Data Entry Demonstration: Volunteers

As much as possible, volunteers should enter their own data through the eRecruiter website. However, coordinators can enter this data for volunteers directly through eCoordinator when needed. To access the new volunteer profile, click the “New” button on the “Volunteers” tab.

Contact Info: This tab contains critical information such as volunteer name, address and all other contact information. It is also where to find the volunteer's User ID and Password to access their profile on eRecruiter. If a volunteer ever forgets this login information, eCoordinator users may restore or reset the User ID. Passwords are blocked out, so eCoordinators may reset the Password from this tab.

Notice the required fields are marked with an asterisk (*):

My Availability: Select the time(s) when volunteer will be able to serve, and how often. Take note that this screen is identical to the screen of the same name on the opportunity profile. This is to help the system search and sort through the profiles, or match volunteers with opportunities if the same box is checked on both screens. These topics will be discussed later in this training.

My Interests: This tab contains several interests that will help to match your volunteer with opportunities that interest them. None are necessary, but information will help to more closely match your volunteers to opportunities that they will enjoy. Again, this screen will help match volunteers with opportunities.

My Activities: This screen allows volunteers to identify the kinds of things they prefer to do when volunteering. Again, this screen will help match volunteers with opportunities.

My Skills: This screen can be used to help the volunteer identify either 1) what skills volunteers already have, or 2) what skills they would like to receive training in, as pertaining to an opportunity. Select the skill group on the left, then select either "I Have" or "I Want" on the right. Again, this screen will help match volunteers with opportunities.

My Background: This screen can be used to track information such as volunteer health, education, conviction status, etc.

Where I Serve: Volunteers can indicate which geographic areas or neighborhoods in which they are willing to serve. Again, this screen will help match volunteers with opportunities.

Who I Serve: Use this screen to identify which population the volunteers are most interested in serving. Again, this screen will help match volunteers with opportunities.

My References: This screen will collect volunteer references, if your organization requires them prior to allowing individuals to volunteer.

User Defined: This tab is  known as the User Defined tab, meaning that you, the user, define what fields appear here. Since this tab is generally administrated by program heads, not all eCoordinator users will have the ability to define their own fields. Training on this tab will be done on a case-by-case basis.

Background Check: Used in conjunction with Samaritan's Background Check System, this tab will only be seen by organizations who have contracted for access to it. Training will be provided separately.

Attachments: eCoordinator has the ability to attach files to different profiles, such as images, documents, etc. Use this tab to attach files, as well as enter notes about the attachments. Note: there is a 2MiB maximum limit for each file.

History: The History tab keeps an audit trail of all changes to the profile. This includes placements and referrals, changes to any of the data fields in the profile, and you can even add your own notes. You can also generate a history report. All entries are time and date stamped, and included the name or login of the individual who made the change.

Please always make sure to click the "Finish" button when completing any profile.