Overview of INVOLVE

Created by Robert Solomon, Modified on Wed, 1 May at 3:56 PM by Felicity Smith

Main Sections of INVOLVE

My Organisation - All about your organisation

My Volunteers - Where you can create and manage volunteers

Programs - Allows you to set up volunteer programs ready for handover to program coordinators and manage all your volunteer programs

User Access

The sections, information and features users can access is based on what user role they have been set up with.

The roles available and the access they grant are:

Role	Access to
Billing Owner	Can view, edit and upgrade plan Can view and edit all organisation, volunteer and program information Can set staff up with access to INVOLVE
Organisation Administrator	Can view and edit all organisation, volunteer and program information Can set staff up with access to INVOLVE
Volunteer Manager	Can access My organisation Overview, Files and Reports and view and edit all volunteer and program information
Program Coordinator	Can only view and edit the programs and volunteers they have been assigned to manage

My Organisation

Billing Owners can access this section and are the only people who have access to the Billing tab and the ability to upgrade your plan.

Organisation Administrators can access everything apart from the Billing tab.

Volunteer Managers can access the Overview, Files and Reports tabs only.

What plan is my organisation on?

This information is visible in the My Organisation section in the Billing tab.

In the Overview tab you can see how many Staff, Programs and Volunteers have been set up and what remaining spots are left available under your plan.

How can you access more features or increase the number of users, programs or volunteer records?

You can access more features and increase the number of users, programs and volunteer records by upgrading your plan. Only the Billing Owner is authorised to upgrade your plan.

The Billing Owner can upgrade the plan by clicking on the Upgrade button at the top right hand side of the screen and following the steps from there. There is also an Edit plan or Upgrade to add more programs and users link they can access via the Billing tab in the My Organisation section of the account.

If you are not the Billing Owner for your account, you can click on the Upgrade button at the top right hand side of the screen, to send a message to the Billing Owner with further information on what features you could benefit from if they upgrade your account.

Set up staff with access to INVOLVE

Billing Owners and Organisation Administrators can set staff up with access to INVOLVE

Login
Select My organisation on left hand side menu
Click on Invite staff button in top right hand corner
Enter name and email address
Select which role you want them to have based on what access they need.

If you are setting them up as a Program Coordinator you will also need to select which program/s you want them to have access to

Click on Send

They will then receive an invite email with a verification link.

Check which staff members already have access

Select My organisation on the left hand side menu
Go to the Staff tab

Here you can see who already has access, what level of access they have and update their settings as required.

Set up your organisation and customise settings

Select My organisation on left hand side menu
Click on the Settings tab

Here you can set up your organisation and customise INVOLVE to suit your organisation’s needs.

Click on each section of your settings to easily manage them and decide what customised statuses, checklists and tags you would like and any security settings you want such as password requirements.

Produce reports

Select My organisation on the left hand side menu
Click on the Reports tab

Here you can create a custom report or access useful reports on your programs, volunteer attendance, certificates and training.

My Volunteers

Billing Owners, Organisation Administrators and Volunteer Managers can access this section.

Set up a new volunteer record

Select My volunteers on the left hand side menu
Click on Create volunteer in the top right hand corner
Enter basic volunteer information and click Save.

You will be given a choice of entering more detailed information or creating a new volunteer record.

Import existing volunteer data

Select My volunteers on the left hand side menu
Click on the Import option

Here you can then upload a file once you have made sure it meets our file requirements Terms of Service.

There is also the option to download a sample file if you are unsure what to upload.

Further information on importing volunteers can be found here.

Access existing volunteer records

Select My volunteers on the left hand side menu
Click on a volunteer’s name to access their record

What volunteer information can you record and access?

Billing Owners, Organisation Administrators and Volunteer Managers can view and edit all volunteer information.

In the Overview tab you can set the status of a volunteer, update the onboarding checklist, add the volunteer to programs and record any comments. On the right hand side you can upload a photo of the volunteer, update or add their contact details, emergency contact, medical conditions, add tags to their record and record statistics if required.

In the Profile tab you can update or add the volunteer’s skills, interests, previous experience, and education. You are also able to list relevant certificates, languages they can speak, referees that can be contacted and training they have received.

In the Notes tab you can add as many notes as needed about a volunteer. These notes are only visible to you and other staff and are not visible to the volunteer.

In the Schedule tab you can assign the volunteer to shifts. Once they have been assigned to shifts, you can use the Email option to contact them regarding the shifts they have been assigned to. This option allows you to select the status of the shift you want to contact them about and add a message if required. You can also choose to create a timesheet via an assigned shift record.

In the Timesheet tab you can log volunteer hours by creating a timesheet or importing one

In the Reimbursement tab you can keep track of out-of-pocket expenses by creating or importing reimbursement records.

In the Recognition tab you can log acknowledgements of appreciation by creating or importing recognition records.

Search existing volunteer records

In the My volunteers section you can search existing volunteers by keyword search, location, status, skills and experience.

Deleting a volunteer record

Select My volunteers on the left hand side menu
Click on the volunteer’s name to access their record
In the Overview tab, scroll to the bottom of the page and click on Delete volunteer
Click on Delete permanently in the box that pops up to confirm action

This will permanently delete the volunteer record. If you want to just archive the volunteer, you can change their status via the Overview tab of their volunteer record.

