click Yes to continue.
Click No to cancel.
This opens a Create Event page with all information copied from the original event. The cloned event title will include (copy) at the end.
Be sure to update the title so it is unique. For example, if the event occurs at multiple locations, you may want to include the location in the title.
Example: Read-A-Thon — Gloria County Library East Branch
After making the necessary updates, click Create Event.
Deactivating an Event
To deactivate one or more events:
Go to My Agency > Events.
Select the checkbox beside the event(s) you want to deactivate.
Click the trash can icon beside Actions.
Confirm your selection in the popup.
You can also open the event and scroll to the bottom of the page to select Delete Event.
Important
Deactivating an event does not permanently remove it from your Agency.
If you need to reactivate an event, contact your Site Manager to change the event status from inactive to active.
Exporting Events Data
To export event information:
Go to My Agency > Events.
Select the checkbox under the ID column for the events you want to export.
Click the appropriate export button beside Actions.
You can export:
RSVP data
Event data
The export downloads as a CSV file to your computer.
The Volunteer Perspective
You can preview how an event appears to volunteers from the front end.
To review an event:
Go to My Agency > Events.
Click View beside the event you want to review.
The front-end page opens so you can see how the event appears to volunteers and test the RSVP process.
The buttons to respond are only present when you have enabled RSVPs.