Quick Start Guide for Organizers

Welcome to the Golden family! Whether you're an enterprise client currently going through the onboarding process or looking to train a new staff member, this guide is here to help you get started with everything you need to know about the Golden platform.

Golden Lexicon

At Golden, we use specific terms that might be new to you. Here are the key ones you'll encounter:

Organizer Dashboard - Your central command center on Golden, typically representing a single entity like a non-profit, company, or school. Use it to create opportunities for volunteers or organize large groups to participate in opportunities. Access your Organizer Dashboard [here].

Volunteer Portal - The website and mobile app where volunteers discover and sign up for opportunities. Volunteer Portals can be customized and branded to match your organization's identity, providing a seamless experience for your volunteers.

Getting Started

How to Invite Users

Inviting users to your Golden Organizer Dashboard is simple and helps you build your team efficiently.

Who Can Invite Users: Organization administrators and users with appropriate permissions can send invitations to new team members.

Steps to Invite Users:

Navigate to your Organizer Dashboard
Go to Settings or Team Management section
Click "Invite Users" or "Add Team Member"
Enter the email address of the person you want to invite
Select their role and permissions (Admin, Manager, Opportunity Manager, etc.)
Click "Send Invitation"

What Happens Next: The invited user will receive an email with an invitation link. They'll need to click the link to accept the invitation and set up their account. If they don't respond, you can resend the invitation from the dashboard.

User Roles Available:

Administrator: Full access to all dashboard features
Manager: Can create and manage opportunities and participants
Opportunity Manager: Limited to managing specific opportunities
Viewer: Read-only access to reports and data

Steps to a Great Launch

Launching your Golden platform successfully sets the foundation for effective volunteer management. Follow these key steps to ensure a smooth rollout.

Pre-Launch Checklist:

Complete Your Organization Profile
- Add your organization information
- Write a compelling organization description
- Include contact information and social media links
Customize Your Volunteer Portal
- Apply your brand colors and styling
- Configure your custom domain (if applicable)
- Set up your portal homepage content
Set Up Your Team
- Invite key staff members to the Organizer Dashboard
- Assign appropriate roles and permissions
- Provide training on platform features
Create Your First Opportunities
- Start with 2-3 pilot opportunities
- Include clear descriptions, dates, and requirements
- Add engaging photos
Configure Settings
- Set up custom questions for registration
- Configure email notifications
- Enable features like background checks or workflows (if needed)

Launch Day:

Test the volunteer registration process yourself
Share opportunity links with your existing volunteer base
Promote through your website, social media, and email newsletters
Have team members ready to answer questions

Post-Launch:

Monitor registrations and respond promptly
Gather feedback from early volunteers
Make adjustments based on initial data
Schedule regular check-ins with your team

Data Import and Migration Policy

Golden provides data import services to help you transition from your previous volunteer management system seamlessly.

What Data Can Be Imported:

Volunteer profiles (names, emails, phone numbers, addresses)
Historical volunteer hours and activity records
Opportunity information
Custom fields and volunteer tags/groups

Import Process:

Consultation: Schedule a call with your Client Strategist to discuss your data migration needs
Data Preparation: Export your data from your current system in CSV or Excel format
Data Mapping: Work with Golden's team to map your existing fields to Golden's data structure
Import Execution: Golden's team will securely import your data
Verification: Review imported data and report any discrepancies

Important Considerations:

Data Privacy: All data transfers are encrypted and handled according to GDPR and data protection standards
Data Cleanup: Consider cleaning duplicate or outdated records before import
Timeline: Data imports typically take 1-2 weeks depending on complexity
Cost: Data import services may be included in your onboarding package; contact your Client Strategist for details

Self-Service CSV Upload: For ongoing volunteer additions, you can use the CSV upload feature directly in your dashboard (see "Can I upload a CSV to add volunteers?" below).

Dashboard Essentials

How Do I Navigate the Dashboard?

The Golden Organizer Dashboard is designed to give you quick access to all essential volunteer management tools.