Export existing volunteer data

Select My volunteers on the left hand side menu
Click on the Export option
Once the export is ready click on Download to access it

If you are trying to export a large amount of information, it will tell you it’s going to be a large report and send you an email when it’s finished.

Can I email volunteers through INVOLVE?

Yes, you can contact volunteers assigned to a program, directly from INVOLVE.

Select PROGRAMS on the left hand side menu
Click on the program name
Click on the Volunteers tab
Select the volunteers you wish to contact
Click on Send a message

A note will appear on the volunteer’s timeline in their record, that they were sent a message and the subject of that message.

Programs

Billing Owners, Organisation Administrators and Volunteer Managers can create new programs and view and edit any information within all programs.

Program Coordinators can only view and edit the programs and volunteers they have been assigned to manage.

Create a program

Only Billing Owners, Organisation Administrators and Volunteer Managers can create new programs

Go to PROGRAMS on the left hand side menu
Click on the + sign
Enter the program name and any roles associated to the program
Click on Save

Any programs you set up will be listed by name under PROGRAMS on the left hand side menu.

Access existing programs

Go to PROGRAMS on the left hand side menu
Select the name of the Program you want to access

What program information can you record and access?

Billing Owners, Organisation Administrators and Volunteer Managers can view and edit all program information and add and remove team members.

Program Coordinators can only view and edit information about the programs they have been assigned to manage. They don’t have access to add and remove team members.

In the Overview tab you can add a program brief, see how many team members and volunteers are part of the program and add and remove staff from the program team.

Click on the arrow next to the program name on the top left of the Overview tab to edit program details, manage roles and activities or view clock-on QR code.

You can automate your records by creating a QR check in code as it will allow volunteers to easily check in and out as required. You can choose to either print the QR code or open it as a clock-on form.

In the Volunteers tab you can add a volunteer to the program, import or export volunteers, access records of volunteers who are part of the program and search them by role, availability, start and end date, skills and experience.

Click on Add volunteer in the top right hand corner to add a new volunteer to the program
Click on an existing volunteer’s name to access their record

In the Files tab you can upload files to each program so your staff can store information sheets, forms, pictures, videos and links.

In the Schedule tab you can assign volunteers to shifts and see which volunteers have been rostered on a day, week or month. You are able to edit these shifts and also see which volunteers have been rostered under each role within the program. Further information on assigning and scheduling volunteers to a program can be found here.

Once volunteers have been assigned to shifts, you can use the Email option to contact them regarding the shifts they have been assigned to. This option allows you to select the status of the shift you want to contact them about and add a message if required. You can also choose to create a timesheet via an assigned shift record.

In the Timesheet tab you can log volunteer hours by creating a timesheet or importing one and export data.

In the Reimbursement tab you can keep track of out-of-pocket expenses by creating or importing reimbursement records and export data.

In the Recognition tab you can log acknowledgements of appreciation by creating or importing recognition records and export data.

Add a staff member to a Program Team

Go to PROGRAMS on the left hand side menu
Select the name of the Program
Go to the Program Team section
Click on + Add a member
Select the person’s name from the list of users
Click on Add

Add multiple volunteers to a program

Select My volunteers on the left hand side menu
Select the volunteers you want to add to a program
Click on Add to program
Select the program you want to add them to
Click on Save

Import new volunteers into a program

Go to PROGRAMS on the left hand side menu
Click on the name of the program you want to access
Click on the Volunteers tab
Click on the Import option
Click on Browse and then choose the file you want to upload
Select the fields you want to match to your data
Click on Continue

Manage program roles

Go to PROGRAMS on the left hand side menu
Select the name of the Program
Click on the arrow next to the program name on the top left
Click on Manage roles where you can add, edit and delete roles

Manage program activities

Go to PROGRAMS on the left hand side menu
Select the name of the Program
Click on the arrow next to the program name on the top left
Click on Manage activities where you can add, edit and delete activities

Sign volunteers in and out of a program

Within each program you set up, you have the option to sign volunteers in and out using a QR code or via a link to a sign in/out form.

Sign volunteers in and out using a QR code

Go to PROGRAMS on the left hand side menu
Select the name of the program
Click on the arrow next to the program name on the top left
Click on View clock-on QR code
Click on Print QR code

Once you have printed off the QR code it can then be displayed so volunteers can use it to sign in and out of the program.

Once they have scanned the QR code they will be taken to a screen where they can enter which volunteer they are and what shift they want to sign in/out of.

Sign volunteers in and out using a link

Go to PROGRAMS on the left hand side menu
Select the name of the program
Click on the arrow next to the program name on the top left
Click on View clock-on QR code
Click on Open clock-on form

The sign in/out form for the program will then be displayed and you can also copy the URL link to the form if you want to share it.

Volunteers can use this form to sign in and out of the program by entering which volunteer they are and what shift they want to sign in/out off.

Email volunteers within a program

Click on the Volunteers tab
Select the volunteers you wish to contact
Click on Send a message

A note will appear on the volunteer’s timeline in their record, that they were sent a message and the subject of that message.

Produce Reports

Go to PROGRAMS on the left hand side menu
Select the name of the Program you want to access
Click on the Reports tab

Here you can create a custom report or access reports relating to a specific program such as volunteer attendance, certificates and training.