This article applies to Connect site administrators using the Advanced Events Module (AEM). Note that Galaxy's eSign technology is not available for AEM needs.
About Advanced Events
The Advanced Events Module (AEM) is an effective tool for planning and managing large-scale volunteer events. To learn more about advanced events, read our article Advanced Events: The Basics.
Before taking the steps described in this article, you need to have first created an advanced event on your Connect site. Click here for instructions on this important first step.
Advanced Event Waivers
When setting up an advanced event, it's important to consider whether you'll require that your agency managers and users agree to a waiver in order to participate.
If you decide to use an agency waiver, then the agency manager will have to agree to the waiver before they can submit a need.
A volunteer waiver must be agreed to by any user who wants to respond to a need.
To view a waiver, the user must click the link provided, as shown in the images above.
Note: If an agency is using volunteer check-in, the waiver will not appear for volunteers who have already signed up (since they will have already agreed to it). If a volunteer has not responded to an advanced-event need but wishes to check in anyway, they'll be shown the waiver (and must agree to it by checking the box) before they can check in to the need. For more information on volunteer check-in, click here.
To learn more, click on one of the links below.
Before you can add a waiver, you should save it in a format that can be easily opened and viewed by most users. We recommend PDF, a format that most readers can open and that cannot typically be changed/edited by a reader.
To add a waiver to an advanced event:
- From your Manager Panel, go to Modules > Advanced Events. You'll see a list of all advanced events on your site.
- Click on the name of an advanced event to open it.
- Select Documents.
- Add a waiver by clicking Choose File, browsing to the desired file, and clicking Open to attach it.
- Click Submit Document to finalize the attachment(s). The file name of the attached waiver will now appear below the Choose File button.
Note : Additional volunteer waivers can be added once you've clicked Submit to save the first one. To add another volunteer waiver, click Choose File and repeat the steps described above.
To update a waiver for an advanced event, you must first delete the existing waiver and then add the new one.
To delete a waiver, click the X to the left of the waiver (shown in the previous screenshot), and then click Yes to confirm.
To replace the old waiver with a new one, see Adding a Waiver above.
Did a volunteer sign their own waiver? Did a Team Leader, Agency Manager, or Site Manager, when signing up the volunteer, sign the waiver on the volunteer's behalf? You can find this information by exporting volunteer responses. You can export responses in several ways, depending on whether you want to view data for all needs, some needs, or just one need.
- For all needs - Go to Modules > Advanced Events and click the Export Responses icon for the advanced event.
- For one or more selected needs - Under the advanced event's All Needs tab, select the need(s) and then select Export Selected Respondents from the Actions for Selected dropdown.
- For a single need - Under the All Needs tab, find the row of the need, and then click the linked number in the Registered column.
A new window opens to display the volunteers signed up for that need. In the top left-hand corner of that window, click Export Responses.
In the example below, we can see that Andy Hub (user #612814, purple highlight) acknowledged the waiver twice: once for himself, and once on behalf of Ella Monk. Another user (ID 845737) acknowledged the waiver on behalf of Chris Kisling and Kim Powell (green highlight). Nina Rogers (user #615763; yellow highlight) acknowledged it for herself and for four others.
Note: The highlighting shown above is not part of the export; it was added to the image above to show which user IDs were responsible for which users.
Note: To find the identity of an unnamed user, you can go to Manage Users and run a filter on the ID number.