Main Navigation Sections:

Overview/Home

Dashboard home with key metrics and quick stats
Recent activity feed
Upcoming opportunities at a glance

Opportunities

View all your opportunities
Create new opportunities
Manage existing opportunities
Access opportunity templates

Participants/Volunteers

Complete volunteer database
Search and filter volunteers
View individual volunteer profiles
Export volunteer data

Insights/Analytics

Volunteer hours reports
Registration and attendance data
Impact metrics and productivity footprint
Custom report generation

Network (if applicable)

Manage network affiliations
Share opportunities across organizations
Collaborate with partner organizations

Settings

Organization profile
Team management
Portal customization
Integrations and workflows
Billing information

Quick Actions: Look for the "+" or "Create" button in the top navigation to quickly create new opportunities, add volunteers, or perform common tasks.

Search Functionality: Use the global search bar to quickly find volunteers, opportunities, or specific information across your dashboard.

How Do I Create an Opportunity?

Creating opportunities in Golden is straightforward and flexible to accommodate various volunteer activities.

Step-by-Step Guide:

Navigate to Opportunities
- Click "Opportunities" in the main navigation
- Click "Create Opportunity" or the "+" button
Enter Basic Information
- Title: Create a clear, descriptive title
- Description: Explain what volunteers will do, what to expect, and why it matters
- Location: Add the address or mark as "Virtual/Remote"
Set Date and Time
- Choose between single event, recurring, or ongoing opportunity
- For recurring: Set frequency (daily, weekly, monthly) and end date
- Add specific time slots or shifts if applicable
Configure Capacity and Registration
- Set minimum and maximum number of volunteers
- Enable waitlist if needed
- Set registration deadline
Add Requirements (Optional)
- Minimum age requirement
- Background check requirement
- Required skills or qualifications
- Custom questions for volunteers
Upload Media
- Add engaging photos (recommended size: 1200x675px)
- Include multiple images if available
Set Visibility
- Choose who can see the opportunity (public, specific groups, invitation-only)
- Set publication date if scheduling for future
Review and Publish
- Preview how the opportunity will appear to volunteers
- Click "Publish" or "Save as Draft"

Pro Tips:

Use compelling language that highlights impact
Include specific details about what to bring or wear
Be clear about parking, accessibility, and other logistics
Add contact information for questions

Can I Upload a CSV to Add Volunteers?

Yes! Golden supports CSV uploads to bulk add volunteers to your database, saving you significant time when onboarding large groups.

How to Upload a CSV:

Prepare Your CSV File
- Required fields: First Name, Last Name, Email
- Optional fields: Phone, Address, City, State, ZIP, Birthday, Custom Fields
- Ensure email addresses are unique (duplicates will be flagged)
Access the Upload Tool
- Go to Participants/Volunteers section
- Look for "Import" or "Upload CSV" button
- Some dashboards may have this under "Actions" menu
Upload and Map Fields
- Upload your CSV file
- Map your CSV columns to Golden's fields
- Review the mapping to ensure accuracy
Review and Confirm
- Check for any errors or warnings
- Review duplicate detection results
- Confirm the import
Verification
- Golden will process the upload
- You'll receive a summary of successfully added volunteers
- Any errors will be reported for correction

CSV Format Guidelines:

Use .csv or .xlsx format
First row should contain column headers
Use standard date formats (MM/DD/YYYY)
Avoid special characters in names
One volunteer per row

Common Issues and Solutions:

Duplicate Emails: Golden will detect existing volunteers and skip duplicates
Missing Required Fields: Rows with missing first name, last name, or email will be rejected
Formatting Errors: Ensure phone numbers and dates follow consistent formatting

Post-Upload: After uploading, you can assign volunteers to groups, tag them, or add them to specific opportunities as needed.

Opportunity & Volunteer Management

How Do I Add Recurring Time Slots/Scheduled Shifts?

Golden makes it easy to create opportunities with multiple shifts or recurring schedules, perfect for ongoing volunteer programs.

