Manage Volunteers in Airtable

Steps:

1. Go to Request Volunteer Staff

   

   • Note: You can also find this through the Staff page on the MoHA Wiki.

   

   • If signing in requires a password, use "mohahaha" (all lowercase).
2. Programs
   • The program you need volunteers for.
   • The start of the description the volunteers will see.
     • After the program, volunteers see role, date, time.
     • Note: Keep these descriptions brief!
       • Pictured below are the two views volunteers can see. In mobile, excess words are sometimes cut off.
       • A volunteer can pick "sign-up" from the gallery view, which prepopulates the form with their selected event.

   

   

3. Volunteer Description
   • Note: Once again, this should be BRIEF.
     • 15 characters or less.
4. Special Instructions
   • These instructions will be texted and emailed to the volunteer.
   • Text: “Thanks so much for signing up to volunteer at [Program] - [Event Name] - [Date] - [Time] shift at [Location]”

   

   • Email: “Thanks so much for signing up to volunteer at [Program] - [Event Name] - [Date] - [Time] shift at [Location] … you’ll be doing [special instructions]”

   

5. Date
   • Date of event.
6. Start Time
   • Used to create the calendar event, ensure this is before the end time.
7. End Time
   • Used to create the calendar event.
8. Time
   • This is what is texted to volunteers. Ex: "9am-11am"
9. Location
   • If the location isn't populated in the list, add it to the Airtable later.
10. Coordinator
    • Staff member to contact with questions.

Steps:

Add Location:

1. Go to: Your Airtable Page > Volunteers > Locations.

   

2. Optional: Hide the "Schedule" tab.
3. The only parts you need to edit are "Name" and "Address."
4. "Text Location Name" is a formula, but is the content volunteers are sent.

General Edits:

1. Go to your Airtable Event > Volunteers > Events.
2. On the right, select Views > Volunteer Request Grid.

   

3. PM
   • Project Management. If marked "Event Completed" the event will not appear on the public form.
     • Events marked "Event Planned - More Volunteers Needed" appear on the form.
4. Programs, Volunteer Description, Special Instructions, Time, Location, Coordinator.
   • Edit all of these fields in the Airtable Grid.
5. Date
   • Google Calendar pulls information from Airtable at 9am and 10am and creates events.
   • The syncing isn't two-way, so if you got the date wrong you must create a new event and start over.
     • Note: If your Special Instructions are elaborate, copy them before you delete and resubmit.
   • You can edit and fit your date if the automation runs with a calendar event, checkbox, and calendar link.
     • Uncheck the "at_calendar_created" box.
     • Delete the "Google Calendar Event ID" and "Calendar Link" fields for your listing and a new event will be populated in the morning.
   • Delete the old event from the Google Calendar.
   • If people are already attending, let them know the date was wrong when you change it.
6. On the backend, Airtable checks each morning for new entries:

   

   • Once someone signs up to volunteer, they are sent:
     • Google Calendar invite

   

   • • A text

   

   • • An email

   

Add/Edit:

1. Go to Airtable > Volunteers > Volunteer Sign-Up

   

2. If your Program doesn't display, check if it is hidden.
   • "Limit selection to specific options (x options selected)"
   • "Change selected options"
   • Toggle the Programs as needed, then click "Use selected options."
3. If not already created, create role descriptions for your Program.
   • Select an existing description.
   • Duplicate field.
     • Duplicate cells toggled on.
   • Set the new field as "list."
     • Copy the description/top line of a preexisting program.
       • This is to get the "top line" which will display as an underline.

   

   • Change the name.
     • Change both the "question name" and the category.

   

   • Go back to the "Volunteer Roles" menu.
4. Select "Volunteer Roles \/"

   

   • "Edit Field"
   • "Add option"
   • Add the new Role.
   • Select the new description section.
     • "Show field only when conditions are met"
     • When "Volunteer Roles" "has any of" "New Role"
       • EX: When "Volunteer Roles" has any of "CATS+".
     • Test the role, by checkmarking it on the previous form and confirming descriptions display.