HOHK_Volunteer Leader app user guide_compressed

HandsOn Hong Kong App User Guide for Volunteer Leaders 1

Getting started

Getting started Download the HandsOn Hong Kong app through iPhone’s App Store or Android’s Google Play Store

Getting started After opening the app this homescreen will appear— enter your usual HandsOn email address and password to login

Volunteer Leader Portal

Volunteer Leader portal function overview Pre volunteer activity -  Send reminder emails to volunteers signed up to your program -  Mark volunteers as declined if needed -  Create chat rooms with your volunteers During your activity -  Take attendance by marking volunteers as confirmed -  Call or message volunteers also using the app Post volunteer activity -  Submit program outcomes to HandsOn team -  Report on volunteer attendance

Accessing the Volunteer Leader portal After logging in you will be taken to Toggle to the left of the screen to an overview page showing your open up a side bar allowing you to upcoming and past volunteer switch to Volunteer Leader mode activities

Accessing the sessions you are leading 1. Once accessing the Volunteer 2. This will take you through to a 3. Upcoming activities you are Leader portal all the types of service detailed description of the program leading will appear at the top of the programs you are assigned to lead will list—past activities will appear at the from the HandsOn Hong Kong bottom. Choose the specific session appear in a list. Select the teal- calendar. Select the white arrow to you wish to manage and select the coloured arrow for more on each ‘See Sessions’ you are assigned three dots on the right. program. to lead.

Managing a session you are leading Selecting the three dots on the right of your chosen session will open up four options: Connections - This refers to the volunteers signed up for your session. Open Chat - An in-app chat function that allows you to LIVE message volunteers joining your session—only once they have downloaded the app. Impact report – For you to submit your activity outcomes to HandsOn after your session. Cancel session: You are unlikely to use this function as the HandsOn team will manage.

Connections—marking as ‘confirmed’ or ‘declined’ After selecting the ‘Connections’ option a list of Select as many volunteers as you would like to The ‘Mark Confirmed’ all volunteers signed up to join your session will engage with—either to ‘email’, ‘mark as function is for on-site confirmed’ or ‘mark as declined’ attendance taking. appear After you mark a volunteer as attending on-site this automatically reflects in Salesforce for the HandsOn team to see. You can mark volunteers as ‘Mark Declined’ if they do not attend your activity on the day or if you receive notice from them in advance. Again this will be instantly be reflected in Salesforce.

Connections—sending reminder emails After selecting all the volunteer connections you wish to send a reminder email to, a box will appear allowing you to compose your email. We have pre-uploaded email templates for each program for you to choose from—we encourage your feedback on the template for your program. There will be blanks for you to fill in including the start date / time, meeting location, your name and phone number. 1. Click on the ‘Email templates’ 2. Select the program you wish to send a IMPORTANT NOTES ON REMINDERS: drop-down menu to view all programs reminder for and then edit the template -  You are sending this email on and fill in necessary details. behalf of our team—it will come from the HOHK email account. We will respond to any replies we receive and mark declines in our Salesforce system. -  If volunteers contact you directly to decline please update their status in the app. -  Once you have completed your email draft please consider copying it and emailing it to us so we can upload as a modified template (it will not auto-save). -  You can send a test email to yourself first by selecting your name as the only connection. When later sending to all connections remember to include yourself on the final send for your record—we will also automatically receive a copy.

Opening a ‘chat room’ When you select the ‘Open Chat’ function, a chat room with all connections (ie. volunteers) confirmed for an activity will be added as participants. This allows you to easily communicate with volunteers without adding their numbers into your phone manually. This function will apply once more volunteers have started downloading and using the app in the coming months.

Post-event—reporting attendance and outcomes After an activity is over you can click back in The two functions you will be using are to the three dots on the right to report ‘Impact report’ and ‘Report attendance’— attendance and program outcomes back to select the one you wish to report on the HandsOn team

Impact report Reporting the impact outcomes of the programs you lead through the app is critical—you may need to obtain these from NGO staff. Please select one or two type(s) of service groups impacted from a drop- down list. It is also important that you complete any outcome figure(s) so that we have specific data. Please complete this step within 48 hours of your completed program. Outcome gathering has historically been a manual process—your support inputting impact directly into Salesforce is invaluable to our team!

Reporting attendance If you have already marked a volunteer as ‘confirmed’ on-site at the program there is no need to complete the ‘Report attendance’ step. However, if you did not get a chance to take attendance through the app during the activity then you can log in after the program to complete the process here. You can select the boxes for all the volunteers that you want to ‘Mark as attended’ or ‘Mark as not attended’.

Other Volunteer Leader portal functions Through the ‘Contacts’ tab you can contact all ‘My chats’ will open up all previous in-app volunteers who have previously joined one of your conversations you have been part of. programs via email or phone—this would be useful if an upcoming program is in need of volunteers.

Volunteer Portal

Accessing the HandsOn calendar of activities After opening up the app toggle back to the left of the screen to open up a side bar allowing you to switch back to Volunteer mode— allowing you to access the HandsOn calendar.

Managing your account The first page that will appear is a ‘My Account’ tab. This page provides an overview of your volunteer hours, upcoming activities you have signed up to and past programs. You can manage your volunteering from this page by accessing the calendar, canceling programs you cannot attend and providing feedback on past programs.

Managing your account ‘Volunteer History’ displays a list of activities you have participated in. You can click through to give your feedback on these activities. ‘Upcoming Opportunities’ shows a list of activities you are signed up to participate in. Youcan cancel your registration or add an activity to your calendar here.

Exploring the HandsOn calendar 2. Selecting a program 4. The teal-coloured ‘+’ icon opens detailed program will show the session location and number of specifics volunteers need. Click the ‘sign up’ button to register and wait to receive a confirmation email 1. Selecting ‘Opportunities’ 3. Scrolling down will show will open up a list of the dates and times of all the program’s sessions upcoming programs in need of volunteers on the HandsOn calendar

Using the calendar search function When viewing the calendar opportunities, the icon in the top right corner can be selected to open up a search box—allowing volunteers to search by key word, date(s) or issue area

Thank you for supporting our mission to empower EVERYONE in Hong Kong to volunteer— by using and sharing the HandsOn app!