DIOBPT VOLUNTEER PORTAL
(last update: 11/13/2017)
Note: the Portal is still being developed so these instructions will be revised when necessary.
- What is the source of the volunteer data that appears in the Portal?Potential volunteers that submit their interest either on the Diocese Volunteer Form or the bottom portion of the ACA Donation Form are automatically imported into the Volunteer Portal. Otherwise, volunteers can be manually added by staff. You can see the source of the volunteer interest in the Initial Contact field.
- What if the same volunteer submits interest to the Portal multiple times?As of now, the system allows for multiple submissions by the same person. It is up to staff to manage / consolidate multiples.
- Why do some volunteer records have information missing?The volunteer forms only ask for very basic information: name, email, phone, and interest area(s). The forms are kept simple to encourage responses. Additional information should to be added to the volunteer record by staff.
- Can I see a list of all volunteers in the system?Yes. Click the All Volunteers report item in the left menu. You will see an Excel-like list of all volunteers.
- I manage Catholic Charities. Can I see a list of Catholic Charities volunteers?Yes. We have a series of reports on the left menu that list volunteers specific to all of the interest areas, including those who selected ‘other’ or did not choose a specific area at all.
- Can I see a list volunteers interested in multiple, specific areas (such as those interested in Catholic Charities and Catholic Schools)?Yes. Go to the All Volunteers report. Click the filter icon on the upper right of the page, then expand Auto Filters. You will see the list of interest areas. If you select Catholic Charities and Catholic Schools, you will filter the report by those areas.
The selected filters appear at the top of the report page. You can remove a filter by clicking the x to the right of the name.
- Can I search for a volunteer(s) based on criteria like last name, home city, etc.?Yes. Every report has a search button in the upper right (it looks like a magnifying glass). Click the button and a pane opens that allows you to search by multiple criteria / conditions.
- I see how to add a new volunteer (left menu item). How do I edit an existing volunteer record?Hover over a volunteer in any report. The row will turn yellow and a small pencil will appear on the left. Click the pencil to edit.
- Can I bulk edit volunteer records? Duplicate a volunteer? Delete volunteers?You can select a multiple volunteers by clicking checkboxes in the report row. At the top of the report are icons for bulk editing, duplicating, and deleting the checked volunteers.
- If I reach out to a volunteer, is there a way to keep track of my contact history?Yes. Towards the bottom of the volunteer record is a Contact Log. You can add the outcome of each contact attempt.
- Can I print / export a list of volunteers?Yes. On the upper right of every report page there is a More Options button (highlighted below). If you click the button you will see both print and export options. Note: most reports have a lot of columns, so getting the data to fit on a printed sheet may take some manipulation outside of the Portal.
- What is an archived volunteer?If you have a volunteer that you have been unable to determine the status of, but don’t necessarily want to delete, you can archive them. Think of the archive as a way to ‘tuck a volunteer away’ so that they don’t appear as a day-to-day option in other reports. You can set this status within the volunteer record.
You can view a list of archived volunteers by clicking the Archived Volunteers report in the left menu.
- What opportunities appear in the Not Active report?Any opportunity with an Inactive, Cancelled, or Closed status will appear here.
- What is the Opportunity Notes section for?Think of this section like ‘stickies’ of information relevant to the opportunity. These are notes can contain any information helpful to staff managing records within the portal.
- If I create an opportunity for my area (i.e. Catholic Charities), will I see a list of only area-interested volunteers when I assign someone?Not at the moment; when assigning volunteers you see everyone. So for now you’ll have to manually cross-reference the volunteer interest report.
- Can I assign the same volunteer to an opportunity multiple times?You can – use the Add Row link in the Assign Volunteers area. So for example: if you assign volunteer to do some filing Monday 12-2pm, then Thursday 3-5pm answering phones, just create a row for each specific assignment.
Introduction / Getting Started
The goal of the Volunteer Portal is to develop and maintain a central database of people who have shown interest in volunteering at the Diocese. Besides saving the contact information of potential volunteers, the Portal can also be used to record contact history and assign persons to opportunities.
STEP 1 — AN INTERESTED PERSON SUBMITS THEIR NAME USING THE VOLUNTEER WEB FORM
Jenna Charles is interested in volunteering for Catholic Charities and submits her contact information using the Diocese Volunteer form (https://www.bridgeportdiocese.org/aca/volunteer-opportunities/).
As a member of Catholic Charities staff, you receive an email notifying you of Jenna’s form submission. You log into the Portal using the provided credentials.
STEP 2 — LOGIN INTO THE VOLUNTEER PORTAL AND MAKE INITIAL CONTACT
Jenna’s information will automatically appear in the Portal a few minutes after submission. Since Jenna has shown interest in Catholic Charities, you click on Interest / Catholic Charities in the left menu. This shows you a list of all potential volunteers in your area. Jenna’s record appears in this list.
You hover over the record and click on the Edit pencil icon to bring up Jenna’s information. Jenna has submitted her home phone number, so you give her a call.
During that call you collect some more contact information, including her home address. You find out that Jenna has web design skills. She has not completed VIRTUS training as of yet. She is available to volunteer most weekends.
You record and save this new information into her record. You also log your contact with her into the Contact Log at the bottom of the page, including the note that she is available most weekends.
STEP 3 — CREATE A VOLUNTEER OPPORTUNITY FOR AN UPCOMING EVENT
About a month later you’re looking for some help setting up for an event, i.e. the Harvest Table event.
You log into the Portal and click on Opportunities / Add Opportunity in the left menu.
You create and save an Opportunity called “Harvest Table 2017” with some information about the event. Set the opportunity status to “Active”.
STEP 4 — FIND A POTENTIAL FIT / VIRTUS TRAINING / ASSIGN A VOLUNTEER TO THAT OPPORTUNITY
You look through the list of Catholic Charities interested people and see that Jenna is available most weekends, and the Harvest Table takes place on a Sunday. You reach out to Jenna and confirm that she would like to volunteer for the Harvest Table. Record this new call in the contact log.
Note: When you determine if a volunteer is a good fit for your department please ask your potential volunteer to schedule VIRTUS training at www.bridgeportdiocese.org/safe-environments/virtus or call Erin Neil at 203-416-1406. The Diocese of Bridgeport is dedicated to ensuring the safety of all children and individuals in our Diocese. Before being placed in a position, volunteers are asked to complete VIRTUS training and must be cleared before they begin an assignment.
Then you go back to the Harvest Table Opportunity and assign Jenna.
STEP 5 — AFTER THE EVENT IS OVER
After the event, you click back into the Harvest Table opportunity and change the status from Active to Ended.
Volunteers & Interest
Note: the record-handling options and procedures for opportunities and the same as volunteers (described above). The following Q&A describes features specific to opportunities: