Incorrect Response to an Auto Approve Field

Why Auto Approve a Qualification?

As a busy site manager, you would love to save yourself time by not having to approve every Qualification answer. You can save time by letting volunteers respond to Qualifications that can be automatically approved. In these cases, you can use the Auto Approve feature for a Qualification.

An Auto Approve response is generally used for questions with cut and dry answers, such as; can you speak Spanish, can you locate the north star, can you operate a microwave, or can you skydive? A site manager, at their discretion, can use the Auto Approve feature for questions that are easily answered.

Click here if you are looking for more information on Approving Volunteers for Qualifications.

Let's look at an example of an appropriate Auto Approve Qualification: 

A volunteer opportunity was created for "church transportation," and volunteers are needed to pick up and drop off parishioners around town. The site manager wants to ensure the volunteer has experience driving a ten-passenger van. This Qualification is fairly straightforward. Therefore, the site manager sets this Qualification to Auto Approve. 

How Auto Approve Works if the Correct Response is Selected

You, the Site Manager, created an opportunity/need with a Qualification and you chose to Auto Approve the volunteers' responses. Let’s see how the Qualification appears to the volunteers:

1. The volunteer selects a need/opportunity. 

2. According to the Need Description, the volunteers must be able to drive a ten-passenger van. When the volunteer scrolls down, they will see the Required Qualifications associated with the opportunity:

3. The volunteer selects Respond. 

4. A Qualifications page will pop up displaying their Incomplete Qualifications and the questions a volunteer needs to answer:

5. The volunteer responds to the questions and selects SUBMIT QUALIFICATIONS. 

If a volunteer has clicked the correct answer to the qualification questions, their status is now Qualified and they may proceed to submit their response to the need.

What happens if the volunteer makes a mistake when responding to a Qualification set to Auto Approve?

Below, we'll show you how to change an incorrect answer.

What Happens When a Volunteer Enters an Incorrect Response?

In some cases, a volunteer responding to multiple Qualifications can mistakenly lock themselves out of a need/opportunity by selecting an incorrect answer. If a volunteer makes a mistake when submitting a Qualification, the mistake cannot be fixed by the volunteer. The Site Manager can remedy the mistake in the Site Manager panel.

When a volunteer becomes "locked out" of a Qualification by answering incorrectly, they will have to reach out to their Site Manager (that’s you!) for assistance. 

To understand how the Site Manager supports the user, jump to Site Manager to Re-submit Qualification.

When the Site Manager has fixed the error, the volunteer can re-submit their answer. Jump to Volunteer to Re-submit Qualification.

Let's see what happens when a volunteer responds incorrectly to a Qualification. In this scenario, a volunteer has responded to multiple qualifications: 

1. After responding to an opportunity with Required Qualifications, is presented with the Incomplete Qualifications form. 

2. The volunteer uses the dropdown next to the Qualification question and selects No, then clicks the SUBMIT QUALIFICATIONS before realizing their mistake. They are now marked as Not Qualified and are unable to respond to the opportunity.

3. In the Complete Qualifications field, the volunteer will see the status Not Qualified, because they selected No. In this case, the volunteer mistakenly selected “No” as the incorrect answer for this specific Qualification (they are, in fact, qualified to drive a ten-passenger van). 

4. The volunteer will receive the following Automated Notification:

Hello <Volunteer>,

Thank you for submitting a response to the qualification "Church Transportation." Unfortunately, your response resulted in a "Not Qualified" status for this qualification. Please reach out to your site manager if you have questions about your qualification status or wish to update your status.

Thank you for using Galaxy to find volunteer opportunities in our community.

Site Manager to Re-submit Qualification

If the volunteer responded to the Qualification incorrectly, the Site Manager will have to re-submit the Qualification on behalf of the volunteer. To Re-submit Qualification on behalf of the volunteer:

1. The Site Manager selects MANAGER > VOLUNTEERISM > USERS.

2. On the Manage Users page, find and select the user. Then, select QUALIFICATIONS.

3. In the Complete Qualifications section, where the user wishes to change their response, click the dropdown under STATUS. 

4. Select Re-submit.

5. A Notice screen will appear stating the Qualification status is updated.

6. An Automated Notification will be sent to the volunteer:

Hello <Volunteer>,

Thank you for submitting a response to the qualification "Church Transportation" on Galaxy. Your response resulted in a "Resubmit" status for this qualification. Until you <hyperlink to resubmit new answer>, your status will not be approved. Once a new answer is submitted, a site manager will review it again and update its status. Please reach out to your site manager if you have any questions.

Thank you for using Galaxy to find volunteer opportunities in our community.

NOTE: This is the default text in the Automated Notification Template “Notice of Resubmit Status.” The Site Manager can edit this message.

Volunteer View for Re-Submitted Response

Once prompted, the volunteer can re-submit their response to a Qualification question. The volunteer can take these steps to re-submit their response:

1. A new message will appear in the volunteer’s inbox stating:

Hello <Volunteer>,

Thank you for submitting a response to the qualification "Church Transportation" on Galaxy. Your response resulted in a "Resubmit" status for this qualification. Until you <hyperlink to resubmit new answer>, your status will not be approved. Once a new answer is submitted, a site manager will review it again and update its status. Please reach out to your site manager if you have any questions.

Thank you for using Galaxy to find volunteer opportunities in our community.

2. Click on the email link and the My Qualifications page is displayed, displaying all the QUALIFICATIONS for this user.

3. Scroll down to Complete Qualifications and select the OPTIONS link for the qualification to be re-submitted.

4. The Submit Qualifications page will appear. Select the correct answer to the question and click the SUBMIT button.

5. If the correct answer has been selected, the Complete Qualifications status changes to Qualified. The volunteer will receive the following message.

Hello <Volunteer>,

Thank you for submitting a response to the qualification "Church Transportation" on Galaxy. Your response resulted in a "Qualified" status for this qualification, and you can now respond to needs that require this qualification.

Thank you for using Galaxy to find volunteer opportunities in our community.