VolunteerMatters for YMCA

All the training and support you need to take full advantage of your YMCA volunteer management system.

Serving the unique needs of YMCAs

Project Invitations

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An administrator or organizer may manually invite contacts to review an existing project from the project catalog and encourage them to signup for the available needs. They can invite both registered contacts as well as add a comma-separated list of outside email addresses back to view the project. 

Create Project Invitation

To manually create a project invitation:

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects

  2. On the Project you wish to copy, click the "Manage" button ().




  3. This will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  On the "Project Dashboard" click the "Manage" drop-down button and select "Invite".



  4. This will open the "Invite Volunteers" page, which includes the following elements:

    • Volunteer Contacts
    • Additional Invitees Email Addresses 
    • Special Invitation Message / Project Invitation Email Preview
    • Send Me Email Result



  5. Click on "Choose Volunteers" to open the contact chooser to select contacts already in the system. You can use the contact chooser to select any number of volunteers**.

    Then click the "Choose" button to return to the Project Invitation page where they will be added to the "Volunteer Contacts" list.



  6. Then in the "Additional Invitees Email Addresses" box you can enter email addresses for any potential volunteers not already in your VolunteerMatters system.



  7. If you would like to add an additional custom message to the default text, you can enter it in the "Special Invitation Message" box and click "Update Preview" button ().   This will update the "Project Invitation Email Preview" on the right with your custom message.



  8. You can then choose not to send yourself the email results by unchecking the "Send Me Email Results" checkbox.  It is checked by default so you it is only necessary to worry about if you do not want the results. 



    The email results will include those emails that were queued for delivery along with those who we were unable to send the invitation to. 
  9. When you are satisfied with your Project invitation you can click the "Send" button ().


** It’s important to note that if you "check all" or "clear all" while in the chooser, it will only act on the records view-able in the list, not on all of the records that may have resulted from a search. For example, if your "Items" were set to 25, it would act on the 25 records displayed. If "Items" were set to 500, it would act on the 500 records displayed. The "Items" setting is at the top-middle of the chooser.

 

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