Quick reference information for Adding Editting and Deleting Volunteer Postions

Cheatsheet

Video

Once a volunteer has worked or expressed interested in a position you should add the position to their data. This is done through the Positions Tab on the Volunteer Window.

1. Open the Volunteer Window.

   You will see the positions section on the upper right of the screen.

   

2. Click the New button.

   The Positions For Window opens.

   

3. Choose the position from the list.

   The pulldown list is customizable in the Code Tables >> Volunteer Activities.

4. Select a play using the Lookup button.

   This opens the Play List Window allowing you to search for a play. Click here to learn how to find plays.

5. Double click the play to select it.
6. Change the last contact date if needed.
7. Select "Will do again" or "Normally compensated for doing this position" if applicable.
8. Enter any notes about the position.
9. When complete, click Save .

   The new position is now shown under the Positions Tab and can be used in new records. Click here for more information on creating volunteer history.

You may need to edit a volunteer position to update notes about the position or the last play the volunteer worked. This is performed through the Positions Tab on the Volunteer Window.

1. Find the Patron Record and open the Volunteer Window.
2. Click on the Positions Tab at the upper left of the window.

   Click here to learn more about the Positions Tab.

   

3. Click on the position you wish to edit.
4. Click the Open button.

   This will open the Position Window for the position.

   

5. Change any data as needed.
6. Click the Save button.

   You will return to the Volunteer Window and any changed data will be saved and displayed under the Position Tab.

Deleting Volunteer Positions

You may now delete positions which have no activities attached to them. Click here to learn how to delete only specific activities preformed under a position.

1. Find the Patron Record and open the Volunteer Window.
2. Select the Positions tab at the upper right of the window.

   

   This tab displays all the positions the volunteer has held or expressed an interest in.

3. Click on the position you wish to delete.
4. Click the Delete button at the bottom of the tab.

   The following confirmation window will open:

   

5. Click Delete to proceed with the delete.

   To cancel the position deletion click Cancel .

For Quick Reference Information on Volunteer's Available Times, You can download:

• Adding, Editing and Deleteting a Volunteer's Available Time
  Cheatsheet (draft)

  The Volunteer Overview also contains a section on Volunteer's Available Time: Screencast draft

  __________________________________________________________________________

  If a volunteer knows what times they will be available. You can set them up under the Time Available Tab.

  

  Creating Times Using the Wizard

  1. Click the New Time Wizard button.

     For only creating a single new record, click here.

     

  2. Select the availability type.

     You can choose whether the time being entered is time that the volunteer is available or whether there is a conflict. If it is a conflict time, then a to and from window will appear next.

  3. Click the Next button to proceed.

     

  4. Select the months which the personnel is available and click the Next button.

     

  5. Select the days of the week the personnel is available and click the Next button.

     

  6. Enter the Starting and Ending times and click the Next button.

     For available times these times will be the time of day. Whereas with conflict dates they will be actual dates i.e. month, day, year.

     

  7. Enter any notes associated with the time and click the Finished button.

     The new times will be displayed under the tab.

  Creating Times by a Single New Entry

  This will allow you to enter a single record of either available or conflicting time.

  1. Start ny clicking the New button on the Times Available Tab.

     

  2. Choose whether this is a "Time Available" or a "Time Conflict".
  3. Select the month and the day of the week for the time.
  4. Enter the start time and the end time of the time.
  5. Enter any notes about the time.
  6. Click the Save button to finish creating the new record.

If a personnel member has availability or conflict times setup they may eventuallly need to be updated.

1. Find the Patron Record and open the Volunteer Window.
2. Open the Times Available Tab.

   

3. Select the time you wish to edit.
4. Click the Open button.

   The Time Available Window will open with the data of the selected time.

   

5. Make the required changes.
6. Click the Save button.

   The Time Available Window will close and you will return to the Volunteer Window. The time change will appear in the Time Available Tab.

If a volunteer has availability or conflict times setup they may eventually need to be updated.

1. Find the Patron Record and open the Volunteer Window.
2. Open the Time Available Tab.

   

3. Select the time you wish to delete.
4. Click the Delete button at the bottom of the tab.

   The following confirmation window will open.

   

5. Click Delete to confirm the deletion.

   Clicking Cancel will abort the deletion.

If you wish to add an award to a volunteer, you can set them up under the Awards Tab.

1. Click the New button.

   The Volunteer Award Detail Window will open.

   

2. Select the type of award that you wish to assign.

   For a "Recognition For Hours Contributed" type the volunteer must have records of working that number of hours. For a "Milestone" type hours are not required.

3. Select the Outlet at which the volunteer worked.
4. The award that matches the number of hours will automatically select.

   If you wish to assign a different award, select it from the drop down list.

   

5. The Date Awarded will default to the current date.

   Alter the date as needed.

6. Enter any notes about this award.
7. Click Save .

   The new awards will be displayed under the tab.

The Activity tab tracks information regarding the duration of the activity and the intended duties or responsibilities for the activity.

Parts of the Activity tab

Hours	This field indicates how many hours the volunteer worked for the event. It will default to the runtime of the performance as indicated on the Marketing tab of the Event setup. For more information on the Marketing tab,
Role	If tracking a cast member, indicate the role they will play here. This can be used to produce Cast Lists and Cast Contact sheets. Either "Role" or "Volunteer Duties for the period" must be entered. For more information on creating Cast List reports, click here.
Volunteer Duties for Period	If assigning volunteers to a task, indicate the task they perform here. Either "Role" or "Volunteer Duties for the period" must be entered.
Shift	The Shift drop-down allows you to indicate a particular portion of a longer event that the volunteer is assigned to. For example, if it is an all day event, volunteers may work the morning or afternoon shift. Values in this drop-down can be edited in Setup>>System Tables>>Code Tables, under Volunteer Shift. For more on adding or creating Code Table values, click here.

