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Learning Objectives

After completing this unit, you’ll be able to:

  • Understand how EarthCorps used V4S to structure their REVIVE event.
  • Understand why campaigns are so important in V4S.
  • Create a volunteer campaign for a fundraising event.

The Big Event: REVIVE

EarthCorps is a long-time user of V4S. V4S helps with all EarthCorps’ volunteer management needs, from processing the 10,000 volunteers per year who help restore local area parks, to recruiting office and fundraising event volunteers. EarthCorps’ largest annual fundraising event is called REVIVE—a night of food, entertainment, fun, and a live auction. Many small- to medium-sized nonprofits hold similar events that need volunteers, so REVIVE is a great real-world example to show you volunteer management in action.

Attendees of EarthCorps' annual fundraiser mingle at tables.

Doesn’t this look like an amazing event? Can you imagine the number of volunteers it took to pull it all together? You might be thinking how complicated it would be to track all those volunteer jobs and hours. But it’s not with V4S!

In the next sections, we look at how EarthCorps uses V4S to produce this massive, successful fundraising event. Dianna Stockdale, the incredible (and indomitable!) Salesforce admin at EarthCorps, walks you through the organization’s entire process. As you follow along with Dianna, you can recreate EarthCorps’ volunteer management records, or you can adapt her examples to create records for your own fundraising event.

Decide How to Structure V4S

Like any great event, EarthCorps’ REVIVE begins with planning. At a high level, they know they need volunteers for the following positions and time slots.

Setup crew
4–6 PM
Wait staff
6–8 PM and 8–10 PM
Bartenders
6–8 PM and 8–10 PM
Cleanup crew
10 PM–12 AM

Seems rather basic, right? But this stage is perhaps the most crucial part of the planning. It’s at this moment that EarthCorps must decide how to structure its volunteer data in Salesforce, using campaigns, jobs, and shifts. Remember the structuring we talked about in the “Get Started with V4S” unit? Here is where it comes into play.

Listen to Dianna talk about the process of structuring her event in V4S. This is a rare window into the mind of a great planner!

Note

Note

If you're using Salesforce Lightning Experience, your screen might look different than the screens in the video above.

Ready to plan your own event? Let’s dive right in.

First, visualize (perhaps even sketch out) what the event structure looks like. Because Salesforce is so flexible, you can do that in many ways. For this event, let’s think about the main event itself (REVIVE) as the campaign. Within that campaign, you determine your jobs and shifts. It all becomes more logical when you map it out.

Diagram of the structure of the event. Campaign at the top, two jobs underneath, and shifts under the jobs.

When Dianna starts to think about the REVIVE event in the context of this structure, the organization of her Salesforce data becomes even more clear.

A more detailed structure of the event, including names of each job and time slots for each shift.

Although it’s not apparent right now (we’ll go ahead and give away the punchline), structuring data in this way affects how your volunteer requests appear on your website. We’ll dive deeper into the website stuff later. For now, take a peek at the EarthCorps website, which based on the above structure for the REVIVE event, looks something like this. You can see the REVIVE shifts on October 7.

The EarthCorps website, including the events' calendar.

Now that you have a vision of how you want your event structure laid out, let’s go ahead and start creating it in V4S.

Set Up the Campaign

1. In Salesforce, click the App Launcher  ( App Launcher icon) in the navigation bar, and choose the Volunteers app.

The Volunteers app in the App Launcher.

2. Click the Campaigns tab, and then click New.

3. Select the Volunteer Campaign record type.

Screenshot of the Volunteer Campaign selection.

4. Click Next.

5. Enter your volunteer campaign name. EarthCorps calls their annual gala REVIVE.

6. Select the Active option. If you don’t select this option, the campaign doesn’t display on the Shift Calendar or on your website.

7. The following fields are used mostly for filtering and reporting on your campaigns. Make your selections based on how your organization wants to use these fields, and use them consistently so that your reports are accurate.

a. From the Type drop-down list, select the type of campaign for your event.

b. Choose a status. Because REVIVE is a future event planned for October, Dianna uses the Planned status.

8. From the Volunteer Website Time Zone drop-down list, select the time zone where the event is occurring. EarthCorps is located in Seattle, so Dianna selects America/Los Angeles.

9. Enter the start and end dates for your event. Dianna needs about a month to plan REVIVE, so she sets September 9, 2016 as the start date. The end date is the night of the event, October 7, 2016.

Note

Note

It takes much more than one night to plan and execute a one-night event. You can track all your planning and preparation time in Salesforce, so for the start date, choose the date when you start working on the event.

New campaign page

10. Click Save. The Campaign Detail page appears.

Congratulations! You’ve created the first level of your Volunteer Event Campaign.

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