Types of Scheduling:

1. Single Event with Multiple Shifts

Create one opportunity with multiple time slots on the same day
Example: Morning shift (9 AM-12 PM) and Afternoon shift (1 PM-4 PM)

2. Recurring Opportunity

Automatically creates repeated instances (daily, weekly, monthly)
Example: Every Tuesday from 10 AM-2 PM for 3 months

3. Flexible/Ongoing

Volunteers can log hours anytime within a date range
Perfect for remote or self-directed opportunities

How to Add Shifts:

For Single Events:

When creating an opportunity, look for "Add Time Slot" or "Add Shift"
Enter start and end time for each shift
Set capacity for each shift separately
Volunteers can choose which shift to register for

For Recurring Opportunities:

Select "Recurring" opportunity type
Set the frequency (every day, every week, every 2 weeks, etc.)
Choose which days of the week (for weekly recurrence)
Set start date and end date or number of occurrences
Set time for each occurrence
Each recurrence will be created as a separate opportunity instance

Managing Scheduled Shifts:

View all upcoming shifts in the opportunity details
Edit individual shifts without affecting the entire series
Cancel specific shifts if needed
Track registrations per shift

Best Practices:

Give each shift a descriptive name if tasks differ
Set appropriate capacities for each shift
Send reminders specific to each shift
Consider volunteer preferences when creating schedules

How Do I Share Opportunities?

Golden provides multiple ways to share opportunities and reach the right volunteers.

Sharing Methods:

1. Direct Link

Each opportunity has a unique URL
Copy and paste the link to share via email, text, or social media
Find the share link in the opportunity details page

2. Email Notifications

Golden automatically notifies relevant volunteers when new opportunities are published
Send targeted emails to specific volunteer groups
Use the "Notify" feature to alert volunteers about opportunities

3. Social Media Sharing

Use built-in social sharing buttons
Automatically includes opportunity image and description
Share to Facebook, Twitter, LinkedIn

4. Embed on Your Website

Use Golden's widget to display opportunities on your website
Opportunities update automatically
Customizable to match your site design

5. Volunteer Portal

All published opportunities appear in your branded Volunteer Portal
Volunteers can browse and filter opportunities
Mobile-friendly for on-the-go access

6. Network Sharing (if applicable)

Share opportunities with partner organizations in your network
Control which organizations can see and share your opportunities
Track registrations from network partners

Visibility Settings:

Public: Anyone can view and register
Private: Only invited volunteers can see and register
Group-Specific: Only members of selected groups can access
Link-Only: Only people with the direct link can register

Targeting Specific Volunteers:

Filter by volunteer groups
Filter by skills or qualifications
Send invitations to volunteers who match opportunity requirements
Use custom reservations for corporate or group partnerships

What Are the Different Opportunity Types?

Golden supports various opportunity types to accommodate different volunteer engagement models.

Opportunity Types:

1. Event-Based Opportunities

Single occurrence or one-time events
Has specific date(s) and time(s)
Example: Beach cleanup on Saturday, 9 AM-12 PM
Volunteers register for specific shifts

2. Recurring Opportunities

Repeats on a regular schedule
Can be daily, weekly, or monthly
Example: Weekly tutoring every Wednesday
Each occurrence can be managed individually

3. Ongoing/Flexible Opportunities

No specific date or time
Volunteers log hours when they complete activities
Example: Remote data entry, complete anytime within a month
Great for virtual or self-directed volunteering

4. Group Opportunities

Designed for groups to register together
Corporate volunteer events or team activities
Can set group size minimums and maximums
Example: Corporate Day of Service

5. Custom Reservation Opportunities

Created for specific corporate partners or groups
Invitation-only with custom terms
Can include unique requirements or benefits
Streamlines corporate partnership management

6. Training/Onboarding Opportunities

Required before volunteers can access other opportunities
Can be linked to workflow automation
Tracks completion and certification
Example: Volunteer orientation or safety training

Choosing the Right Type:

One-time events: Use Event-Based
Regular schedule: Use Recurring
Self-paced tasks: Use Ongoing/Flexible
Corporate partners: Use Custom Reservations or Group
Volunteer preparation: Use Training/Onboarding

Opportunity Settings by Type:

Each type allows you to configure:

Registration requirements
Capacity limits
Custom questions
Check-in/attendance tracking
Hour calculation methods
Impact metrics

Template Opportunities

Templates allow you to save time by reusing opportunity configurations for similar events.

