Tag: volunteer

Manage Volunteer Assignments

Volunteer assignments are managed separately from regular job assignments and can be found in the Volunteer Details section of the personnel record.

There you can add volunteer jobs (click Add Volunteer Job) and add volunteer hours (click Add Volunteer Hours) for the volunteer.

The list of  possible Volunteer Assignments is established in the System Data section of the Admin/Config menu.

To view all the volunteer assignments, click on the Go to Volunteer Assignments button found at the bottom of the volunteers list in the Volunteers section of the Personnel menu.  To further view all the volunteer hours, click on the Go to Volunteer Hours button at the bottom of the volunteer assignments list.

Personnel Types

There are three personnel types used in PeopleWerksHR – Employee, Substitute and Volunteer.  A person can be identified as one or more of these types.  It is important that a person has only one personnel record in the system regardless of their personnel type(s).

The three sections of Employees, Substitutes, and Volunteers in the Personnel menu provide an easy way to manage the different types of personnel.  If someone is identified as being all three types, they will appear in each of these sections even though they only have one record in the system.

When adding a new person to the system, make sure to mark what personnel type they are.  If you are in the Employees section of the Personnel menu, the Employee checkbox will automatically be marked but you can mark the other boxes as well, if applicable.  If you are in the Substitutes section, the Substitute checkbox will automatically be marked.  If you are in the Volunteers section, the Volunteer checkbox will automatically be marked.

Over the course of employment, if a person changes or adds responsibilities, click on the Edit Work Summary button found in the Name & Demographics section of their personnel record and update the Personnel Type.

Volunteer Type and Assignments List

Use the System Data Management section in the Admin/Config menu to manage your master list of Volunteer Types and Volunteer Assignments which contain the assignment name, the work building, supervisor, and any notes.

Click the button for adding a new option to the list or click on the edit icon for modifying the details of one of the existing options.  Before deleting an option, you will want to run a report to see if the option is being used in any of the volunteer records.