❖ Heads up! This article is only intended for Site Managers.
You can manage volunteer responses to posted Needs or Opportunities from the Responses area of your site! From the Responses area, you can see who has submitted a response and when, and what Need or Opportunity they've responded to. Site Managers can edit responses, add default hours, export data, or email volunteers right from the Responses area.
ℹ️ So you know: Some sites have language overrides in place. This means you might see Needs in place of Opportunities, Agencies in place of Programs, or Prerequisites in place of Qualifications.
Managing Need or Opportunity Responses
Adding a Single Response
1. Go to Volunteerism > Responses.
2. Click Add A Response > Add a single response.
3. Search for the Need/Opportunity title in the Need/Opportunity Lookup field and select it from the dropdown.
4. If the Need/Opportunity has scheduled shifts, select the shift for this response.
5. Type the volunteer's name in the User Lookup field you want to add the response and select them from the dropdown.
6. You can add any notes to the Notes field as necessary.
These notes are only shared between you and the Advanced Program Manager.
Only Amplify sites have the Advanced Program Manager user role type.
This is a great place to share important information with the Advanced Program Manager—like restrictions, preferences, volunteer availability, etc.
Only Amplify sites have the Advanced Program Manager user role type.
7. Be sure to answer any required questions as applicable.
8. Click Add User Response when you're done!
Scheduling Multiple Responses
1. Go to Volunteerism > Responses.
2. Click Add A Response > Schedule multiple responses.
3. Select the Need/Opportunity from the Select Need/Opportunity dropdown.
4. Check the boxes for the shifts you want to add these responses to.
You can select all shifts by checking the box at the top beside the Shift Begins column.
Want to only see available shifts on Mondays? Use the Show all days dropdown to filter your shift results!
From here, you can see how many remaining slots are still available for those shifts.
5. Click Continue.
6. Type a volunteer's name or email to search for them and click Search.
You can also click Search by Category to filter your users.
7. Check the boxes for the volunteers you want to schedule these responses for and click Add To List.
8. Need to add more volunteers? Click Add More Volunteers and follow the same steps.
✅ Best practice: Want to send a quick message to your volunteers about these new Need/Opportunity responses you've submitted on their behalf? Click Message Volunteers to send them all a quick message.
We also recommend checking the box beside Send confirmation to these volunteers before you finish scheduling them.
This sends them an automated notification letting them know that they've responded to a Need/Opportunity and the details about it.
9. Click the schedule button when you're ready!
A popup appears asking you to confirm your selections. Click Yes to confirm or Go back to cancel.
Those responses now appear in the Responses table!
Adding a Team Response to an Existing Team
1. Go to Volunteerism > Responses.
2. Click Add A Response > Add a team response.
3. Select the Opportunity from the Select Opportunity dropdown.
4. Click Continue.
5. Select Use An Exiting Team.
6. Use the Select Team dropdown to pick your team!
7. Check the boxes for the team members you want to include and click Continue.
8. Continue building your team as needed.
You can add yourself to the team by clicking Add Me.
Click Add Volunteer to add more volunteers to the team. You need to enter a valid email address and the volunteer's name, then click Add Team Member.
If the volunteer is a new user, they may need to complete a requirement to respond. A popup appears asking you to confirm this selection and to notify you if the volunteer hasn't met a required Prerequisite/Qualification. We recommend notifying the volunteers that they need to complete the required Prerequisite/Qualification response.
Click Add From A User Group to add more volunteers from a specific user group.
Start by selecting the user group from the Select User Group dropdown.
Check the boxes for all of the volunteers you want to add and click Add To Team.
9. Once you're done building your team, you can update the number of additional slots with the dropdown beside Reserve Additional Slots.
This option may not be available. If you don't see this option, you must toggle the button beside Require Emails for Team Registrations to Off from your main settings page.
10. To select a team leader, check the box under the Leader column beside the user.
Team leaders can manage their teams without your assistance, including managing the team roster, emailing members, and managing hours and responses for team members.
11. If the Need/Opportunity has scheduled shifts, click Continue. If the Need/Opportunity doesn't have scheduled shifts, click Finish.
12. Select which shifts you want this response to apply to—if the Need/Opportunity has scheduled shifts.
13. Click Finish.
Adding a Team Response for a New Team
1. Go to Volunteerism > Responses.
2. Click Add A Response > Add a team response.
3. Select the Need/Opportunity from the Select Need/Opportunity dropdown.
4. Click Create A New Team.
5. Give the team a name.
6. Build out your team.
You can add yourself to the team by clicking Add Me.
Click Add Volunteer to add volunteers to the team. Enter a valid email address and the volunteer's name, then click Add Team Member.
Click Add From A User Group to add volunteers from a specific user group to your site.
Start by selecting the user group from the Select User Group dropdown.
Check the boxes for all of the volunteers you want to add and click Add To Team.
7. Once you're done building your team, you can update the number of additional slots with the dropdown beside Reserve Additional Slots.
8. To select a team leader, check the box under the Leader column beside the user.
9. If the Need/Opportunity has scheduled shifts, click Continue. If the Need/Opportunity doesn't have scheduled shifts, click Finish.
10. Select which shifts you want this response to apply to—if the Need/Opportunity has scheduled shifts.
11. Click Finish.
Editing Responses
1. Go to Volunteerism > Responses.
2. Click the pencil icon under the Options column.
This opens up the edit response window.
Not all responses can be edited from here. Team responses can't be edited from here.
3. If available, click Clear.
4. Look up the Need/Opportunity and select it from the dropdown.
5. If the Need/Opportunity has scheduled shifts, select the shift with the Select a Shift dropdown.
6. Add any notes if applicable and click Update User Response.
Deleting a Response
You can always delete a response if needed.
1. Go to Volunteerism > Responses.
2. Under the Options column, click the X for the response you wish to remove.
A warning pops up asking you to confirm your selection.
Add Default Hours in Bulk
1. Go to Volunteerism > Responses.
2. Check the boxes for the responses you want to add default hours to.
Toggle the button beside Hide Responses That Have Hours to On to only see responses without hours.
Check the box beside the ID column to select all responses.
3. Click +Add Default Hours when you're ready!
If you didn't hide the responses with hours, then a popup appears to let you know if any of the responses have hours already applied to them.
Add Individual Default Hours
1. Go to Volunteerism > Responses.
2. Click the hourglass icon under the Options column.
3. Complete the Hour Details and Description sections on the Add Hours page.
4. Click Submit Hour Entry when you're done!
Exporting Response Data
1. Go to Volunteerism > Responses.
2. Click Export Responses.
3. Your email address appears as the recipient but you can change the recipient email as needed.
4. You can also select the specific date range you want the report to cover.
5. Click Email Export when you're ready.
Emailing Volunteers
To email a volunteer, just click their email from the responses table. This opens up an email window where you can draft up a message, CC someone else in the message, and send it!
