Volunteer package walkthrough (part 2)

Nonprofits
, ,
1

Hi There,

Jasmine here-Community Manager with monday for nonprofits! I am excited to share that our team will be releasing articles here on the community forum to help guide you through some of the most inquired parts of the monday.com for nonprofits experience!

Today, we have part 2 of a 3-part walkthrough of how to use our “Volunteer management template.” For your reference:

  • Part 1: Review the volunteer database for recruitment and volunteer work allocation (you can find this part here)
  • Part 2: Review the volunteer feedback form, work tracker, and dashboard
  • Part 3: Review how to manipulate volunteer data for your purposes

So…What is the “Volunteers management template?”

This is a customizable solution for our monday for nonprofits users to help with all of your volunteering management needs! Recruit volunteers, assign them tasks, and manage their progress in your nonprofit organization all within monday.com.

IMPORTANT NOTES

  • You will need admin controls to your monday.com account to access this template! Don’t have access to a monday admin account? You will need to request admin status from the admin on the monday account OR use the admin account to add this template

  • Make sure you have the “Volunteer management template” downloaded and open. Don’t have the template? No worries, you can download it super easily right here.

  • We highly recommend that you take a look at part 1 to understand the ins and outs of how the Volunteer management template works before manipulating the data.

Let’s get into part 2 of this template!

VOLUNTEER FEEDBACK FORM

  1. We will begin this walkthrough with the “Volunteer feedback form” which has been designed to assess your volunteers’ experience within an assigned program. Within the “Volunteer management template”. You can find this on the left-side of your workspace.

    • NOTE: Volunteers DO NOT need to be members of your monday account to fill out this form. Amazing!

  1. We recommend taking a moment to fill out the form yourself to see how the answers populate before changing the questions to fit your programmatic needs. You can do this straight from the “Form” view. The “Volunteer feedback form” and the “Main Table” (where the data will live) are connected, so when the form is filled out, you will see the answers populate in the “Main Table” tab.

  1. After reviewing the information within this form so that you can understand the functions with an example use case that you’ve created, we recommend that you delete the items and change the language within the form to work for your organization. You can do this by making sure you’re on the “Form” view and finding the “Edit Form” button at the top, left-hand corner of the board to adjust the look (logo, colors, and font) and questions within the form to serve your purposes. This is a template, after all! We want you to make it yours! Don’t forget: These questions are synced with the “Main Table,” so make sure your adjustments line up with the main board!

    • NOTE: When deleting and making the form your own, we highly suggest that you keep the overall structure within the form the same as there are functions and formulas connected to boards within the template!
    • NOTE: We also recommend that you try using the form in the “Preview” view again after you have made adjustments and then take a look at how the responses show up in the “Main Table” to make sure everything is correlating as you need.

  1. Now that your form is ready, it can be sent directly by email or text via link, embedded directly into your organization’s website, or even shared on all major social platforms for easy access by your volunteers! Just click the “Share Form” button at the top, right-hand corner to access the sharing options.


  1. Now that you’ve shared your form, let’s take a closer look at the “Results” view! All responses from volunteers will show-up here in a pre-built series of graphs. These can also be adjusted to showcase whatever information you are needing by adding a new widget! These graphs and charts are great for analyzing the data you are gathering in a visual way to help you make executive steps for recruitment, programming needs, and positively adjusting your volunteer offering.

:heart: Additional things we LOVE about this form :heart:

  1. Within the “Volunteer database” we have set-up an automation to get this form to your volunteers that is as easy as a click of a button–literally! Go into the “Volunteer database” and scroll until you find the “Send form” button for each person. Hitting this button will send an automated email to the email address that the volunteer has on file!

  1. Our team LOVES that at the end of the form it captures your volunteer’s email. The email that your volunteer used when signing up for an assignment should match the email on their feedback form connecting their feedback form to their overall profile. If filled out correctly, you can scroll all the way to the right of your “Main Table” view and see the matched profiles, then click on the names to see the full profile details! You can also go to your “Volunteer database,” scroll all the way to the right and see your volunteer’s feedback here. This makes it so you can follow their journey through your programs from start to finish super easily! Cool, right?



