Assigning and Managing Coordinators (for admin)

Organizations/VACs/Universities have the ability to assign coordinators that will help manage volunteers, and to allow them create opportunities. 

The coordinator can be assigned to an existing opportunity, or they can create opportunities for their own or on behalf of an organization. 

• Adding a New Coordinator 
• Assigning a Coordinator to a Program
• Assigning a Coordinator to an Opportunity
• Adding a Temporary Substitute for the Coordinator
• Changing Volunteer Coordinators
• Removing an Assignment
• Deactivating a Coordinator

Adding a New Coordinator

1. From the Admin Main Menu, click System Configurations then Coordinators.
   
2. Click Add New Coordinator at the bottom right of the page.
   
   

   • If you want to assign a coordinator who doesn’t have an existing VolunteerEasy account, you must first create the account. Click Add New to create the account.
     

     • Enter the username, email, first name and last name. Click Save when done.
       This will trigger an email notification which will be sent to the new coordinator’s email address containing the username and password to the account.
       
   • If you want to assign a coordinator who already exists in your database, enter the name of the volunteer and select from the dropdown.
     
   • If you want to assign one of your account users, switch the toggle to User and select the name of the user from the dropdown.
     
3. Click Save when done.
4. Once saved, the new coordinator will be available on the coordinator list and a notification will be sent to the coordinator.
   

Assigning the Coordinator to a Program

The coordinator can be assigned to a program to be able to manage everything associated with a program, such as opportunities, volunteers and hours.

Once a coordinator is assigned to a program, all volunteers and opportunities tied to the program will be available to the coordinator to manage.

1. Next to the coordinator's name, click Assign Program.
   
2. On the Assign Program window, select the program from the dropdown. If the program is inactive, select the 'Select from all Programs' checkbox, then select from the dropdown.
3. Set the Start and End Dates. If the assignment is infinite, leave the End Date blank.
4. Click Assign when done.
   
5. Once assigned, the assignment details are displayed under the coordinator name. This will also trigger an email notification to the coordinator for the new assignment.
   
   

Assigning the Coordinator to an Opportunity

Assigning a coordinator to an opportunity lets him/her manage the volunteers assigned to the opportunity.

1. Next to the coordinator's name, click the dropdown arrow and select Assign Opportunity.
   
   
2. On the Assign Opportunity window, select the opportunity from the dropdown. If the opportunity is inactive, select the "Select from all Opportunities" checkbox then select from the dropdown.
3. Select the Venue to assign the coordinator. If there are multiple venues, different coordinators can be assigned for each venue. Leave it blank if you are assigning to all venues.
4. Set the Start and End Dates. If the assignment is infinite, leave the End Date blank.
5. Click Assign when done.
   
   
6. Once assigned, the coordinator details are displayed under the coordinator name. This will trigger an email notification to the coordinator for the new assignment.
   
   

Adding a Temporary Substitute for the Coordinator 

There may come a time when a coordinator won’t be able to perform his/her tasks for a period of time. You have the ability to assign a temporary substitute for the coordinator. The substitute will have the ability to perform the tasks of a coordinator for a time period. 

1. If the substitute coordinator doesn't have an existing account, follow the Creating a Coordinator tutorial first. Proceed below if/when the account is ready.
2. Next to the coordinator's name, click the dropdown then select Substitute.
   
3. On the Substitute Coordinator window, identify the program(s)/opportunity(ies) you want to assign a substitute.
4. Set the Start and End Dates for the substitution.
5. Next to the program/opportunity, select the substitute user/student.
6. Click Substitute when done.
   
7. The new assignment details will be available under each of the coordinator's names and a notification will be sent to both the coordinators as well.

Changing Coordinators 

You also have the ability to replace a coordinator if they are no longer working as a coordinator for a specific program/opportunity.

1. If the new coordinator doesn't have an existing account, follow the Creating a Coordinator tutorial first. Proceed below if/when the account is ready.
2. Next to the assignment under the coordinator's name, click Change.
   
3. On the Change Coordinator window, enter and select the name of the user/volunteer from the dropdown.
4. Click Change when done.
   
   
5. The new assignment details will be available under each of the coordinator's names and a notification will be sent to the new coordinators as well.

Removing an Assignment

You can also remove an existing coordinator assignment.

1. Next to the assignment under the coordinator's name, click Remove.
   
2. On the confirmation pop-up, click OK to complete.
3. The assignment will be removed from the coordinator assignments list.

Deactivating a Coordinator

If a coordinator is no longer active and you want to remove the access to all programs and opportunities, you can deactivate a coordinator.

1. Next to the coordinator's name, click the green check mark under the Status column.
   
2. On the confirmation pop-up, click OK to complete.
3. The check mark will be grayed out and the coordinator will no longer be able to access any of the programs and opportunities, and cannot be assigned to any.