Assigning members to a task involves allocating specific roles to your members based on their availability, preferences, and skills. This step helps organise tasks efficiently and ensures an optimal distribution of responsibilities within your team.
There are several ways to proceed:
- Assigning Members from the Assignments Module
- Assigning a Member from the Members Module
- Assign a Member from Their Profile Card
1. Assign Members from the Assignments Module
In your event dashboard, go to the Assignments module via the vertical menu on the left-hand side of the interface.
To assign a member:
- Click the Assign members button.
- Review the volunteer’s profile and their available or recommended time slots.
- Select the desired shift(s).
- Click Assign.
The volunteer is automatically moved to the Assigned status. The system prevents errors such as scheduling conflicts or duplicate assignments.
To modify the assignment status of one or more members, refer to this article.
To learn more about the Assignments module, follow this article.
2. Assign a Member from the Members Module
Go to the Members module. Select the members you want to assign by ticking their checkboxes.
You can use filters to help refine your search (see this article for more details on using filters).
Click the Assign … members button.
Select the status to apply: either Add assignments to existing ones or Replace existing assignments.
Next, tick the mission time slots where you’d like to assign the group of volunteers, then click Assign members.
To learn more about the Members module, see this set of articles.
3. Assign a Member from Their Profile Card
On a member’s profile, you have access to a range of information and actions, including task assignments.
To do this:
- Go to the Members module and select the volunteer you wish to assign.
- Click the Actions tab, then select Assign.
The system will display the tasks that are compatible with the volunteer’s availability and access requirements.
- Tick the boxes for the tasks to assign, then click Assign to confirm your selection.
Assignment Confirmation Email
Once the assignments are confirmed, confirmation emails can be sent in just a few clicks from the Confirmation emails waiting to be sent section in the Assignments module.
Click on Set up and send confirmation emails
Each volunteer will receive a personalised summary of their assignments, including:
- Task title
- Role description
- Times and dates
- Location
- Contact person details
Note: If a task is added or modified, a new assignment confirmation email will be generated and placed in your outbox. This allows you to send the updated information to the relevant member.
Member Area
Each member of your community has access to a secure personal space, available via your event website. There, they will find:
- Their personal information
- Their task assignments
- Their availability (which they can update at any time)
Your volunteer teams are now ready for the event. To keep them engaged right up to the big day, regular communication is key. See this article to learn more.
To modify the assignment status of one or more members, refer to this article.