1. Go to Setup >> System Tables >> Code Tables and scroll down to select Volunteer Activity.

   

2. Click the New button to open the Volunteer Activity Insert window.

   

3. Give the new activity a specific name so anyone will be able to decipher its purpose. It will also appear on reports and search criteria.
4. Optionally, if tracking hours or if hours do not match the task or performance it is associated with
   • Enter the number of hours before and after the performance that the volunteer is expected to be there. For example, if the performance starts at 7:30 pm, you might expect an usher to arrive 1 hour before and stay a half hour afterwards. If these two fields are set, they add extra time to the volunteer record before event start and duration of performance. Thus a 2 hour performance might result in a time credit of 2 + 1 before and 0.5 after, or 3.5 hours. This will show on the calendar in Facility Management.
   • Alternatively, you can specify a fixed number of hours to credit to the staff/volunteer for doing this activity. This approach is more suitable for things like directors, actors or volunteer office staff who might be given a time allotment, regardless of the duration of the event.
   • If either of the above are provided, they become defaults during data entry. If not provided, the setup can specify the total time if you want the time to be fixed, rather than based on calendar input.
5. If you want this activity to have special colouring on the calendar, select a color other than black.
6. On the Duties tab, enter any default duties for this position.

The Status tab is used to indicate if the volunteer/personnel activity code is active or inactive as well as where it might be used.

The permissions will allow:

• An employee managing a course/class to set attendance, add participants on the fly, refund a class, reschedule a class or add a new class. See example permission for a course instructor
• A Producer to see the sales and attendance for specific events or performances that they have been assigned to in the Event setup. See example permission for Producer/Promoter

If this activity code is associated with the person for a particular event, the following indicates what they can do online. The employee/volunteer will need to pull up the event/performance online in a web browser.

• Default billing rate - which is what we wish to bill the person out at to the renters.
• Default hourly cost - which is the default hourly cost of using the person in this volunteer activity. It can be overridden by setting pay rates on the employee facility set up window
• Sales Tax Code - which is used to add taxes to the expenses and income
• Use deferred accounts if set, then any facility project marked as using deferred accounts will use the deferred account entered below. If neither the project, nor the activity uses deferred accounts, then only the earned accounts need to be specified.
• Accounts
  • Deferred Expense Account - the deferred account into which future expenses will be placed if using deferred accounting for the project. This is typically a liability account
  • Earned Expense/Cost of Goods Account - the earned account for expenses This is typically either an expense of cost of goods account. When the project ends, this is where the expenses will be rolled over into.
  • Deferred Income Account - the deferred account into which future income will be placed if using deferred accounting for the project. This is typically an asset account
  • Earned Income Account - the earned account for income. When the project ends, this is where the invomce will be rolled over into.

Review Rates

To see current billing rates for anyone already associated with this activity, click the Review Rates button. The same window will pop up if you change the default billing rate, giving you an opportunity to change or leave alone the billing rate for anyone associated with the activity.