VOLUNTEER WORK TRACKER

  1. Now, we are going to scoot on over to the “Volunteer work tracker!” This was created as a way of helping our nonprofits follow what their volunteers are actually doing while lifting the load of the tracking off of the nonprofit staff. This form is for your volunteers to fill-out. Start by clicking “Volunteer work tracker” on the left-hand pane and viewing the board in the “Main Table” view.
    • NOTE: This board is organized by groups that are dedicated to the volunteer sites where volunteers can work.

  1. The same as the previous form–After reviewing the information within this form so that you can understand the functions, we recommend that you delete the items and change the language within the form to work for your organization. You can do this by making sure you’re on the “Volunteer work tracker-submissions form” view and finding the “Edit Form” button at the top, left-hand corner of the board to adjust the look (logo, colors, and font) and questions within the form to serve your purposes. This is a template, after all! We want you to make it yours! Don’t forget: These questions are synced with the “Main Table,” so make sure your adjustments line up with the main board!
    • NOTE: When deleting and making the form your own, we highly suggest that you keep the overall structure within the form the same as there are functions and formulas connected to boards within the template!

  1. Now that your form is ready, give it a try from the “Volunteer work tracker-submissions form” view to make sure it is populating correctly.

  2. Your form is ready! This form can be sent directly by email or text via link, embedded directly into your organization’s website, or even shared on all major social platforms for easy access by your future volunteers! Just click the “Share Form” button at the top, right-hand corner of the form to access the sharing options.


  1. Your answers are starting to come in , now what? You can view these responses through the “Main Table” view in the “Volunteer work tracker” or within the “Volunteer database”. Also, just like the “Volunteer feedback form,” this form will match with your volunteer’s profile based on their email input within the “Main Table” view.


  1. We do have one more great view of the “Volunteer work tracker” for you: Calendar! Going back to the “Volunteer work tracker” and clicking “Calendar” will display a color-coded (by site) calendar of all of your volunteers assignments. This is also completely customizable!

VOLUNTEER DASHBOARD

Wow, we’ve made it to our last section for this walkthrough! The “Volunteer dashboard” is connected to the “Volunteer database,” “Volunteer work allocation,” “Volunteer tracker” and “Volunteer feedback form” and is drawing in information from all of these boards! The purpose of this is to make it easy for you to pull data for your reporting. This is filled with pre-built widgets with some of the most pertinent information requested from our nonprofits such as:

  • Volunteers by stage: where each volunteer is within the placement process
  • Volunteer competencies: a glance at your volunteers’ programmatic focuses
  • Volunteer age: a scale showing the age range of your volunteers
  • Volunteer locations: where the volunteers are placed within the program
  • Average volunteer age: taking all of your volunteers’ ages and giving you the average age of the group
  • Average work hours per volunteer: gives you the average hours that your volunteers are working per assignment.

However, we HIGHLY encourage you to adjust this data to pull the information you need. Adjust the widgets that are there, add new widgets, whatever your heart (and your program) needs! In our last part of this guide, we will talk through how to customize these widgets!

P.S.: If you would like to watch a video to walk you through these steps, you can find that here from markers 13:25-end: Volunteer Package Full Walkthrough Please note that the monday platform has been updated since the creation of this video, so we suggest using this walkthrough and the video in tandem to learn how to use this template fully!

And that is Part 2 of our “Volunteer management template”–Congratulations! You did that AGAIN! Did you know you’re incredible? Because you are! Part 3 of this template will continue through the volunteer process with how to manipulate volunteer data for your purposes.

Let us know how the template is treating you or if you have any questions/feedback about the template by joining our monday.com for nonprofits Facebook community: monday.com for nonprofits community | Facebook