Help & Support

# Planning an Event

As an event administrator, when you initiate an event, you perform the following tasks:

  1. Create an event.
  2. Make the event available for registration.
  3. Upload the documents required for the event (for example, the event agenda).
  4. Collaborate with volunteers.
  5. Confirm the event after the required resources are available.

# Create an event

We can create three different types of events in the portal

# Create a One-Time Event

As an event administrator, you can create an event, and assign it to an event coordinator. You can also duplicate an existing event and edit relevent fields.

# Who Can Perform This Task?

  • Event Coordinator (If the setting is enabled)
  • Event Administrator
  • Portal Administrator

# Before You Begin:

# Procedure:

  1. In the upper-right corner of the page, select the profile icon, and then select Admin Panel menu option.
  2. Select Events.
  3. Select CREATE NEW EVENT button.
    The CREATE NEW EVENT dialog window appears.
  4. Provide values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Title * Enter a title for the event
Description Enter a description for the event
Select Event Administrator * Select the event administrator for the event. This field contains a list of fellow event administrators, and portal administrators
Select Event Coordinator * Select the event coordinator for the event. This field contains a list of event coordinators, fellow events administrators, and portal administrators
Select Event Date/Time * Select One Time option. The Start Date, Start Time, and End Time fields appear
Start Date * Select the date of the event
Start Time * Select the start time of the event
End Time * Select the end time of the event
Event Image Select Choose File option to select an image. This image appears on the home page of the event. Files of the JPEG and PNG formats under 500k size are supported
Number of Lives Impacted * Enter the number of people who will benefit by organizing this event.
Required Volunteers * Enter the minimum of volunteers required to conduct the event.
Select a Beneficiary * Select the organization to which the beneficiaries belong.
Event Address Enter the venue of the event. By default, this field is populated with the address provided for the beneficiary. If, however, the event will happen at a different venue, you can specify new address.
Event Maps URL Enter the maps URL of the beneficiary organization. By default, this field is populated with the maps URL provided for the beneficiary. If, however, the event will happen at a different venue, you can specify new URL
Select a category Select the category of the event.
Note on beneficiaries Enter a note on the beneficiaries (for example, their background).
Prerequisites for participation Enter the preparatory steps or expectation from volunteers to attend the event (for example, required knowledge).
  1. Select CREATE.
    The event is created. An email notification is sent to the event coordinator about the event.

NOTE

  • You can create a past dated event as well provided it is not older than 1 month from now.
  • As an event administrator you can create an event with minimal details to start with and allow event coordinator to update more accurate details as event planning progresses.

# Create a Recurring Event

As an event administrator, you can create an event, and assign it to an event coordinator. You can also duplicate an existing event and modify relevant fields.

# Who Can Perform This Task?

  • Event Coordinator (If the setting is enabled)
  • Event administrator
  • Portal administrator

# Before You Begin:

# Procedure:

  1. In the upper-right corner of the page, select the profile icon, and then select Admin Panel.
  2. Select Events.
  3. Select CREATE NEW EVENT.
    The CREATE NEW EVENT window appears.
  4. Provide values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Title * Enter a title for the event.
Description Enter a description for the event.
Select Event Administrator * Select the event administrator for the event. This field contains a list of fellow event administrators, and portal administrators
Select Event Coordinator * Select the event coordinator for the event. This field contains a list of event coordinators, fellow events administrators, and portal administrators.
Select Event Date/Time * Select Recurring. Then select one or more dates, Start Time, and End Time fields appear.
Select one or more dates * Select the dates on which the event will happen or has happened.
Start Time * Select the start time of the event.
End Time * Select the end time of the event.
Event Image Select Choose File to select an image. This image appears on the home page of the event. Files of the JPEG and PNG formats under 500k size are supported.
Number of Lives Impacted * Enter the number of people who will benefit by organizing this event.
Required Volunteers * Enter the minimum of volunteers required to conduct the event.
Select a Beneficiary * Select the organization to which the beneficiaries belong.
Event Address Enter the venue of the event. By default, this field is populated with the address provided for the beneficiary. If, however, the event will happen at a different venue, you can specify new address.
Event Maps URL Enter the maps URL of the beneficiary organization. By default, this field is populated with the maps URL provided for the beneficiary. If, however, the event will happen at a different venue, you can specify anew URL.
Select a category Select the category of the event.
Note on beneficiaries Enter a note on the beneficiaries (for example, their background).
Prerequisites for participation Enter the preparatory steps or expectation from volunteers to attend the event (for example, required knowledge).
  1. Select CREATE. The event is created. An email notification is sent to the event coordinator about the event.

