Helper section

The Helper section is where your Helpers can find and take on Tasks.

You can find the link to the Helper section at the top of the administration area, next to the name of your organisation. Clicking "Helper section" opens the link in a new window. The link follows this format:

portal.helfereinsatz.ch/name-of-your-organisation

You can customise the link to the Helper section in your organisation settings.

Events & Tasks

When Helpers open the Helper section, they can see all Events that are online. They can also see how many people are still needed for each Job (the number of open Tasks).

Event view

You can configure how Events & Tasks are displayed to suit your needs:

• display the Event name and all Jobs for which Helpers are needed in Events & Shifts, or
• display only the Event name and the number of people needed in the overview

The compact Event view is particularly useful when you have many Event days with lots of different Jobs. It helps keep the list clear and easy to navigate. Helpers first select an Event by name and date, and then choose the relevant Job in the detailed view. You can configure this view in your organisation settings under "Events & Tasks".

Search & filters

Using the search and filters, Helpers can quickly find the Jobs, Locations or dates they are looking for and easily access the detailed view.

Event details

The Event detailed view shows all Jobs and Tasks for an Event. An Event can be divided into Shifts and may contain the following information:

• Event name, date, time, Event notes
• Shift name, date, time, Shift notes
• All open Tasks. The "View" link takes Helpers to the Task details, where they can take on the Task.
• Assigned Tasks (depending on the Helper name settings)

Task details

The Job detailed view shows all relevant information about the Job. This includes:

• Job name
• Date & time
• Location
• Job notes. Descriptions can be added to the Job in general or specifically to an individual Task if that Task requires its own notes.
• Job requirements
• Responsibility (yes / no)
• Information (PDF)

Taking on a Task

Login / registration

To take on Tasks, Helpers must first register. By default, an email address, surname and first name are sufficient. Each organisation can also create additional fields to collect further information from Helpers during registration. An email address is sufficient to log in unless Helpers set their own password or the organisation requires all Helpers to use password protection.

Taking on a Task

Helpers can take on Tasks by clicking the "Take on Task" button. If they are not logged in, they will see a red message at the top ("Attention: Log in or register to take on this Task!").

Double opt-in

You can decide whether a Task is considered accepted immediately after login or whether Helpers must confirm it again. They receive a confirmation link by email for this purpose (double opt-in).

Notices

In some cases, Helpers will see a notice before taking on a Task. This may happen when:

• They have already taken on another Task taking place at the same time.
• The Task can be given up until X day(s) before the Event (configurable in the organisation settings).
• The Task can not be given up.
• The person is responsible for this Job.
• The Task does not match the Helper's Group.

Task confirmation & reminder

Once Helpers have taken on a Task, they receive a confirmation email containing all the relevant information about the Task. They also receive a reminder X days before the respective Task. Under "Organisation" – "Helper communication", you can define custom text for Task notifications and specify when they are sent.

Unable to take on a Task

If you have restricted sign-ups for certain Jobs, Helpers from other Groups cannot take on these Tasks. Normally, they will not see these Tasks at all unless they switch to the "All Tasks" tab. The Tasks are visible there but cannot be taken on. A message explains that the Task can only be taken on by Helpers who belong to specific Groups.

If you have disabled "Helpers can sign themselves up for this Job" for a Job, it can still be found in the Helper section as described above. However, a message will instruct Helpers to contact the responsible person if they would like to take on the Job. The responsible contacts entered for the Job are displayed there.

Giving up a Task

You can decide whether Helpers are allowed to give up a Task they have already taken on. Under "Organisation – Events & Tasks", there are two options:

• Tasks cannot be given up
• Tasks can be given up until X days before the Event

In general, we recommend not allowing Helpers to give up Tasks. If you do allow it, you can specify whether administrators should receive an email notification when a Task is given up ("Organisation" – "Access" – "Edit account").

Expert subscriptions: Sections

If you have an Expert subscription, you can enable Sections. When Helpers visit the Helper section, they first see the Section selection and choose the Section in which they want to look for Tasks. They can switch Sections at any time afterwards using the selector in the top left.

Expert subscriptions: Teamadmin

In VOLAGIC, selected people can be given Teamadmin status. These people can take on several Tasks at the same time, for example on behalf of a Group, team or club. Teamadmins manage the Tasks they have taken on independently and assign them to their team members.

Editing the Helper profile

Helpers can edit their personal details and set an optional password in their profile. When logged in, Helpers can access their profile by clicking their name in the top right. To edit their details, a link is sent to the email address on file. This helps ensure that the profile cannot be changed without authorisation. Helpers who have protected their account with a password can edit their details directly.

Password protection

The Helper section can be protected with a general password. This is useful if you want to prevent anyone other than members of your organisation from viewing Event and Task information.

You can also require every person to use an individual password. Please note that you only specify that a password must be used; the password itself is set by the Helpers. They will be prompted to create one when they log in for the first time.

Tutorial for Helpers

The short tutorial below explains how the Helper section works for Helpers. You can also share this video with your members to help them get started quickly.

Further tutorials related to the Helper section: