Volunteer registrations

Introduction

Volunteer Registrations enable users to record the relevant data about a volunteer, and place them with relevant opportunities.

Because volunteer registrations contain potentially sensitive data about individuals, they cannot be viewed by unauthorised users (e.g. staff at other TSIs).

n.b. - since spring 2020, Saltire volunteers have been able to register and manage their own profiles via the Saltire Awards website. See the Saltire Awards Objects module for managing Saltire volunteers on Milo.

Managing Volunteer Registrations in Milo

Navigate to Volunteer Registrations - Home

Click on the Volunteer Registrations tab at the top of the screen to go to the Volunteer Registrations home page. By default, you will see a list of recent volunteer registrations you have accessed. By clicking on the View dropdown above the list of recent volunteer registrations, you can select ‘All’, which will provide an alphabetised list of every vol reg on the system you have permission to view.

When you create your own views, these will be available from this dropdown.

Search for a volunteer registration

You can search for any record on the database using the Global Search box at the top of every screen.

To search for a volunteer registration, simply type the name or part of the name into the search box. Try typing ‘Jane’.

You will now see any volunteer registrations with the name 'Jane'.

Alternatively, you can use views (see Getting Started) to set up a specific filter for volunteer registrations, e.g. 'All volunteers in my TSI area', 'All Saltire registered volunteers', 'All volunteers from West Green School'.

Whichever method you use will return a list of volunteer registrations.

Access the volunteer registration by clicking on the Ref number (highlighted below):

View and edit a volunteer registration

When you click into a volunteer registration record, you will see the volunteer registration view screen. As with organisations, the fields in each record are organised into a number of sections. Scroll down to see the data held on a volunteer registration, broken down into:

• Main details
• Volunteer Personal Contact information
• Volunteer Specific data
• Main details (registration information)
• Groupings, Projects and Additional Information
• Support Needs
• Other Contacts and Why Volunteer
• Beneficiary/Client Group
• Type of Work and Skills
• Availability
• Historical Saltire details (for pre-2020 records)

As with the other objects, you can see records associated with this volunteer on the Related List Quick Links at the top of the screen. Hover the pointer over to see the number of placements (if any):

Alternatively, you can see related objects in more detail by clicking on the Related tab. This is where you can view any Volunteer Placements or Interactions associated with the volunteer registration record.

To make changes to a volunteer registration, click on the Edit button at the right top of the screen.

The page will open in edit view, allowing you to update and change any data on the volunteer registration, if you have permission to do so.

Create a new volunteer registration

To create a new record, use the New button on the top right of the page.

A New Volunteer Registration input page will appear. This looks the same as the edit screen, but blank to allow you to input a new volunteer registration.

As usual, some fields in each record type are mandatory. These are signified by a red asterisk next to the mandatory fields. You cannot save until all of these fields have been completed.

Once you have added the mandatory fields plus any other information, click Save. You will then see the view volunteer registration screen as before.

Creating a placement from volunteer registration

A Volunteer Placement is the relationship created when a volunteer is placed with a relevant volunteering opportunity.

To create a Placement from a Volunteer Registration, click back into the Related tab again, and click on the New button in the Volunteer Placements section:

A new edit window opens up displaying the fields available for adding a new Volunteer Placement to a Volunteer Registration record.

Note that the Volunteer Registration number is already filled in.

Click on the magnifying glass next to Volunteering Opportunity to show a list of opportunities you have recently accessed, or alternatively search for another opportunity. Click to add the relevant opportunity to the placement.

Tip: it saves time to select from recent items, so it’s a good idea to go into both the volunteer registration and volunteering opportunity records before you make the placement.

Complete the relevant fields in the placement (status, date offered, etc.) and click Save to see the completed Placement.

Click on the Volunteer Registration reference number in the placement (the ref in the format V-123456) to go back to the volunteer registration view page. If you hover over the Volunteer Placements Quick Link now, you will see the details of the associated placement and opportunity.

n.b. you can also create a placement direct from a Volunteering Opportunity record – see the Volunteering Opportunities module for details.

Summary

In the Volunteer Registration module, we have covered:

• Navigating to the Volunteer Registration home screen
• Searching for a volunteer registration
• View/edit volunteer registration records
• Create a new volunteer registration
• Creating a placement from volunteer registration

These skills are transferable across the other Milo objects (Organisations, Volunteering Opportunities etc.). You can use the same techniques to navigate around Milo and start to explore the other features Milo has to offer.

Remember – for more step by step advice, see the individual training modules. If you have any problems or get stuck, you can contact the Milo team at milosupport@scvo.scot