The goal is to create a series of tables (forms) and pages to support the Service & Outreach activities and reporting needs.
To make this work I will need to create forms for each event. This is the only what to set a limit on the form for number of people (entries) for the form. I will also create a “sister” form for the waitlist. I need to figure out how to move people from the waitlist to main list unless the committee wants to manage this by entering the data online when this movement occurs.
Service & Outreach Opportunity Submission Form
The process starts with a member completing the Service & Outreach Opportunity Submission form so an event is created. Once the event is created it can be managed by the committee on the Manage Service & Outreach Opportunities
For each event a submission form and waitlist will have to be created along with a management page. Just duplicating past ones. I will also have to update the confirmation event to provide the link to the correct event on the event calendar.
Creation of Event on Event Calendar
I have created a view of the data entered in the Submission Form that can be displayed when an event is created so all the data does not have to be re-typed. If you look at the event for All Faiths Food Bank you will see how I used the view. So when the event is created the title, date & times and image just need to be added. The signup form will also be added to the event. I am going to explore the possibility of an Event Post being created when the service Opportunity is created but I am thinking there are steps that happen between creation of opportunity and creation of event.
Website Sign Up:
- Visual list of those signed up,
- Continually updating # slots filled, compared to # total slots for the event ( 12 slots filled of 15 slots, or “All slots filled”). The committee thinks this is a quick look for viewers and themselves to see how many have signed up, it is currently on the sign up genius and they would like it to continue.
- Wait list visible with names of those waitlisted when applicable.
Here is the pages I have completed for Signing Up for an Event. The first page Sample Sign Up page is the form for capturing data when someone signs up and also displays number of slots available taken from Service & Outreach Opportunity Form. I still need to add the waitlist feature. I also created a page where select members can manage the Sign-Up list for an event – Service Event Sign-Up Management
Post Event Info : After Service events, the service and outreach committee member heading the event reports the following information:
- Actual # of Volunteers (we will also update the attendance list after the event if there were any last minute attendance changes,
- Actual Time spent at the event (may be different than scheduled times)
- Cumulative hours of service ( volunteers x hours worked= Cumulative hours,
- JPEG Photos ( group at event, action shots, group at lunch
- Fun facts about the event ( to be determined by those attending)
Service & Outreach Post Event Information this is the page for entering the above information. Be prepared with all the information along with pictures when you complete the form. When the form is submitted, a Post will be created for the Past Event. The Post will be a draft until it is reviewed and Feature image is added.