Volunteer Tasks are jobs you can assign to your volunteers. Volunteer tasks can also be displayed on your public task calendar so volunteers can sign up for tasks. This automates the volunteer assignment process.
From the Argenta main menu on the left-hand side of the screen, choose Volunteerism > Volunteer Tasks. On the Volunteer Tasks list, find the volunteer task and click the corresponding open button beside it. (The list also has a "Calendar View" button if you would rather work from a formatted calendar of your tasks.)
This opens the Volunteer Task Workspace on the Task Details screen, where you can view and update everything about the task.
Status and Scheduling
Set the Task Status to either Open/Active or Closed/Complete. If the task date has passed and the task was never completed, check "This Task Was Unfulfilled"; an "Unfulfilled" stamp will mark the task in your task list. The Date Assigned field records when the task was assigned. Check "Display On Public Calendar" if you want the task to appear on your public volunteer task calendar for sign-ups.
Set the task’s start date and time and end date and time with the date and time pickers. Both are required. If you’re not sure when the task will end, just give an estimate; you can always update it again once the task is complete. The # of Hours field cannot be changed manually; it is calculated from the start and end date/time when you save the record.
Task Details
You can change the title for your task (up to 140 characters). The title displays in the task list and on your public task calendar. The Volunteer Task Description is optional.
To assign the task to a volunteer (or change the assigned volunteer), start typing in the Volunteer field and select the volunteer from the matches. You can clear the selection or open the volunteer’s record from the same field.
Select or change the Task Category; Argenta comes loaded with volunteer task categories you can use, and you can add your own. You can also record a Task Outcome. To connect the task to a task group for your public calendar, start typing in the Volunteer Task Group field and select the group. If the task is associated with one of your clients, select them in the Associated Client field; otherwise leave it unassigned.
If your organization uses Divisions, Departments, Districts and/or Precincts, you can update the corresponding fields on the task as well.
If there are any Special Instructions/Comments about the task, enter them. If special health or allergy accommodations are necessary for the task, answer Yes to the accommodations question and describe them in the field provided.
Contact & Location
Each task has a primary contact person and a location. These live on the Contact & Location page of the workspace, where you can enter the contact person’s name, email address, and phone number, and either select an Associated Org/Location from your constituents or type the location details in manually.
Files and Notes
As with any record in Argenta, you can add related files and notes. Use the Volunteer Task Files and Volunteer Task Notes pages of the workspace. The workspace also includes Connections, Notifications, and Record Permissions pages.
Saving Your Changes
Click the "Save All & Continue" button to save your changes and keep updating the task, or the "Save All & Exit" button to save your changes and return to the Volunteer Tasks list. The "Copy & Add New" button copies the task details to create a new task (save any changes you’ve made first). The "Send Volunteer Reminder" button sends the assigned volunteer a reminder about the task. The "Delete This Record" button deletes the task after a confirmation, and "Cancel & Exit" discards any unsaved changes and returns you to the list.