Volunteer Management

Overview

Volunteer Management is an ops hub under /events/volunteers/ with pill tabs for overview, applications, teams, shifts, assignments, check-in, CRM/reports, messages, and custom questions. It covers recruitment, scheduling, QR check-in/out, hours, messaging, and attendance insights.

Purpose

Staff large events with structured volunteer recruitment, shift scheduling, day-of attendance, and CRM reporting.

Who should use it

  • Volunteer coordinators
  • Department / team leads
  • Volunteers seeking opportunities
  • Operations Suite organizers

Benefits

  • Pill-navigated hub with event filter that persists across tabs
  • Public or private application forms (invite token)
  • Unlimited custom application questions
  • Preferred shifts, waiver upload, capacity meters
  • Departments (teams) with roster and capacity bars
  • Shift change approval workflow
  • QR check-in/out and break-aware hours
  • VIP / blocklist flags, CRM CSV, cross-event history
  • Volunteer email blast audiences with attachments
Action Path
Volunteers hub /events/volunteers/?tab=overview
Applications / Teams / Shifts / … /events/volunteers/?tab=<name>&event=<id>
Opportunities /events/volunteers/opportunities/
Apply /events/volunteers/apply/<pk>/<tag>/ (add ?token= when private)
Event dashboard /events/<pk>/<tag>/volunteers/
Application review /events/volunteers/applications/<pk>/review/
Volunteer portal /events/volunteers/portal/<pk>/
Portal QR image /events/volunteers/portal/<pk>/qr.png
Check-in dashboard /events/<pk>/<tag>/volunteer-checkin/
Profiles / departments / shifts /events/volunteers/profiles/, .../departments/, .../shifts/

Prerequisites

  • Subscription: Operations Suite (volunteers tool key)
  • Event: volunteers_enabled=True
  • Wizard step volunteers completed
  • Volunteer accounts (free) for applicants

Step-by-step — Configure volunteer program

  1. Enable Volunteers on the event.
  2. Wizard: prospectus, deadline, total needed, benefits, min age, skills.
  3. In the hub Teams and Shifts tabs, create departments and shifts with caps.
  4. On Questions, add custom questions and toggle public/private applications.
  5. Share the public apply URL or private invite link.

Step-by-step — Volunteer lifecycle

  1. Volunteer browses opportunities → applies (custom answers, preferred shifts, optional waiver upload).
  2. Organizer reviews on Applications / review page: approve / reject / waitlist; reject promotes the next waitlisted applicant.
  3. Volunteer completes portal onboarding (waiver + orientation); portal shows check-in QR (NIGALL:VOL|…).
  4. Organizer assigns on review or Assignments (capacity enforced).
  5. Day-of: open Check-in tab → desk; checkout rolls hours and can issue certificates when configured.
  6. Use CRM / Reports for hours, no-shows, VIP/blocklist; Messages for blasts.

[SCREENSHOT: Volunteer hub overview pills]

Field descriptions

Event field Description
volunteer_prospectus Public recruiting copy
volunteer_total_needed Headcount goal
volunteer_benefit_* Free access, meals, t-shirt, certificate
volunteer_min_age Default 16
volunteer_skills_required One per line
volunteer_check_in_location Desk location
volunteer_approval_type auto / organizer / admin
volunteer_applications_public When false, apply requires invite token
volunteer_invite_token Opaque invite token for private forms
Profile / assignment Description
is_vip / is_blocked / block_reason CRM flags; block checked on apply and assign
preferred_shifts Multi-select shift preferences on apply
is_team_lead Assignment flag for department lead
Custom Q&A VolunteerCustomQuestion / VolunteerCustomAnswer

Assignment timing

actual_check_in_time, actual_check_out_time, and break times → break-aware hours_worked.

Business rules

Rule Detail
Waitlist promote Reject / cancel assignment can promote next waitlisted
Capacity Shift and department caps enforced on assign_volunteer
Blocklist Blocked email/profile cannot apply or be assigned
Private apply Invite token required when applications are not public
Certificates Issued after checkout when volunteer_benefit_certificate
Reminders python manage.py send_volunteer_reminders

Validation rules

  • Min age on application
  • Required custom questions
  • Shift / department capacity on assignment
  • Onboarding complete before assignment

User permissions

Role Apply Review Check-in
Volunteer ✅ ❌ Portal QR
Host Hub (tool gated) ✅ ✅
Staff ❌ ✅ admin ✅

Workflow

flowchart LR Discover[Opportunities] --> Apply --> Review --> Assign --> CheckIn --> CRM

Messaging audiences

Email blasts support:

  • Approved volunteers
  • Assigned volunteers
  • Waitlisted volunteers
  • Custom selected volunteers

Compose from the hub Messages tab (optional attachment).

Examples

Music festival: 200 volunteers, teams (Parking, Stage, Medical), shift caps, private invite for specialty crews, CRM no-show tracking.

Best practices

  • Set caps on teams and shifts before opening applications
  • Use private forms for invite-only roles
  • Flag VIP / blocklist in CRM before the next event
  • Run shift reminders via management command or scheduler

Tips

  • Event filter at the top of the hub persists across pills
  • Primary CTA changes per tab (one main action)
  • Portal QR matches desk scan format NIGALL:VOL|<volunteer_id>

Common mistakes

Mistake Result Fix
No shifts created Nowhere to assign Create shifts first
Caps ignored in UI Over-assign attempts fail Watch capacity meters
Private form shared without token Applicants blocked Share invite link from Questions tab

FAQs

Do volunteers need paid plans?
No — organizers need Operations Suite; volunteers use free accounts.

Can applications be invite-only?
Yes — turn off public applications on the Questions tab and share the invite URL.

Troubleshooting

Symptom Cause Fix
Opportunity hidden Module off / past deadline / private Check toggles, dates, public flag
Check-in fails Wrong QR / assignment Verify NIGALL:VOL|… and active assignment
Assign fails Capacity or onboarding Complete waiver/orientation; free a slot

Screenshot placeholders

  • [SCREENSHOT: Volunteer hub overview pills]
  • [SCREENSHOT: Custom questions + private invite]
  • [SCREENSHOT: CRM hours and VIP flags]
  • [SCREENSHOT: Portal check-in QR]

Administrator notes

  • Notifications: events/volunteer_notifications.py
  • Workflow: events/volunteer_workflow_services.py
  • Hub views: events/volunteer_hub_views.py
  • Reminders: events/management/commands/send_volunteer_reminders.py

Developer/API notes

Models: VolunteerProfile, VolunteerDepartment, VolunteerShift, VolunteerAssignment, VolunteerCustomQuestion, VolunteerCustomAnswer in events.models.
Blast audiences: volunteers_approved, volunteers_assigned, volunteers_waitlisted, volunteers_custom on EmailBlast.

See also: Events & Registration

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