Events & Tasks

Under "Events & Tasks", you will find the basic settings relevant to your Events and your Helpers’ Tasks.

Team AdminSections

Task value

Task value unit (singular / plural)

Here you define the unit in which you want to measure Tasks. The selected unit affects the chart in the overview and the Target values of Helpers. For each Job, you specify how many units of the selected value are credited to Helpers per hour or per Task. Possible units for the Task value include:

• Task
• Hour
• CHF/Euro/...
• Points
• ...

You need to define the Task value unit once in the singular and once in the plural so that the system displays it correctly. VOLAGIC records the duration of every Task. This means that reports showing hours are always available, regardless of the unit you choose for the Task value.

If your organisation has Target values for Tasks, it therefore makes sense to use the same unit here.

Display Task value

If this checkbox is enabled, Helpers can see the value of the selected Task in the Helper section. If the checkbox is disabled, this information is not shown to Helpers.

Penalty for non-attendance

Here you can specify the value deducted from a Helper’s balance if they do not attend a Task. The value is defined in the Task value unit and deducted accordingly from the Helper’s balance. By default, VOLAGIC assumes that Helpers attend their Tasks. Non-attendance must therefore be set manually in the status of the relevant Task.

Responsibility for specific Events

You can designate Groups as responsible for specific Events. If an Event is assigned to a Group in this way, that Event is given priority in the Helper section until all Tasks that the Group is permitted to perform have been taken. Helpers can also take on Tasks in other Events, but must switch views to do so. This ensures that Tasks for the selected Event are prioritised.

This checkbox must be enabled before you can define these Responsibilities for Events.

Matching Tasks required

Here you define that Groups can only take on Jobs to which they are assigned in the Job settings. This is a global setting and therefore applies to all Jobs without exception. If NO Groups are enabled for a Job, this is equivalent to ALL Groups being enabled. This means that all Groups can access the Job. You can also define restrictive Restrictions directly for individual Jobs instead of applying them globally using this setting.

Taking on Tasks for others

VOLAGIC offers Helpers two options for carrying out Tasks on behalf of others. For example, a mother might carry out Tasks for her children.

Override name

If this option is enabled, Helpers first choose whether they want to take on the Task personally. If this checkbox is disabled, two free-text fields appear where the first and last name of the person who will carry out the Task can be entered.

This option is useful when members have their own login but you do not want parents or similar people to register as well.

Credit

When taking on a Task, you can select the person to whom the Task should be credited. This person must already be registered as a Helper in VOLAGIC. Before Helpers can credit Tasks to someone else, they must also add the people to whom they are allowed to credit Tasks. This is done in the Helper profile (top right), either directly if the Helper has a password or via email confirmation if the Helper does not have a password. Newly registering Helpers can select the relevant people directly during the registration process.

Task transfer and giving up Tasks

If Task transfer is enabled, Helpers can transfer Tasks they have already taken on to someone else. The process is as follows:

1. Helper A selects Helper B, who is to take over the Task
2. Helper B receives an email asking them to confirm the Task within 24 hours
3. If Helper B confirms within the deadline, the Task is automatically transferred to them and Helper A receives confirmation that the Task has been successfully transferred
4. If Helper B does NOT confirm, the Task automatically returns to Helper A

As a second option, you can define whether Helpers are allowed to give up their Tasks themselves. Here you can specify how many days before the Event this remains possible.

IMPORTANT: If both options are enabled, Task transfer is automatically disabled. Only giving up a Task remains available.

Expert subscription: Teamadmin mode

Expert accounts can enable Teamadmin mode. This allows them to appoint individual Helpers as Teamadmins, who can then independently take on several Tasks at once in the Helper section and manage their own team. This is useful, for example, for club presidents whose club is helping at a gymnastics festival but who do not yet know exactly who will attend.

Giving up Team Tasks

As with the "normal" process for giving up Tasks, you can define for Team Tasks how many days before the Event they can be given up at the latest, or whether giving them up is not permitted at all.

Double opt-in

If double opt-in is enabled, a Task is initially considered "reserved" when a Helper takes it on. Helpers must confirm that they are taking on the Task by clicking the link in the reservation email. Only after this confirmation is the Task considered taken and the Task confirmation containing all details is sent.
After the Task is selected in the Helper section, it is reserved for 24 hours. If it is not confirmed during this period, the Task is released again.

With double opt-in, Helpers therefore have to confirm twice that they intend to take on a specific Task. If double opt-in is not enabled, the Task is considered taken after the first click. Helpers then only receive a confirmation email.

Advantages and disadvantages

The double confirmation prevents Tasks from being taken on accidentally. This ensures that all Tasks have been taken on knowingly and intentionally.

One potential drawback is that the second confirmation must be completed by email within 24 hours. This creates an additional step for Helpers and may also lead to misunderstandings if Helpers assume that the Task is confirmed directly in the Helper section. In this case, there is a risk that two people may turn up for the same Task.

Important information

If Helpers do not confirm the Task within 24 hours, it is released again and can be taken on by someone else. However, while the Task is available again, the person who originally reserved it remains listed in the administration view with the status "unconfirmed". This allows you to contact the relevant person about the missed confirmation.

Confirmation by administrator

In the administration, you can display unconfirmed Tasks. To do this, go to the Events overview and click "Unconfirmed Tasks" in the three-dot menu in the footer. This shows all Tasks that have not yet been confirmed by Helpers. You can also see their status: reserved or unconfirmed (= confirmation deadline expired). You can manually confirm Tasks by clicking the tick next to the relevant entry.

Event view for Helpers

You can define how Events are displayed to Helpers in the Helper section.

• Events & Tasks in the overview: Helpers can see all Tasks for each Event directly in the overview. If there are many Events with many Tasks, this can require a lot of scrolling.
• Events only in the overview: Events are "collapsed". Only the key details of each Event are shown, and clicking "Event details" displays the individual Shifts and Tasks.

Fully booked Events

Fully booked Events are hidden by default. If you want fully booked Events to remain visible in the Helper section, you can enable this checkbox.

Events initially online

This checkbox controls when the Events you create become visible in the Helper section. If the checkbox is disabled, newly created or imported Events must first be put online manually. This allows you to edit Events after creating them without making them visible online.

Sections

From the Expert subscription onwards, you can enable Sections here. Sections allow you to divide your Helper section into different areas, add Section administrators and assign Jobs/Groups to individual Sections. Once Sections have been enabled and created, each Event must be assigned to a Section before it can be visible online.