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 Activity Positions For a Patron window opens.

   

3. Choose the personnel activity position from the list.

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

   Note that some selected positions may show some online capabilities for managing events or attendance. These permissions are set per position, so somebody assigned to the position will be provided the capability after logging in to the online web sales.
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. You can add any number of tags to the volunteer position.
10. 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 done in 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 right 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 return to the Volunteer Window and any changed data will be saved and displayed under the Position Tab.

You can 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 positionto delete.
4. Click the Delete button at the bottom of the tab.

   The Delete a Record dialog opens.

   

5. Click Delete to proceed with the delete.

   To cancel the position deletion click Cancel .

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.

   

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 either "Time Available" or "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 to delete.
4. Click the Delete button.

   A Delete confirmation dialog opens.

   

5. Click Delete to confirm the deletion.

   Clicking Cancel will abort the deletion.

If you want 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 opens.

   

2. Select the Award Type 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. Choose the award from the drop down list.

   

4. The Date Awarded defaults to the current date.

   Alter the date as needed.

5. Enter any notes about this award.
6. Click the Recognized Activities tab to add the Volunteer's hours.



7. Click the Plus button to add the Volunteer's hours to the Awards.

   From the selection flyout, you have the option to add All activities or All un-recognized activities.

   button.

8. Click the Save button in the Awards Toolbar / ribbon bar and close the Awards window.

   

   The new awards will be displayed under the tab.

9. When adding Awards at a future date, hours already attributed to an Award display as 0.00 in the recognized Activities tab.

   

You may want to delete an award, given to a volunteer.

1. Select the award to be removed in the Award tab.
2. Click the Delete button.

   A Delete Confirmation dialog opens.

   

3. Click the Delete button.

   

   The Award is removed from the volunteer's record.

You want to change an award, given to a volunteer.

You noticed that when you added the Awards more hours were added for each award than was required. You need to go back in and edit the Awards.

1. Select the award to be edited in the Award tab.
2. Click the Open button.

   The Volunteer Award Detail Window opens.

   

3. Make your changes and click the Save button.

   

   Continue through making any edits as necessary.