Volunteer Management¶

Overview¶

Volunteer Management enables volunteer profiles, departments, shifts, applications, assignments, onboarding, waitlist, benefits configuration, event dashboards, and QR check-in for crew operations.

Purpose¶

Staff large events with structured volunteer recruitment, shift scheduling, and day-of attendance tracking.

Who should use it¶

Volunteer coordinators
Department leads
Volunteers seeking opportunities
Operations Suite organizers

Benefits¶

Public opportunities directory
Approval / waitlist workflow
Assignment to shifts with check-in/out
Benefits flags (meals, t-shirt, certificate)

Action	Path
Volunteers hub	`/events/volunteers/`
Opportunities	`/events/volunteers/opportunities/`
Apply	`/events/volunteers/apply/<pk>/<tag>/`
Event dashboard	`/events/<pk>/<tag>/volunteers/`
Application review	`/events/volunteers/applications/<pk>/review/`
Volunteer portal	`/events/volunteers/portal/<pk>/`
Check-in dashboard	`/events/<pk>/<tag>/volunteer-checkin/`
Check-in scan	`/events/<pk>/<tag>/volunteer-checkin/scan/`
Profiles CRUD	`/events/volunteers/profiles/`
Departments / shifts	`/events/volunteers/departments/`, `.../shifts/`

Prerequisites¶

Subscription: Operations Suite (volunteers tool key)
Event: volunteers_enabled=True
Wizard step volunteers completed
Volunteer accounts (free) for applicants

Step-by-step — Configure volunteer program¶

Enable Volunteers on event.
Wizard: prospectus, deadline, total needed, benefits, min age, skills.
Create departments and shifts in Volunteers hub.
Publish opportunities directory link.

Step-by-step — Volunteer lifecycle¶

Volunteer browses opportunities → applies.
Organizer reviews: approve / reject / waitlist.
Assignment to shift created.
Volunteer uses portal for schedule.
Day-of QR check-in at volunteer desk.

[SCREENSHOT: Volunteer event dashboard]

Field descriptions¶

Event field	Description
`volunteer_prospectus`	Public recruiting copy
`volunteer_total_needed`	Headcount goal
`volunteer_benefit_*`	Free access, meals, t-shirt, certificate
`volunteer_min_age`	Default 16
`volunteer_skills_required`	One per line
`volunteer_check_in_location`	Desk location
`volunteer_approval_type`	auto / organizer / admin

Assignment timing¶

actual_check_in_time, actual_check_out_time → hours_worked computed property.

Business rules¶

Rule	Detail
Waitlist	`waitlist_volunteer()` with position email
Free access benefit	Default `volunteer_benefit_free_access=True`
Volunteer ID	`VOL-` prefixed UUID fragment on profiles
Discover	`discoverable_volunteer_events()` service filters

Validation rules¶

Min age on application
Shift capacity enforced on assignment

User permissions¶

Role	Apply	Review	Check-in
Volunteer	✅	❌	Self via portal
Host	❌	✅	✅
Staff	❌	✅ admin	✅

Workflow¶

flowchart LR Discover[Opportunities] --> Apply --> Review --> Assign --> CheckIn

Examples¶

Music festival: 200 volunteers, departments (Parking, Stage, Medical), shift-based check-in.

Best practices¶

Set volunteer_total_needed for recruiting UI
Communicate benefits clearly in prospectus
Use waitlist rather than over-assigning shifts

Tips¶

Department CRUD before shift creation
Waitlist position in notification email

Common mistakes¶

Mistake	Result	Fix
No shifts created	Nowhere to assign	Create shifts first
Wrong min age	Rejected apps	Update event setting

FAQs¶

Do volunteers need paid plans?
No — organizers need Operations Suite; volunteers use free accounts.

Troubleshooting¶

Symptom	Cause	Fix
Opportunity hidden	Module off / past deadline	Check toggles and dates
Check-in fails	Wrong assignment	Verify assignment ID

Screenshot placeholders¶

[SCREENSHOT: Volunteer opportunities directory]
[SCREENSHOT: Shift assignment form]
[SCREENSHOT: Volunteer check-in scan]

Administrator notes¶

Notifications: events/volunteer_notifications.py
Workflow: events/volunteer_workflow_services.py

Developer/API notes¶

Models: VolunteerProfile, VolunteerDepartment, VolunteerShift, VolunteerAssignment in events.models.

See also: Events & Registration