volunteer coordinator handbook

Volunteer

Coordinator

Handbook

Aaron J. Bradetich

Rev.1 - 10-29-15

Table of Contents iii

Table of Contents

Introduction ................................................................................................................................................ v

KeyStone ...................................................................................................................................................... 7

Add a Volunteer ..................................................................................................................................... 9

Individual Volunteer Report ............................................................................................................... 12

Export to Constant Contact ................................................................................................................ 13

Unfinished Steps ................................................................................................................................... 14

Sign-Up Genius ........................................................................................................................................ 15

Create a Sign-Up .................................................................................................................................. 17

Manage a Sign-Up ................................................................................................................................ 21

Constant Contact...................................................................................................................................... 23

Import from KeyStone ......................................................................................................................... 25

Enter Contact ........................................................................................................................................ 28

Format an Email ................................................................................................................................... 30

Index .......................................................................................................................................................... 33

Introduction v

Introduction

Habitat for Humanity of Denton County uses three programs to manage and communicate electronically with volunteers. These programs give the volunteer coordinator the ability to add volunteers easily, create event announcements, and send the announcements to potential participants.

KeyStone is the primary database. It maintains records of all volunteers, including contact information and affiliations. It stores contacts, which are later communicated with via Sign-Up Genius and Constant Contact.

Sign-Up Genius is an online sign-up program. It allows potential volunteers to get involved in future projects. Sign-Up Genius is used to create web-based “sign-up sheets” through which volunteers can choose times that work best for their schedules. Once a sign-up sheet is created, a link is mailed out using Constant Contact.

Constant Contact is an online email program. It is used to email volunteer opportunities to those who have expressed a desire to help.

The following are instructions to help new users through the process of entering contacts into the system using KeyStone, Sign-Up Genius, and Constant Contact.

Instructions in ALL CAPS indicate specific buttons, links, and directions to follow.

KeyStone

KeyStone 9

Add a Volunteer

1. Login to KeyStone with username and password

2. Open the VOLUNTEERS tab

3. Click the VOLUNTEERS button

4. Clear the contents of the search box

5. Type the name of the contact to be added. Example: “Smith, John”

6. Click YES. This searches the database for an existing record

10 Volunteer Coordinator Handbook

7. Enter an organization (if applicable). Example: First United Methodist Church

8. Click YES. This confirms the addition of a new record to the database and will open the

home screen

9. Open the CONTACTS tab

10. Complete the demographic fields:

• First Name

• Last Name

• DOB (MM/DD/YYYY)

• Organization (if applicable)

• Occupation

• Notes

11. Open the ADDRESS tab

KeyStone 11

12. Complete the address fields:

• Street name and number

• City - The default is Denton; update the city if the volunteer lives elsewhere

• State

• Zip Code

13. Open the COMMUNICATIONS tab

14. Complete the communication fields

• Phone number – the default area code is 940; update the area code if the

volunteer has an out-of-area number

• Specify phone type: C – Cell, H – Home, W1 – Work

• Email address

15. Skip to the SKILLS/INTERESTS tab

16. Select Student, or Retiree (if applicable)

17. Select availability. (note: Volunteer opportunities are available Tuesday – Saturday)

18. See “Unfinished Steps” at the end of this chapter


Individual Volunteer Report

This report is for volunteers who need to turn in hours for school, etc.

