❖ Heads up! This article is intended for Agency Managers.
When a volunteer signs up for a Need, it becomes a Need response. You can review and manage responses, add default hours to responses, and email respondents right from the Needs area of your Agency Manager dashboard.
Managing Responses as an Agency Manager
Go to My Agency > Needs.
Click Responses under the Need you want to review or manage.
The Responses Window
Here is where you can review and manage your responses! Click the Table Filter to check or uncheck the columns you want displayed in the table.
Exporting Responses
You can download and print a sign-in sheet, keep track of responses to Needs for review or reporting, and export Needs responses to a CSV from the Needs area:
Go to My Agency > Needs.
Check the box for the Need you wish to export responses for.
Click Export Responses.
Click Email Export. Your export is emailed to you when it's ready to download.
You can also change the recipient's email when exporting and select multiple Needs to download the responses for. Please note that this exports all of those responses into one CSV.
To export them individually by Need, only check one Need before exporting:
You can also export your responses directly from the Need. Click Responses under the Need you wish to export the responses for. In the Responses window, click Export Responses.
Adding Default Hours to Responses
We recommend volunteers submit their own hours, but you can also submit hours on their behalf directly in the Responses window, either individually or in bulk.
By default, hours will match the number set when the Need was created. For example, if the default is 2 hours, those will be applied to the volunteer’s profile when added.
Adding Default Hours in Bulk to Responses
Go to My Agency > Needs.
Click Responses.
Check the boxes beside the responses to add default hours.
Click +Add Default Hours.
Adding Individual Hours to Responses
Go to My Agency > Needs.
Click Responses.
Under the Options column, click the Add Hours icon. You can also adjust the number of hours you want added for a response when adding hours this way!
If hours have already been submitted for that response, a pop-up appears to inform you that the response already has hours associated with it and to confirm your selection.
Messaging Respondents
Emails can be sent to volunteers who have responded to a Need either individually or in bulk from the Responses window. These messages come from the site’s no-reply email, so volunteers won’t be able to reply directly.
To allow volunteers to respond, include an email address you can be reached at in the message body. Volunteers may have multiple responses for different shifts within the same Need.
For shift-specific updates, email volunteers individually. Use bulk emails for messages that apply to all selected respondents.
Messaging Individual Respondents
Message individual respondents when you want to share important information with a volunteer about a specific Need or shift they've responded to. This is also helpful when you want to reach out to volunteers about a qualification or if you have questions about their hours for a response, etc.
Just remember that the email is sent through the site, so it appears to come from the no-reply email. You must include an email in the body of your message if you want volunteers to reply to your message.
Go to My Agency > Needs.
Click Responses for the Need you want to message respondents about.
Check the box beside the respondent you wish to email and click Message Responders.
A pop-up appears asking you to confirm your selection—click Yes to continue or No to cancel. When you click Yes, an Email Responders window appears.
Fill out the subject and body of your message, then click Send Email when you're ready to send!
Including the Email column in the Responses table lets you click a volunteer’s email to message them directly from the Responses window. Messages still come from the site’s no-reply address.
Alternatively, use the Email Blast feature under Communication > Email Blast to filter volunteers by their responses and send customized messages about updates or new opportunities.
It's a good idea to include an email in the body of your message that volunteers can reply to—especially if you ask a question and expect a response.
Messaging Respondents in Bulk
Bulk emails are a great way to share important details about a Need with all volunteers who have responded. These messages are sent from the site’s no-reply email, so include a contact email in the body if you want volunteers to reply.
Go to My Agency > Need.
Click Responses for the Need you want to message respondents about.
Check the boxes beside the users you wish to message.
A pop-up appears asking you to confirm your selection—click Yes to continue or No to cancel. When you click Yes, an Email Responders window appears.
Fill out the subject and body of your message, then click Send Email when you're ready to send!
It's a good idea to include an email in the body of your message that volunteers can reply to—especially if you ask a question and expect a response.
Deleting Responses
If a volunteer can’t attend a Need they responded to, they can unregister themselves. You can also remove their response if necessary.
Go to My Agency > Needs.
Click Responses for the Need you want to remove responses from.
Under the Options column, click the X to delete the response. A pop-up appears asking you to confirm your selection—click Yes to continue or No to cancel.
If you delete a volunteer's response, any hours that have been submitted for that response are also deleted. The volunteer receives a notification that they've been unregistered for the Need when you delete their response.
Additionally, deleting a response will hide any associated volunteer hours from their profile and resume. Before deleting, consider whether archiving the data through reporting features might better preserve historical records while keeping the responses organized.