Your volunteer committees should be in Andar as Volunteer Opportunities.
Go to main menu – Volunteer Management – Opportunities
It is important to know this is also where you will track other volunteer opportunities such as Advisory Board, Day of Caring, Speakers, and so forth. You will see these on the list as well as your committees.
It is also important that you only have one opportunity for each committee. You will assign volunteers to the committee and their volunteer assignment will define their term of service.
To add a new opportunity, click on Add –
Please note that since this is the same screen that you will see for other types of volunteer opportunities, many of these fields will not be needed for committees.
The Organization Account will be your Organization.
The Opportunity Name will be the name of the committee.
The Opportunity Class should be General.
The Opportunity type should be Individual.
While the committee is in place the Opportunity Status should be Publish. Once the committee ceases to exist the Opportunity Status should be changed to Closed.
The Opportunity Category is a custom list that can be used to group specific types of Opportunities for reporting latter on. Adding Committee to this list is important.
The Start Date should be when committee began. If the committee has been around a long time you may leave this field blank.
The End Date should be when the committee ends. If the committee will go on indefinitely you may leave this field blank. If it does end you should add the date accordingly.
The Description field can be used to describe what the committee’s responsibilities might be. This may also be left Blank.
The Opportunity Contact Should be the staff person responsible for the committee.
Under Number of Volunteers you can enter a Minimum and Maximum number of Volunteers. If your Bi-laws say you have to have a Minimum of 20 and Maximum of 30 on your board. You can enter that information here.
If you also check the Do Not Exceed Maximum Assigned, Andar will not allow you to assign more than the maximum. If not checked the maximum would be for information only.
The number of Assigned Volunteers will be the number of volunteers currently assigned to the committee.
The rest of this screen is not relevant to committees, once completed click Add button in bottom right hand corner.
You will then see the same screen except with the addition of tabs.
Click on Assign Tab.
You should see the Volunteers that are assigned to committee. If this is a new committee this tab will be blank.
To add a new volunteer click, Add button on right.
The Volunteer will be the person serving on the committee.
The Assigned Status should be – Assigned.
Very Important - Uncheck e-Mail Agency AND e-mail Volunteer. Otherwise Andar will generate an e-Mail to the opportunity contact and the volunteer notifying them of this assignment. It will not automatically be sent, but it will be created and sent to a volunteer e-Mail list that is not needed at this time.
The Assigned Date can be the date the record was added or the date the volunteer agreed to serve on the committee.
The Start and End date define the volunteers term of service. Example – if this was a three year term these dates would reflect that. You can leave the start blank if this committee has been in existence for some time. If the volunteer will be on committee indefinitely you can leave End date blank.
Important – If they leave the committee you must return and add an End date.
Andar will look at Start and End dates to find current Volunteers.
The Title Code can be used to define the volunteers’ role on the committee.
This field can be customized to your needs.
Now click Add and you have assigned your volunteer.
Repeat this process for everyone on your committee.
If you have enough Authority, you may have a Mass Assign button.
The steps are the same as above for Mass Assignment with one exception. You MUST have a Warehouse created. Once you choose the Warehouse follow all the steps above just like for an individual assignment.
To see the Volunteers Volunteer assignment, go to their account profile, Volunteer sub – Tab, then Andar will show you all the things the volunteer is assigned to.
You can add new assignments from here provided the Opportunity is already in Andar.