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Hi Charles,
We are using an online system called WhentoHelp.com for volunteer management. In this system we are able to keep track of all the volunteers, what positions they prefer, hours they prefer, etc. Once we have a schedule template (in your case an event day), we can either fill in volunteers by hand or hit autofill and the positions will be filled based on volunteer preferences. And then once a schedule is published, all of the volunteers have their own logins which allows them to view the schedule. I'm not sure it has all the features you are looking for, but it might be worth checking out.
Jessica Johnson
Manager of Membership and Business Development
Lancaster Science Factory
454 New Holland Avenue
Lancaster, PA 17602
717-509-6383
> Date: Thu, 23 Apr 2009 16:01:02 -0400
> From: [log in to unmask]
> Subject: Suggestions for integrated tracking of events and volunteer effort?
> To: [log in to unmask]
>
> ISEN-ASTC-L is a service of the Association of Science-Technology Centers
> Incorporated, a worldwide network of science museums and related institutions.
> *****************************************************************************
>
> Hello-
>
> I'm looking for input on the ideal system for managing information
> about volunteers, as well as scheduling and tracking volunteer hours.
> My ideal system would require me to duplicate data entry as little as
> possible!
>
> For example, let's say I have an event on Sunday that is going to last
> for 4 hours and require 2 volunteers to work the entire event.
> Ideally, I would have a database that has all of the volunteers in it,
> all of the events in it, and would automatically tally a given
> volunteer's hours once they were added to an event. Furthermore, it
> would be great if this database could publish to an online calendar
> where the events are listed and described for the public to see, and
> potentially even a second calendar (or perhaps a private calendar) for
> volunteers to examine upcoming opportunities to volunteer and what
> skills will be needed. At the end of the year I want to be able to
> print reports that show total volunteer hours, total/category of
> activity, etc.
>
> Is there any solution out there that works out-of-the-box? Any
> beautiful FileMaker templates, or integrated Google Apps approach that
> I don't know about? I'm pretty much sick of cobbling together
> spreadsheets, cutting and pasting data into multiple spots so that
> it's represented on the web & elsewhere...
>
>
> Thanks for your suggestions!
>
>
> charles.
>
>
>
> ******************************************
> Charles Eldermire
> Public Education Outreach Associate
> Manager, Sapsucker Woods & Johnson Visitors' Center
> Cornell Lab of Ornithology
> 159 Sapsucker Woods Rd.
> Ithaca, NY 14850
> (607) 254-1131
> (607) 254-2111 [fax]
> <http://www.birds.cornell.edu/>
>
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> For information about the Association of Science-Technology Centers and the Informal Science Education Network please visit www.astc.org.
>
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For information about the Association of Science-Technology Centers and the Informal Science Education Network please visit www.astc.org.
Check out the latest case studies and reviews on ExhibitFiles at www.exhibitfiles.org.
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