Volunteer Tasks are jobs you can assign to your volunteers. Once a volunteer has been added in Argenta, a volunteer task can be created and assigned to them. Volunteer tasks can also be displayed on your public task calendar so volunteers can sign up for them, which automates the volunteer assignment process.
To get started, choose Volunteerism > Volunteer Tasks from the main menu on the left-hand side of the screen. This opens the Volunteer Tasks list.
From the list, click the Add New button. Argenta creates a new task and opens it in the Volunteer Task Workspace, starting on the Task Details screen. This is where you enter the specifics of the task.
Task Details
Record Level Permissions - At the top of the screen you can set how the record is protected. Turn on Set As View Only to let others see the record but not edit it, or turn on Lock This Record to prevent users from viewing or updating it unless they are a master admin or are listed on the Record Permissions tab. Record access is also affected by chapter, division, department, district, and precinct, so users restricted by those settings will only see records they have been granted access to.
Display On Public Calendar - Check this box to publish the task to your public volunteer task calendar so volunteers can sign up for it.
Task Status - A new task defaults to Open/Active. Change it to Closed/Complete once the task is finished. You can also check This Task Was Unfulfilled if the task was not completed.
Date Assigned - Optionally enter the date the task was assigned to the volunteer. You can type the date or use the date picker.
Volunteer - To assign the task to a volunteer, start typing the volunteer's name and select them from the list. Leave it unassigned if no one is assigned yet.
Start Date & Time and End Date & Time - Enter the start and end of the task. Both are required. You can type the values or use the pickers.
# of Hours - This fills in automatically when you save, based on the start and end date/time you entered. It is read-only.
Volunteer Task Title - Enter a descriptive title for the task. This is required and can be up to 140 characters. The title shows in the task list and on your public task calendar.
Volunteer Task Description - Optionally describe the task.
Task Category and Task Outcome - Select a category and, if applicable, an outcome from the drop-down lists. If the value you need is not listed, you can add a new one right from the drop-down.
Volunteer Task Group - If this task belongs to a task group, start typing the group name and select it.
Associated Client and Associated Member - If the task is tied to a specific client or member, start typing the name and select the record.
Chapter, Division, Department, District, and Precinct - If the task belongs to a specific chapter, division, department, district, or precinct, select it from the drop-down lists. Choose the district before the precinct.
Mileage and Amount Per Mile - If the task involves mileage, enter the number of miles and the reimbursement amount per mile.
Special Instructions/Comments - Enter any special instructions or comments for the task here.
Are special health or allergy accommodations necessary for this task? - Choose Yes or No. If you choose Yes, describe the accommodations in the box that follows.
Saving the Task
When you are finished, click Save All & Exit to save and return to the list, or Save All & Continue to save and keep working. The action row also includes Copy & Add New (to duplicate the task), Send Volunteer Reminder (to email the assigned volunteer), Delete This Record, and Cancel & Exit.
Contact & Location
The contact and location details for a task live on their own Contact & Location tab in the workspace. Open that tab to enter the contact person's name, email address, phone, and extension, and to set the task location. You can pick an Associated Org/Location to fill the address from that organization's record, or enter the task location name, address, city, state, postal code, and any delivery or parking instructions manually. If you have a public volunteer task calendar, the location information here is what displays on the calendar.
Other Workspace Tabs
Along the top of the workspace you will find the rest of the task tabs: Task Details, Connections, Contact & Location, Notifications, Volunteer Task Files, Volunteer Task Notes, and Record Permissions. Use the Volunteer Task Files tab to attach related files and the Volunteer Task Notes tab to add notes to the task. Use the Record Permissions tab to grant specific users access. It has two areas, View Only Access and Locked Record Access; in either one, start typing a user’s name in the Add User box, select them, then click Add.