What Are Templates?

Templates are pre-configured opportunity settings that you can reuse to quickly create new opportunities without starting from scratch.

Creating a Template:

From an Existing Opportunity:

Open an opportunity you want to use as a template
Look for "Save as Template" or similar option
Give the template a descriptive name
Template is now saved for future use

From Scratch:

Navigate to Opportunities section
Select "Create Template" or "Templates" tab
Configure all standard settings (description, requirements, custom questions)
Save the template

Using Templates:

When creating a new opportunity, select "Use Template"
Choose your saved template
Review and modify specific details (dates, location, capacity)
All other settings are pre-populated
Publish when ready

What Gets Saved in Templates:

Opportunity description and instructions
Custom questions
Requirements (age, background checks, skills)
Default capacity settings
Registration settings
Email notification preferences
Impact metrics configuration

What You Still Need to Add:

Specific dates and times
Location (if it varies)
Opportunity-specific photos
Actual capacity numbers (if different from default)

Best Practices:

Create templates for your most common opportunity types
Use descriptive template names (e.g., "Weekly Food Distribution Template")
Update templates when you improve your opportunity descriptions
Share templates with team members for consistency

Examples of Good Templates:

New Volunteer Orientation
Weekly Meal Service
Monthly Community Garden Day
Corporate Volunteer Day
Virtual Volunteer Opportunity

How to Automate the Volunteer Vetting, Training, or Onboarding Process

Golden's workflow automation helps you streamline volunteer onboarding by automatically managing background checks, training requirements, and credential verification.

What Are Workflows?

Workflows are automated sequences that guide volunteers through required steps before they can participate in certain opportunities.

Common Workflow Use Cases:

Background Check Workflow
- Volunteer registers for opportunity
- System automatically sends background check invitation
- Opportunity access granted only after check completion
Training & Orientation Workflow
- New volunteer signs up
- Required to complete orientation opportunity
- System tracks completion and grants access to other opportunities
Credential Verification Workflow
- Volunteer must upload certifications (CPR, driving license, etc.)
- Admin reviews and approves
- Volunteer can then register for opportunities requiring those credentials

Setting Up a Workflow:

Navigate to Settings/Workflows
- Access workflow configuration in your dashboard
- May be under "Settings" or "Automation"
Create a New Workflow
- Click "Create Workflow"
- Give it a descriptive name
Define Workflow Steps
- Trigger: What starts the workflow (registration, profile creation, etc.)
- Actions: What happens automatically (send invitation, assign credential, etc.)
- Conditions: Requirements that must be met
Configure Each Step
- Background Checks: Integrate with background check providers
- Training: Link to required training opportunities
- Documents: Specify required document uploads
- Approval: Set who needs to approve each step
Apply to Opportunities
- Mark which opportunities require workflow completion
- System automatically enforces requirements

Workflow Components:

Invitations

Automatically send credential or background check invitations
Track invitation status
Send reminders for incomplete steps

Status Tracking

View volunteer progress through workflow
Identify bottlenecks
Send nudges to volunteers who haven't completed steps

Conditional Logic

Create different paths based on volunteer responses
Example: If volunteer is under 18, require parental consent

Notifications

Automated emails at each workflow stage
Customizable messaging
Admin notifications for approvals needed

Best Practices:

Keep workflows as simple as possible
Clearly communicate requirements to volunteers upfront
Test workflows before applying to live opportunities
Provide help resources for volunteers completing requirements
Monitor completion rates and optimize as needed

Example Workflow: New Volunteer Onboarding

Volunteer creates account
System sends welcome email with next steps
Volunteer required to complete online orientation
After orientation, volunteer must complete background check
Once background check clears, volunteer receives "Approved" status
Volunteer can now register for all opportunities

How Do I Edit Participant Hours?

As an organizer, you have the ability to manually adjust volunteer hours to ensure accurate record-keeping.

