Arena Volunteers: Mobilize & Manage—The Full Process
(Course #A135)
Presented by: William RossShelby Contract Trainer
©2018 Shelby Systems, Inc.Other brand and product names are trademarks or registered trademarks of the respective holders.
Objective
Topics covered in this session:
• Monitor Prospective Volunteers• Manage and communicate with your entire
volunteer ministry• Enable the reminder feature and system
emails
Monitoring Prospective Volunteers
The process for setting up monitoring of volunteers is found in Organization Settings. A green flag appears (after 24 hours) on every prospective volunteer’s record when he or she inquires about a volunteer position through your Arena website. They can also be added through the add volunteer page.
…monitoring (cont.)
There are two additional settings to populate:
Warning Profile Days = The number of days that a prospective volunteer has not had his or her tag member status updated, placing that person in warning status. After this number of days the green flag changes to yellow (caution).
…monitoring (cont.)
Critical Profile Days = The number of days that a prospective volunteer has not had his or her tag member status updated, placing that person in a critical status. This changes the flag from yellow to red.Important Note: The tag status No Contact and In Process are linked to the flag process. Modifying the two disables the flag functionality.
Managing Volunteers
The Volunteer Administration page is where all volunteer information is centralized:
EmailTexting
Create LabelsBulk Update
Serving ReminderArena Automation Agent is the first of a two-step process to send reminder emails to volunteers. The final step is to do a one-time edit of the System Email “Serving Reminder”.
Volunteer Administration
Volunteers play a major role in the success and growth of so many organizations.
The following pages take you from signup, to training, to placement, and finally serving.
Steps to become a Volunteer:
• Member searches online for a volunteer position.
• Online Signup generates a system email to a staff member or Serving Tag owner.
• The appropriate staff member calls the volunteer and fills her in on the requirements.
Steps continued:
• The church staff obtains authorization to run a background check on the volunteer and starts the background check process.
• The volunteer attends training.
• The volunteer passes the background check.
Steps continued:
• The staff member assigns the volunteer to a position.
• The volunteer receives a reminder email to serve the next weekend.
• The volunteer checks in to the position.
Email Features:• Scheduling – The volunteer receives an email about
the assignment that includes an accept or decline option.
• The staff member sees the confirmation.
• If the volunteer accepts, the volunteer receives a reminder email.
• If the volunteer declines, the staff can then seek other candidates regarding the specific assignment.
• Within the Service View on the Arena website your current volunteers can sign up for additional serving positions.
William RossShelby Contract [email protected]
After 9 years as a Shelby Staff Trainer in Cordova, TN, William transitioned to Shelby Contract Trainer status
specializing in Arena and ShelbyNext. As a Worship and Men's Leader at his local church he is known for his gift of encouragement. For Shelby customers he
creates a comfortable atmosphere for learning which stems from his passion to help others. William's philosophy is to treat others as he desires to be
treated.
