Note: This article is for site managers. If you are an agency or program manager, please refer to Posting and Managing Your Agency's Needs, which covers how you would post and manage needs for your agency or program page.

Needs are volunteer opportunities. Your site is designed so that agencies enter needs and volunteers respond to them.

From the manager panel, a site manager can perform various needs-related tasks. This article includes information (and links to information) on the following tasks:

Note: The instructions provided here use the term "need" throughout. If you have requested a language override on your site to replace need with opportunity, be aware that your site's terminology will differ from what you see in these instructions.

Adding a New Need

To add a new need from the Site Manager panel:

1. Go to Volunteerism > Needs to open the need-management area.

2. Click Add New Need.

3. Complete all applicable fields. Fields are identical to those that an agency manager would complete, with the following exceptions.

StatusSelect Active to make the need public on the site. To create the need without making it publicly visible, select Pending.
PrivacySelect Private to prevent the need from being publicly available on your site. Click here to learn more about private needs, including how to make multiple needs private at once.
InitiativeIf the need is to be part of an initiative, select the initiative from the dropdown. Note that you can choose only one initiative per need.

Note: You can also assign multiple needs to an initiative in a single step. Click here to learn more.

AgencySelect the agency with which the need is to be associated. This is a required field.
TagsAssign a tag to the need, if applicable. Tags can be used to group needs for a specific URL (where a URL points to all needs with a particular tag) or in custom reports.
CommentsComments are for administrative use only; add comments as needed. Comments are not published anywhere on the front end of the site. You can, however, opt to add comments to the "Need Response Thank You" notification that goes to volunteers when they respond to a need. Click here to learn more about this notification.

4. Click Update Need to save your changes.

Updating a Need

When you update a need, you have the option of notifying the need respondents of the update. Agency managers have this option as well.

To update a need:

1. Go to Volunteerism > Needs and click on the title of the need you wish to update.

2. Make any necessary changes to the need.

Note: If you are making changes to an individual shift, you will also have the option of sending out a notification of the update. Click here to learn more.

3. Optional: If you changed the need description, date, time, or address/city/state/ZIP and wish to notify registered volunteers of the change, mark the Notify respondents of this update checkbox.

Note: This notification is not sent for changes to fields other than the ones listed above.

4. Click Update Need.

For non-shift needs (i.e., happens on, runs until, multi-date or ongoing), the notification will be sent to all need respondents that a change has been made to any of the following fields on the form:

  • Date (for happens on and runs until needs)
  • Time (for happens on and runs until needs)
  • Description
  • Location (including address, city, state, and ZIP code)

Note: The "Need Update Notification" template is available in Content > Notifications and can be edited as desired. For more information on editing notification templates, see Automated Notification Messages.

Note on Updating Shift Needs

If you must update the date or time for a need that is a recurring shift or custom shift need, you will have the option to notify respondents from the Edit Shift form. Click here to learn more about managing and updating shift needs.

Assigning a Need to a User Group

Once you've submitted a need, you can assign it to a user group. This feature is particularly important if you wish to assign needs privately to a select group of volunteers. Once a need has been assigned to a user group, the group's members can go to a special area of their profile to see that the need has been assigned to them. If a need has been marked private, it will appear with a "lock" icon next to the title.

Note: If your site uses the Service Learning Module, a course instructor cannot manage the need unless it is assigned to their SLM user group.

Click here to learn how to assign needs to user groups, individually or in bulk.

Viewing Expired Needs

The table of needs (accessed via Volunteerism > Needs) shows how many of your site’s needs have not expired.

To have the table of needs include expired needs, click the Show Expired Needs button. Expired needs are shown in light gray text, as shown here:

Once you've clicked Show Expired Needs, the button changes to read Hide Expired Needs. Click that button to return to the original view.

Note: Not to be confused with an expired need, an inactive need is one that has been manually deactivated. If a need expires but is not manually deactivated, it is displayed in gray text on the list of active needs. To view inactive needs only, select Inactive from the Status dropdown of the needs table.

Deactivating a Need

A need can "disappear" from the public site in one of two ways:

  • A "runs until," "happens on," or shift need expires at midnight after the associated date.
  • A Site Manager manually deactivates the need.

To manually deactivate a need:

1. From your Site Manager Panel, go to Volunteerism > Needs to view a table of all needs on your site.

2. Click on the title of the need that you want to deactivate. This opens the need-information form for that need.

3. From the needs Status dropdown, select Inactive.

4. Click Update Need.

Note: In lieu of selecting Inactive from the dropdown, you can click Deactivate Need, located on the right-hand side of the need information page.

Reactivating an Inactive Need

To reactivate a need:

  1. From your Site Manager Panel, go to Volunteerism > Needs to view a table of all needs on your site.
  2. From the dropdown under the Status column heading, select Inactive. The table now shows all inactive needs.
  3. Click on the title of the need that you want to reactivate.
  4. From the Status dropdown of the need-information page, select Active.
  5. Click Update Need.

Viewing the Waitlist for a Need

If your site uses the waitlist feature, then volunteers can add themselves to the waitlist for any need that has met its designated capacity and is full. To view the waitlist for a need:

  1. From your Site Manager Panel, go to Volunteerism > Needs to view a table of all needs on your site.
  2. Click on the need to view.

    Note: You can use the table filter to add a Waitlist column to the needs table that shows how many people are on the waitlist for each need.

  3. Scroll to the bottom of the page, where you will see the Waitlist table.

The Waitlist table provides details on all waitlisted volunteers, as well as ways to export the list, email the volunteers, remove someone from the waitlist, and convert a waitlisted item to a response. For more information on managing waitlists, click here.

Viewing Shifts, Hours, and Responses

If a need has recurring or custom shifts, if hours have been submitted for it, or if volunteers have responded to the need, you can view this data from the Site Manager Panel. To view shifts, hours, or responses:

1. From your Site Manager Panel, go to Volunteerism > Needs to view a table of all needs on your site.

2. Click on a need title. On the right side of your screen, you'll see links to any associated shifts, hours, or responses.

3. Click the applicable link.

Note: To view responses for shift needs, click Need Shifts, and then click the applicable number in the Responses column.

Once you've clicked a link, you can perform the following tasks relating to the data:

  • View Responses - Open a volunteer's profile; email the volunteer; email all volunteers who responded.
  • View Shifts - View respondents; export responses; add default hours, message respondents; edit hours; delete hours; delete shift.
  • View Hours - Open a volunteer's profile; email the volunteer; add anonymous or plus-one hours; edit the volunteer's hours; delete the volunteer's hours.

Viewing the Current Day's Needs

To view the current day's needs (including individual shifts), you'll need to go to the Reports area of your site manager panel.

The Today's Shifts report, located in the Needs area of the reports, shows all needs and shifts occurring on the current day. You can select a different date as needed, and you can see how many slots for each need (if the number of volunteers has been specified) are still open.

Click here to learn more about the reports available on your Connect site.

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