When managing a large database of event staff & volunteers, visibility is key. Whether you're looking to: organize your staff database by skills & qualifications, search for under-scheduled staff, ensure all staff are attending their shifts, or further customize your chain-of-command, these 4 big updates make managing and tracking all of this information a breeze.
1) Qualification 'Tags' For Your Staff Database
We’re excited to announce that you can now use qualifications to manage your staff database at the Organization-level within InitLive. Think of them as customizable tags or labels you can create and assign to staff as needed.
You might be familiar with qualifications from using them to identify the skills, attributes (i.e. age range), and certifications of staff working at each of your events. Now, you can create qualifications for your staff not only at the Event level, but at the Organization level too. ‘Organization Qualifications’ help you keep data consistent across multiple events by allowing you to collect staff information once and then transfer it down to the Event level.
|Pro Tip: Try using Qualifications at the Organization-level as a way to categorize and manage staff. For staff members who possess a variety of skills, add as many qualifications as you like. The more information you have in InitLive, the easier it is to schedule qualified staff to the right events and the right roles.|
Stay tuned—soon, you’ll even be able to connect Qualifications to sign-up opportunities so that staff will only be able to see new opportunities that they’re qualified for.
2) Filter Your Staff List Based on Your Schedule
A big part of optimizing your staff schedule is ensuring that you’ve leveraged the full potential of each of your volunteers. However, this gets challenging to track when you’re working with a large number of staff. That’s why we’re introducing Schedule-based filtering - a brand new way to assist you in finding staff based on attributes from your schedule.
Choose to filter your staff list based on people who are currently scheduled in shifts; people scheduled for more or less than a certain number of shifts; or by people who are scheduled for more or less than a certain number of hours.
|Pro Tip: Try using Schedule-based Filters to add hours to staff who have been under-scheduled. For example, filter your staff list to show you everyone who is scheduled for less than 1 hour, on Monday, in the Life Guard Role. After you’ve applied filters to find the staff you’re looking for, add to or edit their schedule however you like!|
3) Take Your Attendance Tracking to the Next Level
Ensuring that volunteers show up at the right place, right time, according to how they've been scheduled, is crucial to the success of any event. Visibility over your staff attendance helps you hold staff accountable and to fill in schedule gaps should staff not show up - so that no shift ever goes unfilled. InitLive now offers 2 ways to track the attendance of your staff and volunteers! Track overall event attendance (the original way) or track attendance at the schedule level with InitLive’s ‘Shift Clock-ins’ (the new way).
In a nutshell, here’s what you have to look forward to as you configure your next event:
- Event Attendance: Track staff attendance at your event via the Event Check-in feature in order to generate a high-level overview of who attended your event and who didn’t.
- *NEW* Shift Attendance: Track attendance of individual shifts via the Shift-Clock-in feature in order to ensure all shifts are fulfilled by each of your scheduled staff.
Configure your attendance settings according to your event needs. With shift attendance enabled, you’ll be able to track staff, in real-time, at a more granular level (ie. For a 5-day event, shift clock-ins will provide a much clearer view of attendance in real-time because it’s likely that not all volunteers will be scheduled for each day of your event).
As your events take place, InitLive automatically records all your shift clock-in data so that, post-event, you can pull a custom report. We've designed these reports to be as flexible as possible: pull shift clock-in data by one event at a time, or pull the data across multiple events with the option to filter by a specific timeline (i.e. week/month/year).
|Pro Tip: Try using Shift attendance to calculate hours worked and/or pay staff. When this setting is enabled, detailed Shift clock-in/out logs and Hours worked reports will be generated.|
ROLE MANAGER VIEW
4) Appoint Organizers to Manage Specific Roles
Sometimes you want to grant members of your team increased InitLive permissions for managing segments of staff at your event, but you don’t want to provide full 'Event Manager' access, risking unwanted changes to your event settings. Because of this, creating a 'Role Manager View' has become a highly requested feature.
We’re excited to say it’s finally here! InitLive’s new ‘Role Manager View’ allows you to limit the Manager view by Role for a member of your team. What does this mean? When you limit an Event Manager to a Role, they will only be able to see staff who are assigned to that role, and shifts that include that role. To prevent confusion, they will also see a simplified interface that will only display the data that’s important to them.
|Pro Tip: Try using the 'Role Manager View' as you structure the operations for your event. For example, if you want a Beer Tent Manager to have full control over the staff, schedule creation, and management of everyone in the Beer Tent Role, this will allow them to do that.|
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