Reports To Person

In the context of scheduling for services, the 'Reports To' feature plays a pivotal role in streamlining communication. Whenever a person confirms or declines a scheduled service, a notification is dispatched to their designated 'Reports To' individual(s). This functionality is vital for maintaining clear lines of communication between volunteers and their supervisors across various organizational levels.

Assigning 'Reports To' Individuals:

The assignment of a 'Reports To' individual can be made at multiple hierarchical levels within the organization, catering to the dynamic structure of departments and service teams. Remarkably, it is possible to assign multiple 'Reports To' persons for each position or sub-position, enabling a flexible reporting structure that can adapt to the unique requirements of each department and service area.

Where to Assign 'Reports To'?

  • Person's Profile: Ideal for situations where an individual consistently reports to the same supervisor across different service locations or roles. You can access to "Reports To" field by navigating to the "Account & Volunteering" tab in a volunteer's profile. 
  • Individual Position: Best suited for roles with specific leadership oversight for particular positions within a department or team.
    • Navigate to Settings > Departments > select the targeted department from your view > scroll to "Sub-Departments & Positions" 
    • Click on the pencil icon next to the position you would like to edit
    • Click the blue "add" button and search for the person you would like to assign as the reports to person for this position. Additionally, you can also assign specific Locations and Service Types to each individual reports to person (this step is optional). Repeat this step to add any additional leaders. 
    • Click the "X" next to a person's name to remove them from this list.
  • Sub-Department: When leadership oversight encompasses an entire sub-department, assigning a 'Reports To' at this level ensures that all volunteers within the sub-department have a clear reporting line. Follow the same step by step instructions as above to access these settings. 
  • Service Team: For teams that operate with their own set of leaders, setting the 'Reports To' at the team level allows for direct communication with the appropriate leader responsible for that team.
    • Hover over Services from the menu bar on the left > select Teams
    • Select your Team and Sub-Team to assign your Reports to Person for the Team

  • Volunteer Request: To be used for case by case situations where a temporary reports to person is needed for a specific volunteer request.
    • Change the Reports to Person for an entire department when scheduling volunteers for a single service by selecting "Options" > switch "Reports To" to "Use Custom" > enter the leader's name > click save. 

    • Change the Reports to Person for an individual volunteer by clicking the volunteer's name within their rostered position and enter the name of the temporary reports to person in the "Report To" field and scroll down to click save in the bottom right corner. 

Determining the Appropriate Level for 'Reports To' Assignments:  

  • Sub-Department Assignments: Opt for this level when you have leaders responsible for overseeing entire sub-departments. It simplifies the communication process, as all volunteers within the sub-department report to the designated leader.
  • Position-Based Assignments: When leadership responsibilities are tied to specific positions rather than broader departments, setting 'Reports To' at the position level ensures that volunteers have a direct line to the leaders most relevant to their roles.
  • Individual Assignments: Utilize individual 'Reports To' assignments primarily for pastoral care or as a reference point. This approach personalizes the reporting structure for individuals with unique reporting needs.

By leveraging the 'Reports To' feature effectively, organizations can ensure efficient and clear communication pathways between volunteers and their leaders, enhancing the overall coordination of service scheduling.