Jobs
Jobs are the first thing you need to create in VOLAGIC before you can create Events. They define the activities that Helpers actually carry out.
What is a Job?
Jobs describe the activities that your Helpers perform during a Task. Jobs are available when creating Events or Shifts and can be turned into Tasks by specifying how many people are required during a particular period.
Job + time period = Task
A Job initially defines only an activity that can be scheduled across different Events or Shifts. Therefore, no time or location information is required at Job level. As Jobs are designed to be reused, they should be created in a modular way. A Job becomes a Task once it is assigned a specific time period within an Event or Shift. The Task is what Helpers actually sign up for.
A typical example of a Job would be "Setup". Setup Helpers may be needed at different Events and at different times. You therefore create the Job once and can then use it wherever it is required.
What to avoid when creating Jobs
Since a Job becomes a Task through the combination of Event time and location, the following Job names are NOT recommended (examples only):
- Setup Monday
- Setup Tuesday evening
- Setup equipment tent
- Setup morning
General principle
We recommend creating only as many Jobs as are genuinely required. This keeps the selection clear and manageable when creating Events.
Jobs overview
Selecting "Jobs" in the navigation opens the Jobs overview. Here you can see all Jobs that have already been created. The following information is displayed:
- Job name
- Expert subscriptions: Section – In which Section can the Job be used?
- Task value – How is a Task with this Job valued?
- Tasks – How many Tasks using this Job have been planned, and how many have already been assigned?
From here, you can also:
- Open the Job details
- Edit the Job
- Delete the Job. This action cannot be undone!
- View the Job log
At the bottom, you can add a Job, view the log of all Jobs, or delete all Jobs. This action cannot be undone!
Job detailed view
In the Job detailed view, you will find a panel displaying all settings clearly. From here, you can switch to edit mode. Below this, you will find a list of all Helpers who have completed or accepted Tasks associated with this Job. This list offers the same view and options as the one in the Helpers overview.
Adding and editing Jobs
Adding a Job opens the same dialogue window as editing a Job. For this reason, the following sections refer only to editing.
Job name
Here you define the activity represented by the Job. The name should be as clear as possible, as it is displayed not only to administrators but also to Helpers. They sign up for a Task associated with this Job.
Description / Requirements
In the Description and Requirements section, you can briefly explain what the Job involves and what is required. Keep the text concise and, where possible, use bullet points. Everything entered here is also displayed in the Helper section, and lengthy texts can make the Job details difficult to read. We therefore recommend including only the essential information here. More detailed descriptions, requirements and additional information can be provided in the next step using the information PDF.
Responsible role
You can mark a Job globally as a responsible role. If enabled, every Task using this Job can be designated as having responsibility assigned. This allows you to involve Helpers more actively, while also granting additional permissions to the Helpers responsible for that Task. See "Responsibility" for more information.
Information PDF
If you would like to provide additional information to Helpers taking on Tasks associated with this Job, the information PDF is the ideal tool. Any content that goes beyond a short description or requirement can be uploaded here as a document. It may be Job-specific (for example, a barbecue guide for the "Barbecue" Job) or more general (for example, a Helpers' guide containing maps, catering information and general rules). This PDF is sent with both the Task confirmation and reminder email and can also be viewed in the Task details within the Helper section before a Task is accepted.
Job value
Here you define how many units per hour or per Task are credited to Helpers who take on Tasks associated with this Job. The unit corresponds to the Task value unit defined under "Organisation" – "Events & Tasks". This is relevant if you work with Target values or if you use completed hours or Tasks for billing purposes. If displayed in the Helper section, the Job value can also be used to make important or less popular Tasks more attractive by assigning them a higher value.
Custom start and end times
For some Jobs, it may be useful for Helpers to arrive earlier or stay later than the standard Shift or Event times, for example when a Job involves Shift supervision. By default, the Shift or Event time is used. You can define a standard time offset here and override it whenever you schedule a Task using this Job.
Restrict Job sign-ups
Jobs can be restricted so that only specific Groups may take on Tasks associated with them. These restrictions are configured directly within the Job settings and can be either mandatory or advisory. See "Restrictions" for more information.
