Managing Opportunity Responses as an Advanced Program Manager

Created by Brittany Crow, Modified on Wed, Apr 19, 2023 at 10:34 AM by Brittany Crow

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

While volunteers are encouraged to respond to Opportunities on their own, there may be a situation that requires you to add an Opportunity response on their behalf. You can add a single response, multiple responses, or a team response from the Responses area of your dashboard! Here we cover: 

How do I review opportunity responses? 

To review responses submitted to your Program's Opportunities, go to Volunteerism > Responses

How do I edit a response?

How to edit a response 

1. Click the pencil icon under the Options column for the response you want to update. 

2. You can add notes or update the volunteer's responses to the Response Questions

3. Click Update User Response when you're done to apply those changes! 

How to delete a response

1. Click the (X) under the Options column for the response you want to delete. 

2. A warning pops up asking if you're sure you want to delete the response. 

3. Click Yes to confirm or No to cancel. 

How do I export responses?

To export response data, click the Export Responses button under the Responses headline. This exports your data to a CSV. 

How do I filter responses? 

How to filter by date range

To filer by date range, click into the field beside Date Range and select a date with the calendar. Click Go when you're ready to apply that date range! 

How to add columns to the table with the Table Filter

To add more columns to your table, click Table Filter and check which columns you want to see. 

How do I add a response for someone? 

How to add a single response

To add a single response:

1. Go to Volunteerism > Responses

2. Click Add A Response

3. Select Add a single response4. Start typing the Opportunity title in the Opportunity Lookup field and select them from the dropdown. 

  • If the Opportunity has shifts, select the shift from the Select a Shift dropdown. 

5. Type the volunteer's name in the User Lookup field and select them from the dropdown.

6. Answer any required Response Questions, as applicable. 

7. When you're ready, click Add User Response to finish. 

So you know: 

  • A response means the volunteer has shown an interest in the Opportunity and intends to show up to volunteer at the scheduled time. 
  • If a shift is full, then after you click Add User Response, a warning appears at the top of the Responses page that the shift is full. 

How to add multiple responses

To add multiple responses: 

1. Go to Volunteerism > Responses

2. Click Add A Response

3. Select Schedule multiple responses4. Select the Opportunity you want to add responses to from the Select Opportunity dropdown. 5. Check the boxes for which shifts you're adding the responses to and click Continue6. Type the name or email for the volunteers you want to add responses for and click Search

  • You can also click Search by Category to use the filter to find volunteers. 

7. After you make your selection, click Add To List

8. Review volunteers and check the box beside Send confirmation to these volunteers to let them know they've been scheduled for this Opportunity. 9. Click Schedule These (#) Volunteers to confirm.  So you know: You may see a warning popup to let you know if a volunteer has a conflict of schedule or if they haven't submitted a qualification. 

How to add a team response

To add a team response: 

1. Go to Volunteerism > Responses

2. Click Add a Response

3. Select Add a Team Response4. Select the Opportunity from the Select Opportunity dropdown. 5. Name your team. 

6. Add yourself, users, or add users from an established user group. 7. If you want to include reserved slots, then select the number of additional slots with the Reserve Additional Slots dropdown. This lets volunteer bring a plus one to volunteer with them. 

8. Click Continue after making your selections. 

9. Select shifts if the Opportunity includes scheduled shifts. 

9. Click Finish

How do I email users from here? 

To email a user from the Responses area: 

1. Go to Volunteerism > Responses

2. Click on the user's email under the Email column. 3. Enter all necessary fields and click Send Email when you're done!