NOTE

  • You can create a past dated recurring event as well provided it is not older than 1 month from today.
  • As an event administrator you can create an event with minimal details to start with and allow event coordinator to update more accurate details as event planning progresses.

# Create an Any-Time Event

As an event administrator, you can create an event, and assign it to an event coordinator. You can also duplicate an existing event and modify relevant fields.

# Who Can Perform This Task?

  • Event Coordinator (If the setting is enabled)
  • Event administrator
  • Portal administrator

# Before You Begin:

# Procedure:

  1. In the upper-right corner of the page, select the profile icon, and then select Admin Panel.
  2. Select Events.
  3. Select CREATE NEW EVENT.
    The CREATE NEW EVENT dialog window appears.
  4. Provide values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Title * Enter a title for the event.
Description Enter a description for the event.
Select Event Administrator * Select the event administrator for the event. This field contains a list of fellow event administrators, and portal administrators
Select Event Coordinator * Select the event coordinator for the event. This field contains a list of event coordinators, fellow event administrators, and portal administrators
Select Event Date/Time * Select Any Time
Start Date * Select the start date of the event
End Date * Select the end date of the event
Time * Select the amount of time that the volunteers will spend on the event
Event Image Select Choose File to select an image. This image appears on the home page of the event. Files of the JPEG and PNG formats under 500k size are supported.
Number of Lives Impacted * Enter the number of people who will benefit by organizing this session.
Required Volunteers * Enter the minimum of volunteers required to conduct the event.
Select a Beneficiary * Select the organization to which the beneficiaries belong.
Event Address Enter the venue of the event. By default, this field is populated with the address provided for the beneficiary. If, however, the event will happen at a different venue, you can specify new address.
Event Maps URL Enter the maps URL of the beneficiary organization. By default, this field is populated with the maps URL provided for the beneficiary. If, however, the event will happen at a different venue, you can specify new URL.
Select a category Select the category of the event.
Note on beneficiaries Enter a note on the beneficiaries (for example, their background).
Prerequisites for participation Enter the preparatory steps or expectation from volunteers to attend the event (for example, required knowledge).
  1. Select CREATE.
    The event is created. An email notification is sent to the event coordinator about the event.

NOTE

  • You can create a past dated recurring event as well provided it is not older than 1 month from today.
  • As an event administrator you can create an event with minimal details to start with and allow event coordinator to update more accurate details as event planning progresses.

# Duplicate an Event

Sometimes it is beneficial to duplicate a very similar event rather than to create a new event from scratch everytime. This section describes how to create a duplicate of an existing event and use it as a new event.

NOTE

  • The new event status will be in DRAFT state irrespective of the original event's state.
  • The event administrator for the event is determined by who duplicated the event rather than who was the event administrator for the original event.
  • If an event is duplicated by an event coordinator, one can specify an event administrator from the list. And the event's event coordinator will be set to self.
  • The event coordinator will remain the same unless explicitly modified by event administrator.
  • All the extended event details linked to the original event i.e. comments, documents, volunteers, testimonials and feedback will not be copied over.
  • Event type can't be modified while duplicating an event i.e. A One Time event can be duplicated into another One Time event only.
  • Event Image field also will not be copied over. This has to be set explicitly again.

# Who Can Perform This Task?

  • Event Coordinator (If the setting is enabled)
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event card that you want to duplicate.
  2. Select DUPLICATE in the event card.
    The CREATE NEW EVENT dialog window appears. The values in the fields are copied from the original event.
  3. Modify the values in the available fields as needed, and then select SAVE. You cannot, however, change the event type.
    The event is copied. You can check the new event after setting DRAFT events filter option

# Modify An Event

There are two methods to modify any event. Use any of these methods available to you to edit an event of you choice.

# Method 1

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure

  1. Access the volunteering portal. https://volunteer.hysea.in
  2. Access the event card that you want to modify.
  3. Access event details page.
  4. You will find EDIT button to edit the event.

# Method 2

# Who Can Perform This Task?

  • Event administrator
  • Portal administrator

# Procedure

  1. Access the volunteering portal. https://volunteer.hysea.in
  2. Open the Admin Console in the profile menu.
  3. Access the event card that you want to modify.
  4. You will find EDIT button in the event card itself.

