Thank you for writing in on our suggestions forum! I took a moment to read over your ticket you had with Maia surrounding your issue you're having with user notes. You mentioned having warehouse capacity issues, so I'm gathering that when volunteers are signing up to come out, instead of creating a team and reserving additional spots they are adding notes that say they are bringing an unknown number of people with them. If this is correct, I can see how this would cause problems for you! That being said, I will add this to the enhancements board as follows:
"The ability for a site manager to disable the user from adding notes when responding to an opportunity."
It sounds like there's a disconnect with volunteers understanding that there is a hard capacity when it comes to volunteering for your opportunities. Because the software itself can't prevent volunteers from continuing to bring additional folks with them to help, I would recommend making it clear with your volunteers that they must reserve a spot and confirm this by signing up as a team or talking with a site or program manager.
Maia was able to show you how to view these notes and also suggested including something informational within your opportunity description. Along with that, my recommendation would be to add this information to the Need Response Thank You and the Upcoming Need Reminder email notifications. This message could say something like, "Please make sure that if you plan on bringing a friend or group along with you that you've signed up as a team and reserved additional spots. If you have any questions about this, please email ----." Of course, you can expand on and customize this how you would like it to be for your volunteers; just keep in mind that these notifications go out for every opportunity response on your site.
Here's a link to an article that walks you through how to customize those notifications! If you need any help, feel free to email us at email@example.com and we will be happy to assist you!
Thanks again for your insights,
Customer Experience Specialist