Why Edit Hours?

Correct errors in reported hours
Add hours for volunteers who forgot to check in/out
Adjust hours for partial attendance
Add hours from external activities not tracked in system

How to Edit Hours:

Method 1: From Participant Profile

Navigate to Participants/Volunteers
Search for and select the volunteer
Go to their "Hours" or "Activity" tab
Find the specific opportunity or entry
Click "Edit" or the pencil icon
Modify the hours
Add a note explaining the change (recommended)
Save changes

Method 2: From Opportunity Details

Go to the specific opportunity
Navigate to "Registrations" or "Attendance" tab
Find the volunteer's record
Edit their hours directly
Save changes

Adding New Hour Entries:

Go to volunteer's profile
Click "Add Hours" or "Manual Entry"
Select the opportunity (or mark as "Other")
Enter date and hours
Add description
Save

Best Practices:

Always add a note when editing hours for audit trail
Verify hours with volunteer if significantly different from check-in/out times
Regular audits help maintain accurate records
Consider setting permissions for who can edit hours

Bulk Hour Adjustments:

For opportunities where multiple volunteers need hour adjustments:

Export attendance data to CSV
Edit hours in spreadsheet
Re-import (if supported) or make individual edits

Impact on Reports:

Edited hours immediately reflect in all reports and analytics
Historical data shows the adjustment
Audit logs track who made changes and when

Best Practices

What Do I Do If a Volunteer Doesn't Have an Email Address?

While Golden is primarily email-based, there are solutions for volunteers without email access.

Options:

1. Create a Shared Email Account

Create a generic email for offline volunteers (e.g., communityvolunteers@yourorg.org)
Register volunteers under this shared email with unique names
Manage these volunteers through phone or in-person communication
Print schedules and confirmations for them

2. Use Phone Numbers as Primary Contact

Still require an email for system purposes (use organization email)
Add phone number in volunteer profile
Use SMS notifications if integrated
Maintain paper records as backup

3. Paper Registration System

Register volunteers in person
Organizer enters information into Golden on their behalf
Print confirmation and schedules
Manual check-in at events

4. Family Member or Representative Email

Use email of family member or social worker with volunteer's consent
Clearly note in profile notes whose email is being used
Ensure privacy and communication preferences are respected

5. Kiosk Mode (for on-site volunteers)

Set up a tablet or computer at your location
Volunteers can check in using phone number or name lookup
No email needed for check-in process

Important Considerations:

Privacy: Always get consent before using someone else's email
Communication: Have alternative communication methods in place
Check-in: Use name-based check-in rather than email verification
Record-Keeping: Maintain accurate records despite email limitations

Technical Solution:

Some organizations create a pattern like:

firstname.lastname.nomail@yourorganization.org
This maintains uniqueness while indicating no actual email

For Specific Groups:

Youth Volunteers: Use parent/guardian email with consent
Senior Volunteers: Partner with senior centers that may have shared emails
Individuals Experiencing Homelessness: Coordinate with case managers or social workers

Custom Reservations: Working Together with Corporate Partners

Custom Reservations streamline volunteer coordination with corporate partners and large groups, providing dedicated opportunities with customized terms.

What Are Custom Reservations?

Custom Reservations are special opportunities created specifically for corporate partners or large groups, with unique settings and often private access.

Benefits:

For Your Organization:

Simplified coordination with regular corporate partners
Customized impact reporting for sponsors
Streamlined communication
Professional appearance and dedicated management

For Corporate Partners:

Easy registration for their entire team
Consistent volunteering experience
Simplified scheduling
Custom impact metrics

Setting Up Custom Reservations:

1. Create a Partnership Agreement

Discuss volunteer capacity and frequency
Agree on opportunity types
Set expectations for communication
Establish impact reporting requirements

2. Create the Custom Opportunity

Use "Custom Reservation" opportunity type
Set as private/invitation-only
Configure group registration settings
Add partner-specific custom questions
Include partner branding if appropriate

3. Invite Corporate Partner

Send custom invitation link
Provide registration instructions
Include partner contact for questions
Set registration deadline if applicable