# Modify a One-Time Event

You can modify an event when the event is in draft open or confirmed state. Also, you can modify events only for which you are assigned as event coordinator or event administrator.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the volunteering portal. https://volunteer.hysea.in
  2. Access the event card that you want to modify.
  3. Select EDIT.
    The EDIT EVENT window appears.
  4. Modify values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Title * Change the title for the event.
Description Change the description for the event.
Select Event Administrator * Select the event administrator for the event. This field contains a list of fellow event administrators, and portal administrators
Select Event Coordinator * Change the event coordinator for the event. This field contains a list of event coordinators, event administrators, and portal administrators appears. If you are an event coordinator, you cannot modify this value.
Event Status Change the status of the event.
Select Event Date/Time Change date and time of the event. You can change the date only if the event is in the draft, open, or confirmed state.
Start Date * Change the date of the event.
Start Time * Change the start time of the event.
End Time * Change the end time of the event.
Event Image Select Choose File to replace the image of the event. This image appears on the home page of the event. Files of the JPEG and PNG formats under 500k size are supported.
Number of Lives Impacted * Enter the number of people who will benefit by attending this session.
Required Volunteers * Enter the minimum of volunteers required to conduct the event.
Select a Beneficiary * Change the organization to which the beneficiaries belong.
Event Address Change the venue of the event. By default, this field is populated with the address provided for the beneficiary. If, however, the event will happen at a different venue, you can change the address.
Event Maps URL Change the maps URL of the beneficiary organization. By default, this field is populated with the maps URL provided for the beneficiary. If, however, the event will happen at a different venue, you can change this URL.
Select a category Change the category of the event.
Note on beneficiaries Enter a note on the beneficiaries (for example, their background).
Prerequisites for participation Enter the preparatory steps or expectation from volunteers to attend the event (for example, required knowledge).
  1. Select SAVE.
    The event is created. An email notification is sent to the event coordinator about the event.

# Modify a Recurring Event

You can modify an event in the draft, open, or confirmed state. Also, you can modify events only for which you are assigned as event coordinator or event administrator.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Log in to the volunteering portal.
  2. Access the event that you want to modify.
  3. Select EDIT.
    The EDIT EVENT window appears.
  4. Modify values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Title * Change the title for the event.
Description Change the description for the event.
Select Event Administrator * Select the event administrator for the event. This field contains a list of fellow event administrators, and portal administrators
Select Event Coordinator * Change the event coordinator for the event. This field contains a list of event coordinators, event administrators, and portal administrators appears. If you are an event coordinator, you cannot modify this value.
Event Status Change the status of the event.
Select Event Date/Time * Change the date and time of the event. You can change the date only if the event is in the draft state. You can, however, change the time if the event is in the draft, open, or confirmed state.
Select one or more dates * Change the dates on which the event will happen or has happened. If, however, the event is in the open state, you cannot change these dates. Note: If the current date is within the first 10 days of a month, you can select a date from the previous month as well. Otherwise, you can select a date only from the current month and the next one.
Start Time * Change the start time of the event.
End Time * Change the end time of the event.
Event Image Select Choose File to replace the image of the event. This image appears on the home page of the event. Files of the JPEG and PNG formats under 500k size are supported.
Number of Lives Impacted * Enter the numbser of people who will benefit by attending this event.
Required Volunteers * Enter the minimum of volunteers required to conduct the event.
Select a Beneficiary * Change the organization to which the beneficiaries belong.
Event Address Change the venue of the event. By default, this field is populated with the address provided for the beneficiary. If, however, the event will happen at a different venue, you can change the address.
Event Maps URL Change the maps URL of the beneficiary organization. By default, this field is populated with the maps URL provided for the beneficiary. If, however, the event will happen at a different venue, you can change this URL.
Select a category Change the category of the event.
Note on beneficiaries Enter a note on the beneficiaries (for example, their background).
Prerequisites for participation Enter the preparatory steps or expectation from volunteers to attend the event (for example, required knowledge).
  1. Select SAVE.
    The event is created. An email notification is sent to the event coordinator about the event.

