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Volunteer/Staffing Assignments

Information is everything! When you need to know which volunteers will be serving at your activities, Fellowship One provides you the answer. Assigning a volunteer to an activity allows you to find volunteers very easily using People Query and allows you to run reports to show who will be working.

Staffing Assignments1) The designation for volunteers based upon activity, staff type, status, RLC, Activity Schedule, Staff Schedule and Job. 2) An indicator that a person has agreed to work at an activity or event. are also important for security reasons. For activities that include children, it's important to ensure only fully qualified volunteers are allowed to check in. When creating an assignment, consider making a mandatory rule in your ministry that requires every staffing assignment to include a Job. Fellowship One provides a Jobs feature that allows you to choose a job when you create the staffing assignment. When you define a job, you have the ability to define what requirements a volunteer must meet before they can be assigned to a job. If the volunteer you are working with does not meet the requirements for a job, a warning message appears.

Note: Fellowship One will not prevent you from adding the staffing assignment to the activity. You can always create an assignment and leave the Job field empty. Run report M3526E-Staffing Assignment with Job Details or M3500E-Activity Staffing Assignment Roster to show volunteers that have and those that do not have job assignments.

To assign volunteers to an activity

1. Click Ministry > Volunteers > Staffing Assignment. the Add Staff Assignments form appears. Ensure that the correct ministry is displayed in the ministry box at the top of the screen.
2. In the General Settings box, Click Find Person. The advanced search dialog window appears.
3. Type a name or partial name in the Name field and click Search. A list of possible matches appears.
4. Click Select beside the person to assign. The Add Staff Assignments form appears again with the individual's information displayed.
5. Select the appropriate activity from the Activity drop-down menu.
6. Select a type from the Staff Type drop-down list. Volunteer is selected by default, but may be changed as needed.
7. In the Activity Specific box, select a room from the Room, Location, Class drop-down list.

   Note: Typically, you will not select an Activity Grouping. This selection is available for two reasons:
   1) For Small Group mentor/coach staffing assignments. This allows the small group coach to view all small groups that are associated with the selected activity grouping from within WebLink's Group Manager tool.
   
   2) Activity Groupings are sometimes selected when the volunteer acts as a backup or a "floater" who serves where needed rather than having a hard assignment to a single location. The benefits of this type of assignment are that the check-in volunteer can select the location where the volunteer is needed. The challenge to this option is that the volunteer will have to make a room/location selection at check-in and will not be able to check in using the self check-in mode.

8. Optionally, select a breakout group from the Breakout group drop-down list. This option is available for activities that use breakout groups and will not appear if the activity does not have any breakout groups.
9. Optionally, select a schedules from the Activity schedule and Staff schedule drop-down lists. The Activity schedule field will display if the activity has multiple schedules and will display available depending upon how you have configured your activity. The Assignment Attributes panel on the Add/Edit Activity setup form allows you to choose how you want to create assignments for your staff: by activity, activity schedule, or date/time. See Create an Activity for more information. The Staff schedule drop-down appears if you have configured different volunteer staffing schedules.
10. Optionally, select the name of the job from the Job drop-down list. This option will appear when you have configured jobs for the ministry. See Jobs for more information.
11. Click Save.