CiviCRM Community Forums (archive)

I am in a sports club (track & field). We arrange several competitions every year. We have a pool of volunteers. Persons with different expirience. For each competition, we pick out people to do different tasks (starter, starter helper, timing, long jump staff, high jump staff etc.). We try to pick people with less experience to work with more experienced people (so that people can learn from each other). We also try to avoid that the same person beeing used in all our competitions.

We are looking for a system where we can asign tasks to people from our pool of volunteers. They dont aply to the task, we asign persons to a task. We wish for a system where we send an email (or a sms) to inform the person about their task and they have to reply to say if they can come or not. We also want so send reminders a few days before the competition. If people can not do their asigned task, we have to reasign the task to an other person.

I have been looking at CiviCRM Volunteer, but as I understand, people here have to show interest in beeing a volunteer in a spesific event. We have a pool of persons that already have showed interest to support the club and be volunteers / helpers in our competition. We want to asign tasks to persons already in our pool of persons. We want them to confirm that they are able to come to the event and do their task. We need a function to remind persons that have not answered, to confirm their task. We want to remind all confirmed persons of the event a few days ahead for the event/competition. It would be nice to have a history on every person showing the task they have been doing and how many hours they have been working.

Do you have a solution for us?

Agree with Erik - but also thinking through some of the workflow - if you include checksums in your reminders so people get an 'instant login' to a prefilled form where they can just hit a 'confirm' button will help - but that also seems like the point at which I would want them to be adding that information to the Activity directly, and from memory that is not so easy using civi out-of-the-box (or wasn't, has anything changed) but can easily be undertaken when using Drupal as the CMS (I see you are on Joomla) thanks to the way the Webform-CiviCRM module brings more options together.

I think there is an option to have replies come in to civicrm so they get recorded as an Activity which might be the other way to automate a 'who confirmed v who did not' since that seems to be one of the pressure points in the workflow that i assume weould be desirable to at least semi-automate rather than having someone receiving the confirmations manually.

Ah, that said, where are we at with RSVP for events?

(apologies if this is another 'pete thinking aloud' type post)

Drupal definitely opens a lot of options in terms of letting people 'self manage' especially in regard to Activities (Tasks)

for example

You 'assign' the Task to the person - they get notified in one of several ways, and that notification can include a link back to a form, that will prefill with their name (and other contact details if you want) and lets the accept/decline the Activity.

This can then alert your managers to these so they can step in and find someone else they can assign that task to.

And they can have more options Drupal to have tables with filters to display the outcome/status of all the Task requests than CiviCRM directly offers IMO.