Applied - Volunteers who sign up for an event but need to approved to be enrolled. Applied role is set up with an Approval Rule with criteria and custom functions.
Enrolled - Volunteer who signs up for an event.
Waitlisted - Volunteer who signs up for an event that is Full, becomes waitlisted
Cancelled - Volunteer who either canceled their own registration was applied and did not meet criteria to become enrolled.
Completed - Volunteers who have completed the volunteer event.
Event Statuses / Dispositions
External – Event was created by an organization and submitted through the NPO portal site (Initial disposition once created).
Internal – Event was created by an donor and submitted through the site and not yet reviewed (Initial disposition once created).
Pending – Event was created by an donor and submitted through the site (Internal disposition once record saved, or in approval process)
can make this the disposition once created so Admin can use the 'Opportunity Pending Approval Type' filter off the Volunteer Events tab. Otherwise Internal is initial disposition and switches to Pending once record is saved.
Open – Event was reviewed and has reached final approval by internal Admin or approval is set to auto open event; signups are allowed
For an event with shifts
Each shift will be Open unless all shifts are in Active/Full status
Rejected – Event was reviewed and has reached final rejection by internal user
Closed – Event has passed the End Date or Signup Deadline without volunteers will be Closed.
Canceled – Event was canceled by the manager from the donor facing site or the end date has occurred and the minimum number of volunteers was not reached
These events do not show in faceted search nor in recommenced events
Active- Events that do not have waitlisting will become "Active" if max volunteers threshold is met (and no more signups allowed) or if the signup close date has passed (with volunteers)
Active events do not show in faceted search nor in recommenced events
For an event with shifts,
Each shift will become Active when the "Available Spaces" are filled
Event will only become Active if all shifts are Active
Full- Events with waitlisting will become "Full" if max volunteers threshold is met (and additional signups will become waitlisted) and the signup close date has not passed
If an event is full, it does NOT show in the Faceted search unless Availability > include Waitlisted Events is checked
The Full event will show under recommenced events
For an event with shifts,
Each shift will become Full when the "Available Spaces" are filled
Event will only become Full if all shifts are Full
If someone shares a link to an event that is in a status that no longer accepts signups, the user will see the following:
Event Status Changes
At Midnight EST, a script is run to change Event status. This is dependent on the date of the event not the time of the event.
Events that are Full or Open are changed to Closed. For event managers, this moves the event from My Upcoming Events to My Completed Events portlet
Employees enrolled in the event this job will change their status from Enrolled to Completed
Event Manager and Event Editor Options - Overview
Event Manager is the owner of the event (the one who created it). Most Event Managers have an Donor Role. If the donor role includes the option Ability to share event management, then they can give Manage Editor access to other employees. Granting another employee Manage Editor does not change that employees Donor Role, and said employee.
Sign up Deadline - Event Manager can by pass signup deadline
Team Leader is the employee who uses Team Sign up to sign up other people.
TEAM SIGN UP
Can you add additional person if...
Internal Admin
Event Editor on Donor Portal
Donor Sign-Up Directly
Event Reached Max Volunteers with no waitlist
Yes, person goes as enrolled
Yes, person goes as enrolled
Cannot sign up
Event Reached Max Volunteers with a waitlist
Yes, person goes as enrolled
Yes, person goes to waitlist
Yes, person goes to waitlist
Event is Closed
Yes, person goes as enrolled, need to manually change to completed
Yes, person goes as completed
No
Sign Up has closed and event has not occurred
Yes, person goes as completed
Yes, person goes as enrolled
No
Logging Hours as an Event Manager
You can log hours for employees once the event is closed. (Events close after the day has passed)
Event Management > Manage Completed Events
Click on event Name
Select Action > Log Hours.
If Log hours is not an option, your event had no volunteers.
You can add some volunteers by using Select Action > Edit Roster
Search for an employee name – for now “test”
Select the volunteer start and End Date, Save and Proceed
Then you can see Select Action > Log Hours
Event Editor Options
Edit Event - allows the event editor to modify the events details (eg_event)
Clone Opportunity - create a new event with the same details
View Roster - displays all sign-ups (eg_requests) associated with this event
Edit Enrollment - allows the event editor to enroll/sign up other employees (creates eg_requests)
View Hours - (open events only), allows the event editor to view any hours associated with this event
Log Hours - allows the event editor to log hours on behalf of enrolled employees
Manage Editors - allows the event editor to remove their access or allow other employees the ability to change the event, you can also change the 'Primary Editors', which makes that employee the np_donor_editor_id on the eg_event table.
Cancel Event - (open events only), cancels the event (eg_event.disposition='Closed')
E-mail Volunteers - allows the event editor to send an email to one or many of the enrolled donors
