Volunteer Coordinator

Recruite, Schedule, and Communicate With Volunteers

Volunteer Coordinator

A Festival Volunteer Coordinator/Manager is responsible for recruiting, scheduling, and communicating with volunteers. They create registration forms, assign volunteers to roles and shifts based on availability and preference, manage shift structures, and distribute information. Read more on our Glossary of Industry Terminology.

About This Article

This article introduces the basics of handling volunteer submissions and managing responders in Crescat.

Each section is a starting point with room for exploration. If you'd like more detailed guides, you'll find links at relevant locations and in the related articles near the bottom of this page.

Contents

1. The Volunteer Registration Forms

   1. Locating the Registration Form

2. Accept & Decline Volunteers
3. Assign Festival Sections
4. Communication & Messaging
   1. Bulk Messaging
5. Announcements & Notices
6. Auto-reminders

 

 

The Volunteer Registration Forms

Volunteer forms are created on the Public Forms page. Within a Public Form you can edit, send, volunteer registration forms or copy the URL to post online. Once responses roll in, you can accept or decline submissions and schedule the responders to shifts.

Locating the Registration Form

Click "Public Forms" under your festival in the sidebar.

You can create a new public form by clicking Create in the upper right.

Then open the public form and click the Settings tab to edit the registration form. Here's a guide on Creating a Volunteer Sign-up Form.

Accept & Decline Volunteers

Once volunteers have submitted the registration form you can click the responder's name  and open the Responders tab to view more details about their submission.

In the responder's list, hover over the responder's Pending status to accept or decline their submission.

 

You can also automate emails for when submissions are accepted or declined.

Assign Festival Sections

You can assign festival sections by clicking on the responder's name, opening the responder tab, and selecting a section.

Communication & Messaging

Click on a responder and open the Communication tab.

Then fill out the desired fields to send an email or SMS message.

Some text boxes have tags you can use to insert responder details into the sent message. Click a tag to insert that responder detail wherever you're currently typing.

Bulk Messaging

To send a message to multiple responders, click the Mail Out button in the upper right.

Then follow the steps above with one addition, which is adding recipients. To add recipients, first add the festival section

 

 

Announcements & Notices

Each Volunteer gets a page where they can view their shifts or claim new shifts, as well as read important notices, announcements, and orientation articles.

To write one, open the public form with the responders you'd like to post information to, then click the Info Sections tab at the top. Once there, click Create in the upper right to start writing.

Auto-reminders

You may send timed reminders of shifts or other details that may be important to crew or responders. You can decide how many hours before the event Crescat will send the reminder to the selected people.

To write a reminder, open the Settings for your festival and click Reminders under Members. Then select Auto-generated Reminders.

 

Then click Create in the upper right.

 

Once you select your communication type, you can start composing your message. You can use tags to dynamically insert responder data into the email body.

Related Articles

Creating a Volunteer Registration Form

Info Sections

Email Templates

Assigning Shifts