The second option for recurring events is “Recurring Event, 1 Registration Covers All Days,” which allows you to create your calendar internally and select which days a specific level will occur. 

  • This second option is ideal for situations where you have volunteer sessions that meet multiple days a week or month but the registrant only needs to register once to be registered for all the days.
  • It is also a good option if you have the event on a variety of days over several months, with no definitive recurring schedule.
  • This article only covers those items specifically related to setting up your volunteer event. To learn more about setting up events in general, please see the articles in the Events Module folder.


Event Settings Tab


1. As with all events, you will establish the Event Start and End Time and Date at the top of the Settings Tab. 


2. Under Financial Information section. Setting Free Event to YES will hide the price field from the Event Levels.

3. You may also want to relabel the Registration Info Label to indicate this collects the volunteer contact information.



4. Our example will be a volunteer event with multiple activities, each with its own schedule.


5. If you would like to be able to use the Scheduler to do internal registrations, you can mark Show on Scheduler to YES. 


6. If you share your event calendar with the public, you will set Show on Calendar to YES and select Use Ticket Level Available Days under Display Preferences. This will show each level that is available on each day that it is available. If you choose Use Event Start & End Date, the calendar will display the event across the entire duration of your event, which could be several months or more. 




7. In the Ticketing section, toggle Display Quantity to YES to show how many positions are available on any day.


8. Set Recurring Event, 1 Registration Covers All Days toggle to YES. 


 

9.  The feature needed to link your event to the Volunteer module is under the Advanced Settings near the bottom of the page. You must set Volunteer Event to YES on your event page in order for the Volunteer Registrations, Attendance and Scheduler pages to show your volunteer event. If this toggle is left as NO, you will not see this event as an option to track in the Volunteer Module, however it would still be visible in the Events Module. 



Event Setup Tab


10. In the Event Setup tab, you will add the different activities by clicking on+Add Level. 


11. You will create a level for each activity that will share a common calendar. 



12. Add the details about the shift and activities to be performed in the Description field. 


13. If the event was marked as a free event, the Price, Non-Refundable Fee, and Tax-Deductible Amount fields are not available. 


14. You'll enter the quantity of spots available in the Qty Avail. field. You should always enter some quantity in here, even it is some very high number. 


15. In the Level Purch. Limit field you can limit how many registrations can be made for this level. You should enter "1"  if you do not want your constituents to sign up for anyone other than themselves. If you want to allow people to register more than one person one the same form, you can enter a maximum number or leave blank for unlimited additional guests.


16. In the # of Attendees per Purchase field, you typically enter "1" to indicate that each registration is for a single person. 


17. You can also assign volunteers automatically to a Constituent Category and Subscribe to Email List in those fields. 


18. If you wish to make this a level that is visible internally-only set Offline Level to YES. Then this level would not be available for the public to sign up for themselves.


19. If you would like to restrict who can sign up for a specific level, you could also add an access code by toggling Use Access Code to YES.  Constituents will need to know and enter the correct access code to be able to register for that event level.



20. If you are using the Tile option to display your levels, you can upload an image on the Upload Image tab.


21. If you would like to automatically assign volunteer hours or credit units when the attendee or volunteer is checked in to the event, you can provide Time Tracking Defaults under that tab. 

  • Toggle Create time tracking on check in to YES.  
  • You can assign the Service Categories as desired.
  • By default, you would need to check in and check out the volunteer on the Attendance grid to calculate the number of hours and minutes they worked.
  • If you prefer to pre-populate the service time just based on checking in, toggle the Use level start & end time to YES to used the Start Time and End Time entered in the Level Info. You also can just enter the Hours - Minutes - Dollar Value to pre-populate those times.



22. The event level will also include a new tab called Multi Day Attendance. Clicking on this tab will allow you to establish which specific days this level will be attached too. On this tab you will see the following settings:

  • Enable Multi Day Attendance – When set to Yes, this will allow you to make your multi day selections.
  • Class Start Date – Enter or select the first day this level will occur on.
  • Class End Date – Enter or select the last date this level will occur on.
  • Days Available – Select which days of the week this level will occur on. You can select multiple days, but still customize when the event happens specifically on the calendar.
  • Start Time – Enter or select the recurring start time for this level.
  • End Time – Enter or select the recurring end time for this level.
  • Calendar – Fine tune which days this level will occur on by adding or removing dates. Ctrl + mouse click on a specific date will mark the date as selected. Selecting a date from a specific view without using the Ctrl key will deselect all previously selected dates.

23. Click Update to save your changes.



Attendee Info Tab


24. Capture Attendee Info & Event Questions is generally left to NO for recurring events unless you allow the registrants to register for more than one person. If you allow registrants to sign up for others, you can toggle Capture Attendee Info to YES to collect the name and email for each person as well as any custom questions you wish to create using the Attendee Info Fields.


25. Or, if you only need to ask a few questions of the person registering, you can set Capture Event Questions Only to YES and then create your questions in the Attendee Info Fields. The questions will only appear once, regardless of the number of people or sessions they register for.


26. Click Save & Next when complete.



27. You can continue customizing the style and thank you message. When you get to the Preview & Publish step, your page will be ready to share. 


28. On the event page, the registrants will just see the ticket levels available and be able to select a single or multiple ticket levels by entering a quantity in QTY. 


29. When they enter a value in that field, it will automatically be added to their total.



30. Depending on how you set up your form, they may also need to complete a survey or provide answers to custom questions.


31. At the bottom of the form they will complete the contact information in the Registration Information area (renamed Volunteer Contact Information in this example) and click Submit to finish their registration.



32. On the Event Attendance grid, you will see the constituents registrations for each session with a specific Attendance Date listed for each session. 


33. Unlike the recurring events option with the calendar registration, the multi-day registration shows the Event Starts On and Event Ends On dates will be the same for the entire event.