How to Review "No Shows" as a Site Manager

Created by Brittany Crow, Modified on Tue, 18 Apr 2023 at 11:35 AM by Brittany Crow

 Heads up! This article is intended for site managers. Click here if you're an advanced program manager looking for information about managing your Opportunities. If you're a program facilitator looking for more information about reviewing your Opportunities, click here.

Sometimes your opportunities will have a lot of responses but when you go back to review those responses, you realize that the volunteers who responded were "no-shows". You can review and track no-shows from the Responses area of your site. Here we cover: 

How to review no-shows

To review a list of volunteers that responded to an opportunity but didn't log any hours for that opportunity: 

1. Go to Volunteerism > Responses.2. Toggle the Hide Responses That Have Hours button to On

  • You can also add an Hours column for a quick view of those stats by clicking Table Filter and checking the box beside Hours

 So you know: A response just means the volunteer is interested in an opportunity and plans to show up for it. Hours means the volunteer showed up and completed the opportunity.

What do I do with no-shows?

Here are a few things to consider before taking any action on no-shows: 

Is the volunteer really a no-show?  

If you know the volunteer attended the opportunity—check to see if they forgot to check in or out of the kiosk if it was launched.

  • You can also see if they just forgot to submit their hours or had any trouble submitting them. 
  • If needed, you can add default hours for those volunteers if they missed check-in or forgot to add their hours.

How to add default hours to responses

You can add default hours by: 

1. Go to Volunteerism > Responses

2. Select the volunteer responses you want to add default hours to by checking the box to the left of the volunteer's name. 

3. Click + Add Default Hours

 So you know: You can also click on the hourglass icon under options for the response you want to add default hours to. 

How do I review data for those responses?  

You can always export responses to a CSV to review. This can be helpful if you want to follow up with the volunteers who didn't submit their hours.

How to export response data

You can export response data by: 

1. Go to Volunteerism > Responses

2. Click Export Responses3. Fill out the Export Options and click Email Export.

4. An email with a CSV containing that data is sent to the email you provide in the Export Options

Can I remove responses for confirmed no-shows? 

You can delete those responses!

How to delete volunteer responses 

You can delete responses by: 

1. Go to Volunteerism > Responses

2. Click on the (X) under Options in the table for the responses you want to delete.3. A warning pops up asking if you're sure—click Yes to continue or No to cancel.