Managing volunteer events in Bonterra CyberGrants ensures your activities stay organized, participants remain informed, and changes are communicated efficiently. Whether you need to update event details, track participation, or cancel an event, the platform provides straightforward tools to streamline coordination.  

To access the full set of permissions described below, you need a donor role assigned to your login. 

The following actions are available to Event Managers for managing Open Events: 

• Edit Opportunity
• Clone Opportunity
• View Roster
• Manage Editors
• Cancel Opportunity
• E-mail Volunteers 

The instructions below will guide you through the management process, from editing event details to reviewing participation and sending communications. 

Access the event management page 

After logging in to CyberGrants, navigate to the event management page. Here you’ll see a list of active and past events.  

Identify the event you want to work with and either click View in the Action column or select the event name under Description. 

Edit an event 

To update event details, scroll to the bottom of the event page, choose Edit Opportunity, and click Go.  

You can then change the event title, description, location, or date as needed.  

If the event includes shifts, you can also review and update individual shift dates, times, available spaces, and descriptions to ensure volunteers understand the responsibilities associated with each shift. 

Once your updates are complete, select Save and Proceed to apply them.

Notify volunteers of date or time changes 

If you’ve adjusted the event’s date or time, you’ll also need to notify participants. From the event page, click Send an E-mail to open the compose window.  

The new date and time will already be filled in; you may add any additional details.  

• Preview the message to ensure it appears accurate, then click Send. 
• A calendar invite reflecting the new schedule will be generated automatically. 
  • If the event includes shifts, the updated calendar invite will reflect the selected shift’s date and time.  

Email volunteers at any time 

You can email volunteers whenever needed. Open the event details, select E-mail Volunteers, and click Go.  

A list of enrolled volunteers appears, allowing you to choose specific individuals or select everyone at once. Then, enter the subject and body of your email, preview it, and send when ready. 

Clone an event 

For recurring or similar events, cloning is a quick option. From the event details, choose Clone Opportunity and select Go.  

You’ll then be able to update key details such as date, time, and description. When finished, select Save and Proceed, then Submit to create the new event. 

Review and edit the roster 

To check or update who is participating, select Edit Roster from the event details and click Go.

You can view all enrolled volunteers, filter by enrollment status or employee type, and even add additional volunteers by searching with their name, email, or employee ID. If a volunteer is registered as a Friend or Family participant, the associated employee’s name will appear in parentheses next to that volunteer in the roster.  

Once updates are made, click Save and Proceed to confirm. 

Add or update event managers 

If others need access to help manage the event, go to the event details, select Manage Editors, and click Go.  

You can review who currently has access and use the employee search to add more. Be sure to select Save and Proceed to finalize your changes. Anyone added will see the event appear in their own Manage Events list. 

Cancel an event