1. Login to KeyStone

2. Click REPORTS -> VOLUNTEER COORDINATION -> HOURS ->

DETAIL/SUMMARY

3. Click the VOLUNTEERS dropdown box

4. Type the name of the volunteer in the search box

5. Enter the date range into the period section

6. Click PREVIEW: to make sure that the report is displaying correctly

7. Click CLOSE PREVIEW to exit

8. Print report

9. Sign

KeyStone 13

Export to Constant Contact

1. Login to KeyStone

2. Click REPORTS -> VOLUNTEER COORDINATION -> LABELS & EXPORT DATA ->

HOURS/ACTUAL SUMMARY

3. Select Worksite (Home Address, i.e. 415 Ruth Street)

4. Scroll to bottom

5. Enter the date range into the period section

6. Choose EXPORT

7. Enter the desired file name

8. Click SAVE AS. The file exports as an Excel spreadsheet. Later it will be uploaded into

Constant Contact

9. Exit KeyStone


Unfinished Steps

Sign-Up Genius

Sign-Up Genius 17

Create a Sign-Up

1. Open a web browser

2. Navigate to www.SignUpGenius.com

3. Click LOGIN/JOIN in the upper right corner

4. Enter the email and password. This brings up the home screen

5. Click on CREATE A SIGN UP in the top right

6. Enter the group name in NAME OF YOUR GROUP, if a group exists move to step 7

7. Select the group name from the dropdown menu

8. Enter the TITLE OF THE SIGN UP

9. Enter a complete DESCRIPTION:

• Type of work to be performed

• Date

• If lunch is provided

• Links to volunteer forms/safety videos

• Contact information for staff person

10. Click CONTINUE when finished. This will open the THEME tab


11. Select the theme

12. Click CONTINUE when finished. This will open the DATE/TIME tab

13. Select the EVENT TYPE that best matches the event

14. Click CONTINUE when finished. This opens the SLOTS tab

Sign-Up Genius 19

15. Specify the task and the number of volunteers needed for each

16. Click CONTINUE when finished. This will open the SETTINGS tab

17. Specify the details

• Require the name and email from all volunteers

• Request the phone number of volunteers with a higher level of responsibility

18. Click CONTINUE when finished. This will open the PREVIEW tab

19. Review the page thoroughly. (note: the sign-up is not live until after the next step)


***If the information is not correct, return to the step in which the information was

entered by clicking the corresponding tab***

20. Click PROCEED TO INVITE & PUBLISH.

21. Click TAKE MY SIGN UP LIVE BUT DON'T SEND EMAILS.

**The Sign-Up is now viewable online**

22. Save the link in a word document or similar safe place. Next it will be put into emails sent

through Constant Contact

Sign-Up Genius 21

Manage a Sign-Up


2. Navigate to www.SignUpGenius.com

3. Click LOGIN/JOIN in the upper right corner

4. Enter the email and password and click LOGIN

5. Click on to edit the desired Sign Up

6. Refer to the “Create a Sign Up” instructions above and return to the step in which the

information was entered by clicking the corresponding tab

Constant Contact

Constant Contact 25

Import from KeyStone

(note: to import contacts from KeyStone, the Excel file must already be saved to the computer or

removable media)


2. Navigate to www.ConstantContact.com

3. Click LOGIN in the upper right corner

4. Enter the username and password, and click LOGIN

5. Click CONTACTS on the left-hand side of the screen. The contact menu will load

6. Click ADD CONTACTS. A dropdown list will appear

7. Select UPLOAD FROM FILE

8. Click CHOOSE FILE. A dialog box will open

9. Navigate to the Excel file previously exported from KeyStone

10. Select the file


11. Click OPEN. The file will load into Constant Contact

12. Match the fields in Constant Contact to those of the spreadsheet

13. Click NEXT in the right corner

Constant Contact 27

14. Select the list to which the contacts should be added

15. Create a new list if one does not exist

16. Select CREATE A NEW LIST

17. Enter the name of the list

18. Click upload in the upper right corner

If the upload was successful, a confirmation will appear at the top of the screen, and the new

contacts will appear in the group to which they were added.


Enter Contact





5. Click CONTACTS on the left-hand side of the screen. The contact menu will load

6. Click ADD CONTACTS. A dropdown list will appear

7. Select TYPE IN ONE CONTACT

8. Complete the contact information

9. Enter the contact's email address

10. Click the blue plus icon

11. Check the box next to the list to which the contact should be added

Constant Contact 29

12. Click APPLY

13. Click SAVE


Format an Email





5. Click CAMPAIGNS on the left-hand side of the screen

6. Click CREATE. This opens up a campaign selection dialog box

7. Choose SELECT. This opens the template selection screen

Constant Contact 31

8. Select the appropriate template. This opens up the designer where the template can be

customized

9. Enter the specific details using positive, friendly, language

10. Paste the link from the associated SIGN UP GENIUS CAMPAIGN in an easy to see

location (If applicable)

11. Click CONTINUE


12. Select the list to which the email will be sent

13. Select whether the email should be sent immediately, or at what time and day it should be

delivered

14. Click SCHEDULE

15. Confirm the physical address

16. Click OK

The email will send automatically at the day and time scheduled. It may be useful to include at

least one Habitat staff contact in the email list – to make sure it goes through as scheduled.

Index 33

Index

A

Address, 10, 28, 32

C

Campaigns, 30

Communications, 10

Contact, v, 9, 25, 28, 32

Continue, 17, 18, 19, 31

Create a new list, 27

D

Database, v, 9, 10

Date range, 12, 13

Demographic, 10

Dialog box, 25, 30

DOB, 10

E

Email, iii, v, 10, 17, 19, 22, 28, 30, 32

Excel, 13, 25


L

Login, 9, 12, 13, 17, 22, 25, 28, 30

M

Match fields, 26

N

Name: first, last, 10

Navigate, 17, 22, 25, 28, 30

O

Occupation, 10

Organization, 9

P

Phone, 10, 19

Preview, 12, 19

Print, 12

S

Search box, 9, 12

State, 10

Student, 10

T

Template, 30, 31

Type in one contact, 28

Index 35

U

Unfinished steps, iii, 11, 14

Upload was successful, 27

V

Volunteers, 9, 12

W

Web browser, 17, 22, 25, 28, 30

Z

Zip code, 10

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