Manage Volunteers in Airtable

Add Volunteer Requests

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).
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.
Volunteer Description
- Note: Once again, this should be BRIEF.
  - 15 characters or less.
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]”
Date
- Date of event.
Start Time
- Used to create the calendar event, ensure this is before the end time.
End Time
- Used to create the calendar event.
Time
- This is what is texted to volunteers. Ex: "9am-11am"
Location
- If the location isn't populated in the list, add it to the Airtable later.
Coordinator
- Staff member to contact with questions.

Go to your Airtable Event > Volunteers > Events.
On the right, select Views > Volunteer Request Grid.
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.
Programs, Volunteer Description, Special Instructions, Time, Location, Coordinator.
- Edit all of these fields in the Airtable Grid.
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.
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

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