Volunteers are persons who volunteer unpaid time at your agency. Volunteers may also be enrolled in a workshop, and materials may be checked out to volunteers, depending on your agency policy.
After signing in to LACES NexGen, go to ‘More’ on the area menu and select Volunteer from the list to go to the Volunteer area. All records display by default.
Volunteer records on the grid may be filtered by using grid row filtering. This allows you to perform quick searches on specific columns. For more information about adding and applying searches, go to Search.
Shared volunteer views display at the top left of the volunteer grid on the view options dropdown list. The default view is Volunteer List, which displays columns on the grid that provide at-a-glance information about the volunteers. The view may be changed by selecting a different view from the list. This view will be in effect until you change it, even if you leave the volunteer grid temporarily by clicking on a different area, and then return to the volunteer area. For more information about views in general, or creating new views, go to View Manager.
Volunteer Toolbar
The toolbar at the volunteer grid allows you to:
•Add a new volunteer
•Make a selection
•Export to CSV
•Open the Report Manager
To add a new volunteer record, click the + Add New Volunteer icon to display the volunteer intake form.
In addition to common fields entered for identification and contact information, there are three required fields on the volunteer intake form that must be entered before the record can be saved.
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*Intake Date
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Intake date must be entered in order to populate the first line of status history at the volunteer History tab/Status History panel.
Intake date does not need to be updated each year, since the intent of this field is to track when the volunteer record was first added.
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*Last Name |
Enter how you wish the volunteer’s last name to display on the grid and in the volunteer record for sorting and reporting purposes. Make sure to enter the volunteer last name – not the volunteer first name. Last names may contain hyphens and commas.
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*First Name |
Enter how you wish the volunteer’s first name to display on the grid and in the volunteer record for sorting and reporting purposes. Make sure to enter the volunteer first name – not the volunteer last name. Last names may contain hyphens and commas.
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Should I enter the non-required fields?
When entering a record, it is good practice to enter all the information you have at the time of entry, whether the field is required or not, if you plan to track this data. This saves having to go back later and edit the record.
‘Overall Status’ is not required, but since a status history record is populated when you save the record, it is also good practice to enter this field at the time of entry. When ‘Overall Status’ is not entered, the first line of status history will display the status ‘No Value Entered.’
Potential Duplicate Message
When the person being added as a volunteer has another role in your agency, you will get the ‘Potential Duplicate’ message when the last and first name match an existing person. Click the message to verify if the person being added as a volunteer is a completely different person with the same name, or an existing person in your agency.
Open Volunteer Detail Record
Volunteer records may be opened by double-clicking on the grid row, or by clicking the details icon on the row.