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How to Contact Volunteers who are Scheduled on a Service

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Once you have scheduled your volunteers onto a service, you can then email them to notify that they have been scheduled on. This email will also ask them to approve or decline their scheduled positions. You can choose to email or SMS volunteers using this feature.

Contacting Scheduled Volunteers  

  1. Log into Elvanto as an Admin.
  2. Select Services. 
  3. Select the Service you would like to contact your scheduled volunteers.
  4. Select Contact Volunteers.
  5. Adjust Contact Volunteers settings in the pop up:
    • Choose if you would like to contact Unconfirmed, Confirmed, and/or Declined volunteers. 
    • Select to Only contact volunteers who have a prepared notification or to Contact all scheduled volunteers.
    • Select the Departments you would like to contact. 
  6. Select Filter Volunteers.
  7. Select if you would like to send Both Email & SMS, Email Only, or SMS Only.
    Note: You will need to have SMS Capabilities set up prior to this. 
  8. For email only: select the sending email address from the 'From' dropdown. If you do not have access permissions to alternate sending email addresses, the email will be sent from the email address listed in the scheduler's profile. Should your sending domain not be verified, Elvanto will send the email from 'mail@elvantomail1.com' with the scheduler's email address listed as the reply-to email address.
  9. Edit your SMS and/or Email.
    Note: Select Send test email/SMS to preview your email or SMS before sending to your volunteers.
  10. Confirm Recipients on the right hand side.
    Note: Select the red trash can icon to remove any recipients (This will not remove them as a volunteer.)

    Elvanto Tip

    The envelope icon indicates the recipient's ability to receive an email, while the phone icon signifies their ability to receive a text message. If you don't see either icon, please adjust the user's profile and add an email and/or phone number to proceed.

  11. Select Send.

Sending Volunteer Push Notifications via the Elvanto App

Push notifications can be a helpful tool in reaching your volunteers about their upcoming scheduled assignments. They are automatically initiated to send with every roster email and/or SMS. To ensure successful delivery, please ensure the following items are in place:

  1. Prepare Notifications is enabled on the Department level (Settings > Departments) 
  2. Sending Notifications is not being overridden during the rostering process. Default should be set to prepare notifications or select "Send notifications". 
  3. The volunteer has downloaded the Elvanto app, is logged into the app, and has enabled all notifications from Elvanto. 

What's the difference between Only contact volunteers who have a prepared notification and Contact all scheduled volunteers.

Selecting to Contact all scheduled volunteers will send and email or SMS to all scheduled volunteers for the service you are viewing.

Selecting Only contact volunteers who have a prepared notification will only send an email or SMS to volunteers you have previously marked to receive a notification.

Prepare and Send a Notification for a single Volunteer

  1. Log into Elvanto as an Admin.
  2. Select Services > choose the Service you would like to contact your scheduled volunteers.
  3. Select Volunteers. 
  4. Select the individual scheduled volunteer to prepare a notification for.Screenshot_2023-06-05_at_12.27.08_PM.png
  5. Check the box under Notifications, Schedule a notification to be sent to this volunteer.
    Note: This prepares a notification, this does not send an immediate notification.
  6. Select the X to exit viewing the volunteers settings. 
  7. Select Contact Volunteers.
  8. Adjust Contact Volunteers settings in the pop up:
    • Choose if you would like to contact Unconfirmed, Confirmed, and/or Declined volunteers. 
    • Select to Only contact volunteers who have a prepared notification or to Contact all scheduled volunteers.
    • Select the Departments you would like to contact. 
  9. Select Filter Volunteers.
  10. Select if you would like to send Both Email & SMS, Email Only, or SMS Only.
    Note: You will need to have SMS Capabilities set up prior to this. 
  11. Edit your SMS and/or Email.
    Note: Select Send test email/SMS to preview your email or SMS before sending to your volunteers.
  12. Confirm Recipients on the right hand side.
    Note: Select the red trash can icon to remove any recipients (This will not remove them as a volunteer.)

    Elvanto Tip

    The envelope icon indicates the recipient's ability to receive an email, while the phone icon signifies their ability to receive a text message. If you don't see either icon, please adjust the user's profile and add an email and/or phone number to proceed.

  13. Select Send. 

 

Sending an email

If you choose to send an email, you can choose from a predefined email template, choose to send from an email address, customize the subject and content of the email, and add in any attachments from the files area.

Sending a SMS Text Message

Ensure that you have the proper SMS settings configured in your system in order to send SMS in your account. Here you’re able to send to people with a mobile number only, scheduled the SMS to send on a predefined date, or add custom placeholders that are assigned to specific Elvanto fields. 

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