You can set a default ‘Reports To’ person for a department in Elvanto to ensure that whenever someone is scheduled for a service to a position that has a ‘Reports To’ person set up, their confirmation or decline will notify the designated person. Here’s how to set this up:
Step-by-Step Instructions
Accessing the Department Settings
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Navigate to the Department:
- Go to the Admin Area.
- Select the department you wish to edit.
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Edit the Department:
- Scroll down to the ‘Sub-departments’ and ‘Positions’ area.
- Locate the pencil icon next to each Sub-Department and Position’s name.
Adding a ‘Reports To’ Person
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Click the ‘Add’ Button:
- Under the ‘Reports To’ section, click the ‘Add’ button to search for and find a new Reports To person.
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Specify Notification Settings:
- Use the Location and Service Type dropdown boxes to specify who gets notifications for very specific services.
- You can choose to notify for all services at a particular location, all services of a particular type, or all services at a location of a specific type.
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Example:
- In this example, Alanna Mooney will be notified of all Sunday Morning services at the Broadbeach location.
Managing ‘Reports To’ People
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Multiple ‘Reports To’ Persons:
- You can add multiple ‘Reports To’ people for one position. Each will receive an email when someone confirms or declines.
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Viewing and Editing:
- Once added, you can see who is set as the ‘Reports To’ person.
- You can add or remove them as needed.
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Sub-Department Notifications:
- If you don’t add a ‘Reports To’ person to a position but add one to a sub-department, it will email the person set for the sub-department.
Assigning Volunteers for a Service
- When scheduling a volunteer for a service, the ‘Reports To’ person’s name will be shown.
- You can also set up a custom person to report to for specific volunteers.
Other Places ‘Reports To’ Might Be Set
If you’ve recently made changes to your ‘Reports To’ settings and are still finding that the wrong people are being notified, check the following places:
Volunteering & Account Tab
- Check the volunteer’s ‘Volunteering & Account’ tab to see if a specific ‘Reports To’ person is set for them.
Service Teams
- Navigate to Services > Teams and review the ‘Reports To’ settings there.
Preference Hierarchy
- Elvanto gives preference to the Service Team ‘Reports To’ over the personal ‘Reports To’ settings.
By following these steps, you can ensure that the correct individuals are notified when volunteers confirm or decline their scheduled services.