# Modify an Any-Time Event

You can modify an event in the draft, open, or confirmed state. Also, you can modify events only for which you are assigned as event coordinator or event administrator.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Log in to the volunteering portal.
  2. Access the event that you want to modify.
  3. Select EDIT.
    The EDIT EVENT window appears.
  4. Modify values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Title * Change the title for the event.
Description Change the description for the event.
Select Event Administrator * Select the event administrator for the event. This field contains a list of fellow event administrators, and portal administrators
Select Event Coordinator * Change the event coordinator for the event. This field contains a list of event coordinators, events administrators, and portal administrators appears. If you are the event coordinator, you cannot modify this value.
Select Event Date/Time Change the dates and amount of time that the volunteers will spend on the event and the expected completion date.
Start Date * Change the start date of the event
End Date * Change the end date of the event
Time * Change the amount of time that the volunteers will spend on the event
Event Status Change the status of the event.
Event Image Select Choose File to replace the image. This image appears on the home page of the event. Files of the JPEG and PNG formats under 500k size are supported.
Number of Lives Impacted * Change the number of people who will benefit by attending this event.
Required Volunteers * Change the minimum of volunteers required to conduct the event.
Select a Beneficiary * Change the organization to which the beneficiaries belong.
Event Address Change the venue of the event. By default, this field is populated with the address provided for the beneficiary. If, however, the event will happen at a different venue, you can change the address.
Event Maps URL Enter the maps URL of the beneficiary organization. By default, this field is populated with the maps URL provided for the beneficiary. If, however, the event will happen at a different venue, you can change this URL.
  1. Select SAVE.
    The event is created. An email notification is sent to the event coordinator about the event.

# Make an Event Available for Registration

After you create an event, you must make it available for registration (that is, change the state to open). Only then volunteers can see and register for the event.

Even after an event is open, you can modify the event. You cannot, however, change the event type or dates of a Recurring event.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event that you want to make available for registration.
  2. Select EDIT.
    The EDIT EVENT window appears.
  3. In the Event Status field, select Open.
  4. Select SAVE.
    The event is now in the open state and is available for registration.

NOTE

  • Every event coordinator must register themselves for the event that they are coordinating after the event is made available. Otherwise, the event coordinator will be treated as only a volunteer.
  • However, event administrators need not register for an event to manage their event. If they wish to capture their volunteering hours then they have to register for an event explicitly.

# Inform Volunteers About an Event

By default, an automated email is sent to all volunteers every Thursday with a gist of upcoming events. You can, however, manually trigger an email to all volunteers informing them about the event.

Once the number of volunteers for the event reaches the required number of volunteers, you cannot perform this task.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event about which you want to mobilize volunteers for.
  2. Open event details page.
  3. Select SHARE.
    The SHARE EVENT window appears.
  4. Enter a message for the volunteers, and then select SUBMIT.
    An email is sent to all the volunteers who have subscribed to the category to which the event belongs.

# Access the Details of a Volunteer

Once the event is open, volunteers will start registering themselves for the event. You can view the volunteers who have registered for the event.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access event details page
  2. Select Volunteers section.
    A list of volunteers appears, along with their organization name, registration status and their volunteer id.
  3. Regularly check this section to see if sufficient number of volunteers are available for the event to proceed further.

# Upload Documents to Library

Share enough information with volunteers to prepare themselves for the tasks involved in the event. Upload event agenda document, README documents, Special Instructions and any User Manuals, or just some set of images, audio and videos to onboard the volunteers properly.

NOTE

  • Upload large files into video sharing platforms or an external storage platforms e.g. Youtube/Vimeo/Google Drive, etc and share the links in the Discussions section for collaboration.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event for which you want to upload a document.
  2. Select Library.
  3. In the Upload Images/Documents/Audio/Video Files field, select Choose File, and select the file that you want to upload.
  4. Enter a value in the Brief Description field, and then select Upload.
    The document is uploaded to the event library.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event for which you want to delete a document.
  2. Select Library.
  3. For the document that you want to delete, select Delete.
    The document is deleted.

NOTE

  • You will have the ability to delete any document from the Library even if you haven't uploaded the document yourself.
  • Documents once deleted can't be retrieved again under no circumstances.

# Collaborate with Volunteers

All the people involved in conducting or volunteering for an event can collaborate with one another using the volunteering portal.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event on which you want to collaborate.
  2. Select Discussions.
  3. Enter your message, and then select Post Comment.
    The message will be visible to all the volunteers, the event coordinator, event administrators, and portal administrators.

# Confirm an Event

Once the required number of volunteers have registered for an event, you can change the status of the event to confirmed. This will stop further registration of volunteers.

After you confirm an event:

  • Further registration of volunteers is not allowed for One Time and Any Time events.
  • Updating the registration is not allowed for One Time and Any Time events.
  • Volunteers can, however, register for future sessions for Recurring events.

# Who Can Perform This Task?

  • Event coordinator
  • Event administrator
  • Portal administrator

# Procedure:

  1. Access the event that you want to confirm.
  2. Select EDIT.
    The EDIT EVENT window appears.
  3. In the Event Status field, select Confirmed.
  4. Select SAVE.
    The event is confirmed.

← Organizing an Event →