Volunteer Management Dashboard

What is the Volunteer Management Dashboard?

The Volunteer Management Dashboard allows clubs to create volunteer opportunities, organize events, track participation, and manage volunteers from a centralized location.

With Volunteer Manager, administrators can:

• Create and manage volunteer groups
• Create volunteer tasks and opportunities
• Allow members to sign up for available opportunities
• Track volunteer participation
• Communicate with volunteers
• Monitor volunteer needs across events

How do I access the Volunteer Management Dashboard?

1. Navigate to Admin from the main navigation menu.
2. Scroll to the bottom of the page.
3. Select Volunteer Dashboard.

You will be taken to the Volunteer Manager dashboard where you can manage volunteer opportunities, tasks, groups, and participation.

What is a volunteer group?

Groups are used to organize volunteer opportunities for a specific event or initiative.

For example, if your club is hosting a tournament, you may create a group specifically for that tournament and assign all related volunteer tasks to that group. This makes volunteer opportunities easier to manage and track.

How do I create a group?

1. Navigate to the Groups tab.
2. Select New Group.
3. Enter the required information.
4. Save the group.

Once created, tasks can be assigned to the group.

Can I edit a group after it has been created?

Yes. Select the menu on the right side of the group to access available actions.

What actions are available for published groups?

Published groups can be:

• Edited
• Copied
• Unpublished (returned to Draft status)
• Archived
• Emailed
• Deleted

Why would I email volunteers from a group?

Emailing a group allows you to communicate with all volunteers associated with that event at once. This is useful when sending tournament details, event updates, parking information, weather alerts, or other event-wide communications.

What actions are available for draft groups?

Draft groups can be:

• Edited
• Copied
• Published
• Deleted

Draft groups cannot be archived or used to email volunteers until they are published.

Can I copy a group?

Yes. Copying a group is especially useful for recurring events such as annual tournaments. A copied group can significantly reduce setup time by allowing you to reuse an existing structure.

Can I archive a group?

Yes. Published groups can be archived when they are no longer needed but should be retained for historical records.

How do I filter groups?

On the Groups tab, you can filter groups by:

• Published
• Draft
• Archived

What are categories?

Categories help organize volunteer tasks by type.

Examples include:

• Field Setup
• Field Lining
• Field Marshalling
• Concessions
• Tryout Check-In

Do categories need to be created before they can be selected?

Yes. Categories must be created before they can be assigned to a task.

How do I create a category?

1. Navigate to the Tasks tab.
2. Select Categories.
3. Select New Category.
4. Enter a category name.
5. Save the category.

The category will then become available when creating tasks.

What is a volunteer task?

A task represents a specific volunteer opportunity that members can sign up for.

Examples include:

• Field Setup
• Concessions
• Registration Check-In
• Field Marshalling

How do I create a task?

1. Navigate to the Tasks tab.
2. Select New Task.
3. Enter a task name.
4. Select a date and time.
5. Choose a location if applicable.
6. Select a group.
7. Select a category.
8. Set the number of available spots.
9. Enter a task description.
10. Save the task.

Can I create a task from within a group?

Yes.

If you open a group and create a task from within that group, the group is automatically assigned to the task.

Why is the task description important?

The description provides volunteers with details about the work that will be performed and any expectations associated with the opportunity. Clear descriptions help volunteers understand exactly what they are signing up for.

What are spots available?

Spots Available determines how many volunteers can sign up for a task.

For example, if a Field Setup task requires four volunteers, you can set the available spots to four. Once all spots have been claimed, the task will be considered full.

Can I change the number of available spots after volunteers have signed up?

Yes. Task details can be updated at any time, including the number of available spots.

What are Units?

Units allow clubs to track volunteer contributions in different ways.

Available unit types include:

• Hours
• Dollars
• Points

How are hours used?

Hours can be used to indicate the expected amount of time required to complete a task.

How are dollar values used?

Some clubs offer financial credits for volunteer participation. A dollar value can be assigned to indicate the amount earned toward future club fees or invoices.

How are points used?

Some clubs operate volunteer reward programs. Points can be awarded for task completion and later redeemed for rewards such as discount codes or other club incentives.

Are there any scheduling considerations when using Advanced Settings?

Yes.

If you adjust the task start time, end time, or signup closing time using Advanced Settings, the signup closing time must occur before the task begins.

How do volunteers sign up for opportunities?

Volunteer opportunities are not assigned directly to members.

Instead, opportunities are published and made available for volunteers to claim.

Volunteers simply select Sign Up on an available opportunity to reserve a spot.

How can administrators view opportunities?

Administrators can navigate to the Opportunities tab to view opportunities in the same way volunteers see them.

What happens when a volunteer signs up?

The volunteer is added to the task automatically and the available spot count is updated.

Can I remove a volunteer from a task?

Yes.

Removing a volunteer reopens the spot and allows another volunteer to sign up.

How can I monitor volunteer signups?

Open the task to view:

• Current signups
• Remaining spots
• Volunteer participation details

How do volunteers access available opportunities?

Volunteers are directed to the Volunteer Opportunities page.

The URL format is:

yourclubname.byga.net/volunteers/opportunities

Replace "yourclubname" with your club's unique Byga URL.

What should I verify before sharing the link?

Always confirm that the club name portion of the URL is correct before distributing the link to members.

Can I edit a task after it is created?

Yes.

Task details can be updated at any time, including:

• Name
• Date
• Time
• Location
• Description
• Available Spots

What actions are available for published tasks?

Published tasks can be:

• Edited
• Copied
• Unpublished
• Closed
• Emailed
• Audited
• Deleted

What does Unpublish do?

Unpublish returns the task to Draft status and removes it from volunteer availability.

What does Close do?

Closing a task marks it as no longer active while retaining its information and participation records.

Why would I email volunteers from a task?

Task-level email communication is useful when information applies only to volunteers assigned to that specific task rather than the entire event.

What is Audit Assignments?

Audit Assignments allows administrators to review volunteer participation and record completion details.

What information can be recorded during an audit?

Administrators can:

• Specify the percentage of work completed by each volunteer
• Add notes regarding participation

This is particularly useful when a volunteer completes only part of a task or leaves early and additional context needs to be documented.

What actions are available for draft tasks?

Draft tasks can be:

• Edited
• Copied
• Published
• Deleted

Can I manage multiple tasks at once?

Yes.

By selecting the checkbox beside one or more tasks, administrators can perform bulk actions.

What bulk actions are available?

Available bulk actions include:

• Unpublish
• Delete
• Message Task Members

Can I filter tasks and opportunities?

Yes.

The Tasks and Opportunities tabs support filters for:

• Open Opportunities
• Filled Opportunities

The Tasks tab also allows filtering by:

• Published
• Draft

What filters are available on the Groups tab?

Groups can be filtered by:

• Published
• Draft
• Archived

What is the My Tasks tab?

My Tasks displays all volunteer opportunities that a volunteer has signed up for.

This allows volunteers to quickly review their commitments in one location.

Which tabs do volunteers see?

Volunteers only see:

• Opportunities
• My Tasks

Administrative tabs such as Groups, Tasks, and Summary are not visible to volunteers.

What is the Summary page?

The Summary page provides an overall view of volunteer activity across your organization.

Administrators can quickly see:

• Total volunteer opportunities
• Volunteer participation levels
• Filled positions
• Remaining volunteer needs

This dashboard serves as a high-level snapshot of volunteer engagement.

All volunteers should follow club policies, procedures, and participation requirements.