Adding Teams as an Advanced Program Manager

Created by Brittany Crow, Modified on Wed, 19 Apr 2023 at 10:33 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 your programs, click here.  


Do you have volunteers who express an interest in teaming up with coworkers, family, or friends? A volunteer is able to create their own team, but there may be times where you're asked to create a team for them. A team can assign one of the volunteers within the team as the team lead. The team lead can add or remove volunteers from the team, as well as update information about their team. Teams are a great way to get the whole office or house involved in the community! Here we cover: 


How do I add a new team? 

To add a new team: 

1. Go to Volunteerism > Teams2. Click Add A Team3. Select an Opportunity for the team to respond to from the Select Opportunity dropdown. 4. Click Create A New Team5. Give the team a fun name—no worries, if you need to use a placeholder for now, this can be updated later by the site manager!

  • Next—Build your team! 

How do I add new team members? 

When building a new team, you have the option to: 

  • Add yourself
  • Add a volunteer
  • Add volunteers from an existing user group


How to add a volunteer to a team

To add a volunteer to a new team: 

1. Click Add Volunteer and enter a valid email address. 

So you know: 

  • If the volunteer is already registered on the site, then a popup appears asking if you want to add them. 
    • Click Yes and their first and last name appears in the following fields. 
  • If the volunteer isn't already registered on the site, then a popup appears informing you that they don't have an account but that you can add them anyway. 
    • Click Yes and be sure to notify the volunteer of any required qualifications for that Opportunity, as applicable. 
    • Fill in all applicable fields. 
  • If a registered volunteer doesn't meet the Opportunity's required qualifications, then a popup appears asking if you want to add them anyway. 
    • Click Yes to confirm or No to cancel. 

2. Click Add Team Member when you're done! 3. To assign a volunteer as a team leader, check the box by their name in the Leader column. 4. If you want to add additional slots for the Opportunity, then select the number of additional slots from the dropdown beside Reserve Additional Slots

  • This means a volunteer can bring someone to volunteer with them for this Opportunity—even if those additional volunteers aren't registered on the site. 

So you know: You can review how the Opportunity's capacity as you're building the team. The site won't allow you to add additional slots if the number of team members meets or exceed the capacity for that Opportunity. 

5. If the Opportunity has Custom or Recurring Shifts assigned, then the option to click Continue appears at the bottom of the popup. 

  • Check the box by the shift or shifts you want to schedule the team for. 

7. Select Finish when you're done! 

  • Now the new team appears in the table from the Teams area of your dashboard. 


How to add a volunteer from a user group

If you want to add a volunteer to the new team from an existing user group:

1. Click Add From User A Group

2. Select the user group from the Select User Group dropdown. 3. Check the boxes by the volunteers you want to add and click Add to Team when you're done. 

So you know: 

  • A warning may pop up asking you to confirm your selections. 
    • This popup occurs if the Opportunity has an assigned qualification that the volunteer hasn't submitted or if there is a conflict in schedule.

4. To assign a volunteer as a team leader, check the box by their name in the Leader column.5. If you want to add additional slots for the Opportunity, then select the number of additional slots from the dropdown beside Reserve Additional Slots

  • This means a volunteer can bring someone to volunteer with them for this Opportunity—even if those additional volunteers aren't registered on the site. 

So you know: You can review how the Opportunity's capacity as you're building the team. The site won't allow you to add additional slots if the number of team members meets or exceed the capacity for that Opportunity. 

6. If the Opportunity has Custom or Recurring Shifts assigned, then the option to click Continue appears at the bottom of the popup. 

  • Check the box by the shift or shifts you want to schedule the team for. 

7. Select Finish when you're done! 

  • Now the new team appears in the table from the Teams area of your dashboard.