Volunteer Portal Home

Introduction

Welcome to Volunteer Portal home page. Here we will highlight the features of the Volunteer Portal.

For more information about how to view and manage HOCR volunteer applications, please watch the video below.

Insert Brendan's video

If the 'Manage Volunteers' link located in the Head of the Charles Volunteer Committee section of your homepage doesn't show up, you will need to be granted access to it. Please reach out to your committee leader and they will be able to grant you access.

If you have any technical questions, please reach out to support@regattacentral.com and we would be happy to help!

Table of Contents

Creating Volunteer Services

  • Before utilizing the Volunteer Portal, you will first need to create the volunteer 'services' that individuals will apply for. The services are created using our Club Management tools. If you are not familiar with the Club Management tools, or would like more information on how to create services, please visit our Club Administration page. Note: Only administrators are able to create new services.

  • NOTE: When creating Services, please ensure you set the 'Default Registration Process' to 'Application', otherwise those applying for positions will be automatically accepted.



Accessing the Volunteer Portal

  • To access the Volunteer Portal as an admin, go to the 'home' page of your RC account

  • Click on Volunteer Registration in your 'Dashboards & Administrative Tools' box


Adding 'Staff' Access

  • There are two 'Staff' roles that can be granted, 'Committee Chair' and 'Committee Member'

    • The Committee Chair has the ability to grant other users staff access and can set the quantity of applications that can be submitted and how many can be accepted. Additionally, the chair can view all applications submitted, accept/deny/move applications, email applicants, and export applicant information.

    • The Committee Member can do everything the chair can do, with the exception of granting staff access and setting caps on the number of applications allowed.

  • In order to grant 'Staff' access

    1. Next to the 'Staff' box, select 'Add'

    2. Enter the individuals RegattaCentral username

    3. Select the access level

    4. Submit

                         

     

Setting Application Caps

  • Look in the 'Caps' box

  • Select 'Edit Group Size' to edit how many applications can be accepted in the group

  • Select 'Edit Cap' to set how many applications total can be submitted (total count will include accepted and denied applications)

  • Registration will automatically close once the total amount of applications has been reached. Registration will show as 'Full' when the accepted application cap has been reached


      

Managing Applications

1.Accepting, Denying and Moving Applications

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    • Use the 'Accept' link to accept applications

    • Use 'Deny' to deny applications

    • Use 'Move' to move the application to another volunteer shift or position

    • When an application is accepted, denied, or moved, the volunteer will automatically receive email notification

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    • In the 'Related Registrations' column, you can view other volunteer positions the individual has applied for and the status of those applications

3. View Volunteer Information

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    • In 'Additional Information' column, volunteer information is listed

    • The information is collected through the Registration Form volunteers fill out

    • Information fields can be customized when creating the service



Email and Export Features

  • Sending Emails to Applicants:

    • Check the box next to applicants application status ('Status' column)

    • To send to all applicants, check the box next to 'Status' in the 'Status' column

    • Select 'Email Selected'

  • Exporting Volunteer Information

    • Select 'Export'

    • Information will be exported into an Excel file


Sorting Applications and Application Information

  • Display Applications By Status

    • Next to the 'Display' box, the application statuses are listed (Accepted, Denied. Applied)

    • Select the 'x' next to the status to remove applications of that type from view

    • To add the status back, type the status back in the Display box

  • Hide/Display Additional Information and Related Registrations Column

    • Select the 'Show Related Registrations' or 'Show Additional Information' drop down

    • Select 'Hide' to remove the columns from view

  • Navigate to Other Shifts/Committees

    • Select where the current volunteer position is listed

    • Select another volunteer position from the list and select–you will be directed to that volunteer application page