4. Manage the Event

Communicate directly with corporate coordinator
Send pre-event details and preparation materials
Provide on-site coordinator contact
Track attendance

5. Post-Event Follow-Up

Send thank-you message
Provide impact report with photos
Gather feedback
Schedule next opportunity

Custom Reservation Features:

Private Access

Only invited users can see and register
Custom URL for easy sharing with partner

Group Management

Register entire team at once
Track which company/department volunteers are from
Coordinate group size and logistics

Custom Fields

Add partner-specific questions
Capture employee IDs or department information
T-shirt sizes for group orders
Dietary restrictions for group meals

Dedicated Communication

Separate email templates for corporate partners
Custom reminder schedules
Partner-specific messaging

Custom Reporting

Generate impact reports for specific partners
Include photos and volunteer testimonials
Track year-over-year engagement
ROI and impact metrics

Best Practices:

Communication:

Designate a primary contact at your organization
Have a single point person at the corporate partner
Set clear communication timelines
Confirm details 1 week and 1 day before event

Planning:

Have backup activities in case of weather or other issues
Plan for various skill levels
Provide clear instructions and safety guidelines
Have supplies and materials ready

Impact Reporting:

Take photos (with permission)
Collect volunteer testimonials
Quantify impact (meals served, trees planted, etc.)
Send report within 1 week of event

Relationship Building:

Regular check-ins with partner
Invite them to planning sessions
Recognize their contributions publicly
Create multi-year partnerships

Example Custom Reservation Flow:

TechCorp wants monthly volunteer days
Create "TechCorp Monthly Volunteer Day" template
Add custom fields: Employee ID, Department, Manager Name
Send custom invitation link to TechCorp HR coordinator
They share with employees who self-register
Send pre-event details to all registered volunteers
Host event with TechCorp-specific activities
Send impact report with photos and metrics
Schedule next month's opportunity

How Do I Create Groups?

Groups help you organize volunteers by characteristics, skills, interests, or affiliations, making it easier to target communications and opportunities.

What Are Groups?

Groups are volunteer segments that you create to categorize volunteers for better management, targeted communications, and opportunity matching.

Types of Groups:

Skill-Based Groups

Language skills
Professional expertise (medical, legal, construction)
Technical abilities (graphic design, IT)

Interest-Based Groups

Environmental volunteers
Youth mentors
Animal welfare volunteers
Arts and culture

Demographic Groups

Youth volunteers (under 18)
Senior volunteers (65+)
College students
Families

Affiliation Groups

Corporate partner employees
Members of specific organizations
School or university affiliations
Community associations

Status/Level Groups

New volunteers
Active volunteers
Leadership volunteers
Alumni volunteers

Creating a Group:

Manual Group Creation:

Navigate to Participants or Groups section
Click "Create Group" or "New Group"
Name your group (e.g., "Spanish Speakers")
Add description (optional)
Select group members:
- Add volunteers individually
- Upload CSV with volunteer emails
- Use filters to auto-populate
Save group

Automatic Group Assignment:

Based on custom question responses
Triggered by workflow completion
Assigned upon registration for specific opportunities

Using Groups:

Target Opportunity Invitations

When creating an opportunity, specify which groups to notify
Send targeted emails to specific groups
Create group-exclusive opportunities

Filter and Search

Quickly find volunteers with specific characteristics
Filter reports by group membership
Export group member lists

Custom Communications

Send group-specific newsletters
Targeted volunteer opportunities
Group-specific updates and announcements

Opportunity Assignment

Auto-assign volunteers to opportunities based on group membership
Prioritize registration for certain groups
Set group-based capacity limits

Managing Groups:

Add/Remove Members

Update group membership anytime
Bulk add/remove using CSV
Volunteers can be in multiple groups

Group Permissions

Control who can view group information
Set who can add/remove members
Manage group communication settings

Group Tags

Add additional tags to groups for further organization
Use tags for reporting and filtering

Best Practices:

Keep Groups Organized:

Use clear, descriptive group names
Create a group naming convention
Don't create too many overlapping groups

Regular Maintenance:

Review and update group memberships quarterly
Remove inactive volunteers
Archive outdated groups

Communication:

Be transparent with volunteers about group membership
Allow volunteers to opt-in to interest-based groups
Respect communication preferences

Privacy:

Be mindful of sensitive group categorizations
Ensure group data is secure
Follow data protection regulations

Example Group Structure:

Skills Groups:

Medical professionals
Construction/Handyman skills
Language: Spanish
Language: Mandarin
IT/Tech skills
Graphic designers

Program Groups:

Food bank volunteers
Tutoring program
Environmental cleanup
Event volunteers

Partner Groups:

TechCorp employees
University of ABC students
Lions Club members
Rotary Club members

Status Groups:

New volunteers (< 3 months)
Active volunteers
Inactive volunteers (no activity in 6 months)
Super volunteers (50+ hours/year)

"Opportunity Manager" - Organizer Best Practices

The Opportunity Manager role is designed for team members who create and manage specific opportunities without needing full dashboard access.

What Is an Opportunity Manager?

An Opportunity Manager is a limited-permission role perfect for program coordinators, event leads, or department managers who need to run their own opportunities but don't need access to organization-wide settings or data.

Opportunity Manager Permissions:

What They CAN Do:

Create new opportunities in their assigned area
Edit opportunities they've created or been assigned to
View and manage registrations for their opportunities
Check in volunteers
Send communications to registered volunteers
View reports for their opportunities
Edit participant hours for their opportunities

What They CANNOT Do:

Access organization-wide settings
Manage other users' opportunities (unless assigned)
View full volunteer database
Access billing or payment information
Change organization branding or portal settings
Create or manage workflows
Access all organizational reports

When to Use Opportunity Managers:

Multi-Program Organizations

Different coordinators for food bank, tutoring, events
Each manager handles their program independently

Large Organizations

Department-specific volunteer programs
Regional or branch-level coordination

Volunteer-Led Programs

Experienced volunteers leading specific initiatives
Rotating leadership roles

School or University Settings

Faculty or staff leading service-learning projects
Club advisors managing student volunteer activities

Setting Up Opportunity Managers:

1. Invite the User

Go to Settings > Team or User Management
Click "Invite User"
Enter their email
Select "Opportunity Manager" role
Specify which opportunities they can manage (if applicable)

2. Assign Opportunities

When creating an opportunity, assign an Opportunity Manager
Or edit existing opportunities to add a manager
Managers receive notifications about their assigned opportunities

3. Provide Training

Walk through their specific dashboard view
Explain their responsibilities and limitations
Provide documentation for common tasks

Best Practices for Organizations:

Clear Responsibilities

Define exactly what Opportunity Managers are responsible for
Set expectations for response times
Clarify escalation paths for issues

Communication Structure

Regular check-ins with Opportunity Managers
Shared calendar for all opportunities
Central communication hub (Slack, email list)

Quality Control

Review opportunities before publication (optional)
Standardized opportunity descriptions and branding
Templates for Opportunity Managers to use

Support System

Provide resources and training materials
Have an administrator available for questions
Create a help guide specific to Opportunity Managers

Reporting

Aggregate reports across all managers
Share success metrics
Identify areas for improvement

Best Practices for Opportunity Managers:

Creating Opportunities

Use organization templates when available
Follow naming conventions
Include clear, detailed descriptions
Add high-quality photos

Managing Volunteers

Respond to questions within 24 hours
Send confirmation and reminder emails
Be present for check-in/check-out
Follow up with thank-you messages

Record Keeping

Accurately track attendance and hours
Document any incidents or issues
Keep notes on volunteer feedback

Communication

Keep administrator informed of major issues
Report on opportunity success and challenges
Share volunteer testimonials and stories

Example Scenarios:

Food Bank Coordinator (Opportunity Manager)

Creates weekly food distribution opportunities
Manages volunteer schedules and assignments
Tracks food distributed and families served
Communicates directly with food bank volunteers
Reports monthly metrics to organization administrator

Youth Programs Manager (Opportunity Manager)

Creates tutoring and mentorship opportunities
Ensures background check completion
Matches tutors with students
Manages the youth volunteer database
Coordinates with school partners

Tracking Impact Metrics with "Productivity Footprint"

Golden's Productivity Footprint feature allows you to track and quantify the tangible impact of volunteer work beyond just hours served.