The Evaluation tab provides an opportunity to evaluate, or rate, the volunteer's performance while doing the activity.

Parts of the Evaluation tab

Evaluation Visible to	These settings coincide with the settings on the Employee Profile, allowing employees with specific security settings to view certain evaluations. For more on editing Employee Security settings, click here.
Rating	A scaled grade of how well the volunteer performed this activity. The rating must be a 1 - 10 scale.
Did Not Perform Activity	A checkbox to indicate that the volunteer did not perform the activity.
Statistics Year	The year that the volunteer activity will be attributed to. Theatre Manager sets thsi field automatically.
Comments About Activity	An opportunity to add comments from supervisors regarding the performance of the volunteer. These comments can be used in Form Letters or in exports.

The Awards tab lists any recognition awards that the volunteer may have received for performing this activity.

Parts of the Awards tab

	Click this icon to add a new Award.
Hours Recognized	When the Award is added, this column will display the hours the volunteer has been attributed for this activity.
Recognition Type	There are two types of Recognition: Recognition for Hours Contributed and Milestone. For more information on Recognition Types click here.
Award	The Award the volunteer was given (a pin, a trophy, a pass).
Date	The date the Award was given.

The Letters tab tracks correspondence with the patron regarding this particular volunteer activity. You can print or email confirmation letters to volunteers to remind them of their upcoming service commitments, or to thank them for having performed a task. The "Comments About the Activity" from the Evaluation tab can be included in the Form Letter for a personalized touch.

Parts of the Letters tab

Status	An icon (or series of icons) indicating the status of the document. A legend of the icons appears at the bottom of the window.
SEQ #	The database sequence number for the task.
Status	The status of the task itself (Done, Not Done, In Progress, Error, Cancelled)
Type	An indication whether it is a letter or an email, and how the document was added (manually orby batch print).
Requested By	The Employee (User) requesting the document.
Notes	Under construction
RecordsFile Connected to Correspondance	The database file from which the document is drawing its data.
Date Begin	Date the letter task was requested by the employee.
Date End	Date the letter task was completed.
Date Printed	Date the letter was printed.
	Adds a letter (or email) to the record for printing/emailing.
	Opens the document status window.
or	Prints or emails the document immediately.
	Views the selected letter. You may modify it to personalize the letter.
	Deletes the selected letter.

The Supervisors tab allows your to track what Employee of the company to whom this volunteer must report for this task. All Supervisors must be employees of the company.

Parts of the Supervisors tab

First Name	The first name of the supervisor.
Last name	The last name of the supervisor
Date Entered	The date the supervisor record was added.
Date Updated	The date the supervisor record was updated (for example, if the supervisor was changed or edited).
Volunteer Supervisor Changed By	The employee logon that added this supervisor to this record.
Volunteer Supervisor	The sequence number in the database of the supervisor (Employee number).
	Click to add a new supervisor.
	Not an active button.
	Click to delete a supervisor from this record.

The Facility Billing tab is available only if you have the Facilities Management module for Theatre Manager. If you do not have Facilities Management, but are interesting in finding out more about the module, click here.

The Facility Billing tab allows you to track income vs expenses for a specific task within a project. For example, if you need to hire an usher, you can track the payroll for the usher according to your pre-set usher cost and General Ledger structure, and expense that to a specific project.

Much of the Facility Billing tab will be filled in by default if the activity has been properly setup in>System Tables>>Code Tables>>Volunteer/Personnel Activity. For more information on setting up Code Tables, click here.

Parts of the Facility Billing tab

Payment Information	Options include: Hours worked. This defaults from the approximate runtime of the performance, plus any "Arrive Before" or "Stay After" values in the Activity setup. For more information on setting the Approximate Runtime, click here. For more information on setting the Arrive/Stay values, click here. Pay Period (drop-down). Select from the drop down the time period for which the pay is set. The options are: Contract Rate, Day Rate, Hourly, Weekly, Monthly. Hourly Rate. Defaults from Setup>>System Tables>>Code Tables>>Volunteer Activity. Amount Paid. Multiplies the Hours worked by the Hourly Rate.
Fiscal Year	For billing purposes. Defaults to the Fiscal Year in which the task takes place.
Billing Information	Options include: Hours to bill. The invoice calculation will use this value, multiplied by the Hourly Rate to create the amount billed. Pay calculation. The default value for the Activity. Hourly Rate Billed. The dollar value of the billed hourly rate. Amount billed. Allows you to set a different billing rate for this specific Activity. Income Account. The Income GL Account specified in the Activity setup in Setup>>System Tables>>Code Tables>>Volunteer Activity. Cost Account. The Cost (Expense) GL Account specified in the Activity setup in Setup>>System Tables>>Code Tables>>Volunteer Activity. Sales Tax Code (drop-down) and related Tax 1, 2, 3. Allows you to select a value from the Sales Tax Codes to apply to the billing for this Activity. For more about setting up Tax Tables, click here. Total Amount. Calculates the total amount billed for this volunteer for this activity.