Event Parent Volunteers
Overview
For events that require parent volunteer support, you can use the 'Volunteer' tab within the event to invite parents to volunteer and manage their responses. You can also use the 'Questions' section of the event to obtain key information specifically from your volunteers.
Parents can accept the invitation online or alternatively staff can opt the parent in as a volunteer on their behalf.
Permissions
Staff with the EventsBase permission have access to the Events page within Compass and the ability to create an event. As an event organiser they will be able to manage the associated volunteers for that event.
Staff with the EventsAdmin permission have the access to create/edit/delete any event and can also manage volunteers for any event.
Inviting Parents to Volunteer for an Event
To invite parents to volunteer for your event, while you are creating the event and it is in 'Draft' mode, click to the 'Volunteer' tab of the event.
Use the 'Add' options to add in all the parents that you would like to invite to volunteer.
| Add Individual | Key in the name of the parent and click the associated 'Add' button on the right. |
| Add Parents of: | Use the available drop-downs to select the cohort of students from which the parents are to be added and then click the associated 'Add' button on the right. |
| Add Parents of Individual | Key in the name of the student who's parent you want to invite as a volunteer and click the associated 'Add' button on the right. |
| Add All Attendees' Parents | To invite the parents of all students attendees for the event, click the associated 'Add' button on the right for this option. |
Note: You can invite parents from across the school community to volunteer at an event, they do not have to have their child associated with the event.Optional - Adding Questions for Parent Volunteers
If you want your parent volunteers to complete some questions pertaining to the event when they accept the invitiation to volunteer, you can use the 'Questions' tab within the event to do so.
This can be useful for obtaining key information such as Working With Children Check details, dietary requirements etc.
To set up the questions, within your draft event, click to the 'Question' tab.
You can click 'Add from Question Bank' to access the range of questions already available at your school or you can click 'Add Question' to write your own question from scratch.
Add all the questions you require for volunteers. You will see which questions apply to volunteers as indicated in the 'Target' column.
Please Note: For further information on how to create questions or use the Question Bank, please refer to the 'Additional Questions in Events' article from our Knowledge Base.
You can then continue through the standard process of creating your event and submitting it for approval.
Once the event is fully approved and published, when an invited volunteer accepts the invitation, they will be given access to the questions for completion (questions marked as mandatory will require a response in order for the volunteer's accepted invitation to be processed).
Event Volunteer Status
To view/manage the status of event volunteers, click to the 'Volunteer' tab of your event. You can see the status of each volunteer.
| Attending | The parent is an attending volunteer. |
| Declined | The parent has declined to volunteer (or has been manually marked as 'Declined' by staff). |
| Invited | The parent has been invited to attend as a volunteer but has not yet actioned the invite. |
| Volunteered | The parent has accepted the invitation via their parent portal but it is yet to be confirmed by staff. |
Confirming a parent's offer to volunteer
Removing Parents from the Volunteer List
To remove selected parents (or an individual parent) from the listed volunteers of an event, on the 'Volunteer' tab, select the applicable parents and click 'Selected Volunteers'. From the list of options, click 'Remove Selected'. You will then be required to confirm that you want to remove the selected parents.
To remove all parents from the event, click 'Actions' and select 'Remove all Volunteers'.
Email Volunteers
To email event volunteers, on the 'Volunteer' tab of your event, click 'Actions' and select 'Email Volunteers'. Choose from the range of email options available.
Parent View of the Volunteer Process
When an event is fully approved and published and parent volunteers have been added, the applicable parents will receive a notification.
When they click the notification it will take them through to Action Centre and on to the 'Volunteer' tab. They can then click the 'Invited' option for the event.
This will open the event and show them the event details.
If there were questions included in the event for Volunteers to respond to, the parent will see the questions listed. If intending to accept the invitation to volunteer, the parent can enter their question responses.
They will then need to type in their name to accept the invitation and click 'Process' (alternatively if they are unable to volunteer, they can click 'Decline').
They will then be advised that they have signed up as a volunteer.
The event will then show for the parent as 'Awaiting School Confirmation'.
Once staff confirm the parent as an approved volunteer for the event, the parent will see the status update to 'Attending'.
Please Note: While the parent's status is 'Awaiting School Confirmation' and the online due date for the event has not passed, they can edit their responses'.Accessing Volunteer Question Responses
To access the responses volunteers submit to questions for the event, click to the 'Questions' tab of the event.
Click 'Export Answers', then 'Selected Questions' and choose 'Volunteers' (you can choose 'All' if you want to export both attendee and volunteer responses in the same file).
The file will then download to your device.
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