❖ Heads up! This article is intended for Agency Managers.
By the end of this article, you will be able to:
Understand Agency Manager permissions for managing Need responses
Review, export, and manage responses from the Needs area
Add default hours and message respondents appropriately
About Agency Manager Permissions
When a volunteer signs up for a Need, it becomes a Need response.
As an Agency Manager, you can:
Review and manage responses for Needs you oversee
Add default hours (individually or in bulk)
Export responses
Email respondents
Important
Editing volunteer responses is not permitted for Agency Managers.
Access to edit responses is exclusive to Site Managers.
The pencil icon for editing responses will not be visible.
View and Manage Responses
Go to My Agency > Needs.
Click Responses under the Need you want to review.
This opens the Responses window, where you can:
Review volunteer responses
Manage hours
Send messages
Export data
Use the Table Filter to check or uncheck columns you want displayed.
Export Responses
You can download responses for reporting, recordkeeping, or sign-in sheets.
Export from the Needs Table
Go to My Agency > Needs.
Check the box for the Need(s) you want to export.
Click Export Responses.
Enter an email when prompted and click Email Export.
The export is emailed to you when ready.
You can change the recipient’s email before exporting.
Selecting multiple Needs exports all selected responses into one CSV file.
To export responses individually, select only one Need before exporting.
Export from the Responses Window
Go to My Agency > Needs.
Click Responses under the appropriate Need.
Click Export Responses. This automatically downloads responses to an CSV.
Add Default Hours to Responses
While volunteers are encouraged to submit their own hours, you can submit hours on their behalf directly from the Responses window.
So you know:
By default, hours match the number set when the Need was created.
For example, if the Need default is 2 hours, 2 hours are applied when added.
If hours already exist for a response, a confirmation pop-up appears.
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.
Message 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.