What Is Productivity Footprint?

Productivity Footprint captures measurable outcomes from volunteer activities such as meals served, trees planted, students tutored, or any custom impact metric important to your organization.

Why Track Impact Metrics?

Demonstrate tangible outcomes to funders and stakeholders
Motivate volunteers by showing real-world impact
Make data-driven decisions about programs
Calculate social return on investment (SROI)
Share compelling stories and statistics

Setting Up Impact Metrics:

1. Define Your Metrics Identify what you want to track for each opportunity type:

Food Bank: Meals served, pounds of food distributed, families served
Environmental: Trees planted, pounds of trash collected, acres cleaned
Education: Students tutored, books read, homework sessions
Construction: Square feet painted, rooms renovated, repairs completed
Animal Welfare: Animals cared for, adoption events held, pets fostered

2. Configure Opportunity Metrics When creating or editing an opportunity:

Add custom impact fields
Set units of measurement
Provide clear instructions for volunteers or staff
Make required or optional

3. Collect Data

Volunteers self-report during check-out
Staff enters data after event
Integrate with external tracking systems
Import from spreadsheets

4. Review and Verify

Admin reviews submitted metrics
Correct any obvious errors
Validate against external records

Example Configurations:

Food Distribution Opportunity:

Metric 1: Number of meals served
Metric 2: Pounds of food distributed
Metric 3: Number of families served

Tree Planting Event:

Metric 1: Number of trees planted
Metric 2: Acres restored
Metric 3: Species diversity count

Tutoring Program:

Metric 1: Number of students tutored
Metric 2: Total tutoring hours (auto-calculated)
Metric 3: Subject areas covered

Using Impact Data:

Reports and Analytics

View total impact across all opportunities
Filter by date range, opportunity type, or volunteer group
Export data for grant applications
Share with board members and stakeholders

Volunteer Recognition

Show individual volunteers their personal impact
Create leaderboards (optional)
Include impact in volunteer appreciation messages

Fundraising and Communications

Include impact statistics in appeals
Highlight outcomes in newsletters
Share on social media with compelling visuals
Create annual impact reports

Program Evaluation

Identify most impactful programs
Allocate resources based on outcomes
Adjust strategies to maximize impact
Track progress toward organizational goals

Best Practices:

Make It Simple

Don't track too many metrics per opportunity
Use round numbers when possible
Provide examples and guidance

Ensure Accuracy

Train volunteers and staff on proper tracking
Have verification processes
Cross-reference with other data sources

Be Consistent

Use standard metrics across similar opportunities
Maintain consistent units of measurement
Track the same metrics over time for trends

Tell the Story

Convert numbers to meaningful narratives
"Enough meals to feed 500 families for a week"
"Equivalent to removing 100 cars from the road"

Respect Privacy

Some impacts involve sensitive data (e.g., individuals served)
Aggregate data to protect privacy
Get consent before sharing stories or photos

Calculate Social Value (Advanced)

Assign dollar values to volunteer hours and outcomes
Calculate total social value created
Use for SROI reporting
Example: "$50,000 in volunteer time + $30,000 in direct services = $80,000 total community value"

Integration with Other Tools

Export data to Google Sheets or Excel
Connect with data visualization tools
Import into CRM or grant management systems
Share dashboards with partners

Example Impact Dashboard:

Annual Impact Summary - Community Food Bank

12,450 volunteer hours logged
45,000 meals served
67,500 pounds of food distributed
3,200 families served
350 active volunteers
$311,250 equivalent volunteer labor value
Impact: "Enough meals to feed every student in our school district for one month"

If you have any questions as you're getting started, please don't hesitate to reach out to your Client Strategist or email support@goldenvolunteer.com.