Volunteer Roles

Created by Alex Griffiths, Modified on Wed, 31 Jan at 9:18 AM by Alex Griffiths

This section allows you to create the different types of roles that your volunteers will be doing. Roles are defined as the types of jobs that people can sign up to help with. The roles are set up to exist in a hierarchy, with a single role at the top that others will report into. We recommend starting with the most senior role at your event and then working down the hierarchy. It is important to arrange the hierarchy correctly as volunteers will only be able to message the person that they report too.

For example, in a school hierarchy, the headteacher is the single role. The teachers report to the headteacher. The teaching assistants report to their relevant teacher. Teaching assistants would be able to message their teacher, but unable to message other teachers, Teaching assistants or the headteacher.

Buttons

Button	Description
	Creates an excel document listing all the roles you have created
	If you have applied certain filters, or selected certain columns to show, a view saves these options so that you can reapply them with one click. You can have more than one view so can switch between different filters and columns easily.
	This allows you to filter your roles based on certain conditions. You might want to view only the roles that over 16s can do, or who reports into a specific role.
	This button changes the columns that are shown in the table. The columns that are ticked here will be the ones that are exported in the report
	This allows you to create a new job role
	Edit a role already created
	Delete a role already created

Creating a role - Name

By clicking on the create role button, you will be taken to a form to fill in detailing the aspects of the role.

The role name will be shown to the volunteers when applying for the role. It is good to have an individualised name for each role so that they can be easily separated. You must give the role a name.

Description

The description of the role is optional, but is highly recommended to help volunteers choose the most suitable role for them. It should include a brief description about what the role entails and what is expected of them as a volunteer. Any key information or requirements for the role can also be written here. Remember to use general terminology as the volunteer might be brand new to your organisation.

Print badge

Some organisations like to have each volunteer to have a name badge to wear during the event. If this checkbox is ticked, the system will create a badge for each volunteer who applies for this role which can be printed before the event. If a volunteer is accepted for more than one role, then all their accepted roles which require a badge will appear on the badge. If this checkbox is not ticked, no badge will be created. This is specific to each role, therefore you can have some roles where badges are created and others that are not, all within the same event.

Requires a DBS check

Some roles will require a DBS background check on your volunteers. You must ensure that the level of DBS check required is appropriate based on the nature and responsibilities of the role. You can use the official UK Government tool to help determine this.

If you need more information, please see the separate DBS section.

Minimum age

Some organisations might have roles which require a certain age limit due to the responsibilities undertaken. You need to type the minimum age limit of your role in digits. If the role is for any volunteer, you will need to type the minimum age that you can volunteer.

When a volunteer completes the application form and inserts their date of birth, the system will automatically filter the roles available. It will only display the role options that they meet the age requirements for in their volunteer application form.

For example, if the assistant coach needed to be 14 years or older, you would type 14. If the head coach needed to be 18 years or older, you would type 18. SignMeUp does not have a maximum age limit setting.

Display in application form

This box is specific to each individual role created.

If this checkbox is ticked, the role will appear in the volunteer application form as an option, providing the age requirements are met.

If this checkbox is not ticked, the role will not appear in the volunteer application form. This means that the role can only be assigned to a volunteer by an administrator.

It is recommended that you create a role ‘other’, so that if there are hidden roles for specific people (e.g. chair of organisation), the volunteer applying is still able to complete the application form. A role must be selected when applying.

Display the session selector

This box is specific to each individual role created.

If this checkbox is not ticked, there will be no option for volunteers to say which days or times (sessions) they can or cannot help at the event.

If this checkbox is ticked, it will allow volunteers to specify which days or times (sessions) they can help with. You will be able to add sessions when creating each event in event settings. The information given in the session selection when a volunteer applies will be visible to their 'leader', which can help the leader to organise when their volunteers will be helping.

Reports into

As explained at the top of this section, the roles are built in a hierarchy. This drop down allows you to select the role above the role you are currently creating. It will be the ‘leader’ of this role and the person who they report to. Multiple roles can report to a 'leader'.

If you cannot see the role on the list, it is likely that you have not created that role yet. This is why it is suggested you start creating roles from the top of the hierarchy down.

The first role that you create, such as the chairperson, will not need this box completed as they report to no one. They are at the top of the hierarchy.