Managing Events as an Advanced Program Manager

Created by Brittany Crow, Modified on Fri, 24 May 2024 at 10:34 AM by Brittany Crow

 Heads up! This article is intended for Advanced Program Managers. If you're a Site Manager, please click here


Events are a great way to promote engagement and grow your volunteer community. Keep in mind that an event is not the same thing as a volunteer Opportunity. There are some important differences to consider: 

  • Events are your chance to invite people to attend as members of the community—not volunteers
  • Volunteer Opportunities are the opportunities you post for people to volunteer for
  • Volunteers cannot add hours for events, only volunteer Opportunities
  • Unlike a volunteer Opportunity, anyone can attend an event—volunteer or otherwise. You can create an event for things like: 
    • Celebrations, parties, and awards ceremonies
    • Volunteer appreciation events
    • Events your program participates in and you want to invite members of the community to 
      • This could be a great opportunity to showcase what your Program does, your mission, and what potential volunteers could do for the community 

Here, we cover: 

So you know: The Events feature may not be available on your site. 


How to add an event

To get started with creating an event: 

1. Go to Volunteerism > Events

2. Select Add New Event

3. Fill out the Create Event form. 

4. Click Create Event to finish. 


Filling out the Create Event form

It's time to customize your event! 

1. Start by selecting a Status

  • Active: Select Active if you want the event to be live on your site when you click Create Event
  • Pending: Select Pending if you aren't ready to share the event on your site. 
    • You can come back to finish setting up the event and change the status to Active at a later time. 

2. Give your event a Title

3. Decide if you want to Enable RSVPs

  • Toggle to On and select an RSVP Capacity limit or max limit of attendees. 
    • Place a 0 in the RSVP Capacity field if you don't want to set a limit. 
  • Toggle to Off to disable RSVPing. 

4. Fill in the Description field.

  • You can be as detailed as you want here
  • Use the text editor to include images, links, etc. 
  • Remember, the description field is a place where you can generate a lot of excitement about the event by including details about it and more

5. Does the event run all day or for just a few hours? 

  • Toggle the button beside All Day Event to On if it is an all-day event, otherwise, toggle it Off.
    • Toggling this On removes the End Date/Time field. 

7. Select your start and end dates and times. 

8. The next fields are optional but important. You may want to consider listing a contact for the event and, unless it occurs online, be sure to include the physical address where the event takes place. 

  • Zip Code and Country are the only required location fields on the form. 

9. You can add Tags to make your event more searchable for volunteers and the community. 

10. Want to add private comments about the event that only you and or the site manager can review? Add them to the Comments field at the bottom of the form. 

11. When you're ready, click Create Event


Editing an existing event

To edit an existing event:

1. Go to Volunteerism > Events

2. Select the Event Title from the table that you wish to edit. 

3. Make all necessary edits and click Update Event to save your changes. 

So you know: We don't recommend making any changes to expired events—i.e., changing the date and time, even if the event description and location are the same. Especially if you had RSVPing enabled. This would create inaccurate reporting for RSVPs. Instead, we recommend cloning the event. This copies over most of the important details from the original event and you can edit it as applicable. 


Cloning an event

To clone an event: 

1. Go to Volunteerism > Events

2. Select the Event Title from the table to edit.

3. Scroll to the bottom of the Update Event page and click Clone Event

  • You can find this button beside the red Deactivate Event button. 
  • A warning pops up asking you to confirm your selection—select Yes to confirm or No to cancel. 

4. A new Create Event form appears with the information copied over from the original event. 

  • The title copies over from the original event with (copy) at the end. Be sure to update this for the new event. 
  • Fill out the Create Event form, making any necessary changes for the newly cloned event. 

5. When you're ready, click Create Event


How to deactivate an event

If you need to deactivate an event: 

1. Go to Volunteerism > Events

2. Select the Event Title from the table to deactivate.

3. Scroll to the bottom of the Update Event page and click the red Deactivate Event button. 

  • A popup warning asks you to confirm your selection—select Yes to confirm or No to cancel. 

So you know: Deactivating an event doesn't delete it completely. You can always reactivate a deactivating event. 


How to export events data

To export events data: 

1. Go to Volunteerism > Events. 

2. Click Export Events

  • Your export downloads to a CSV file. 


How to export RSVP data

1. Go to Volunteerism > Events

2. Select the Event Title from the table you wish to export RSVP data for. 

3. Scroll to the bottom where it says RSVPs and click Export RSVPs

  • Your export downloads to a CSV file.


You can also share an event link with someone you think might be interested in attending! 

1. Go to Volunteerism > Events

2. Select the Event Title from the table. 

3. The Event Link is in the top right corner of the Update Event page. 

  • Copy the link and start sharing!

So you know: Events also have a share link on their profile page that you, program managers, and volunteers can access and share! 


How to email users that have RSVP'd

Do you want to send a quick message to the users who submitted an RSVP to an event? You can Update Event page! 

1. Go to Volunteerism > Events

2. Select the Event Title from the table. 

3. Scroll to the bottom where it says Event RSVPs and click Email RSVPs

  • This takes you to the Email Blast area where you can continue drafting up the email you wish to send to those individuals.