Volunteer Scheduling
The Volunteer Schedule follows your rodeo draw format, by performance and by go and by event. In order to create this, first we need to add your season and then the various components of events and rodeos into your account.
Adding Seasons
From the menu, select Rodeo Setup > Set Season. Under the heading Set New Season, fill in the form fields and click the Set New Season button. You only need to do this once.
Adding Events
You will only need to add your events once. After you add your events, they will be in your account for future use. From the menu, select Rodeo Setup > Set Events. Initially the list of events will be blank. Click the Add a New Event button and add the information for your event. For the Volunteer Schedule, you will only need to set the Event Name and the Draw Sort Order. (The other fields are designated for future service offerings.) Click Submit when done and continue to add the rest of your events. You only need to do this once, unless you add other events.
Adding Rodeos
From the menu, select Rodeo Setup > Set Rodeos. Click Add a New Rodeo to the Schedule. Complete the form then click Save Competition Settings when you are done. The date and time information is important as this will be displayed on your Volunteer Schedule and helps the Volunteers to plan accordingly (the Entry Open and Entry Close dates are not used but may be set if you wish to display this information). Make to also indicate the proper rodeo format so that your volunteer assignments can follow the rodeo format schedule and events in the schedule. Note: in the Events section, only the checkbox next to the Event name is required. The rest of the fields in that section are not required. (The other fields are designated for future service offerings.) You need to do this for each rodeo.
Create Your Volunteer Schedule.
For each event in the draw, choose the volunteer(s) to assign. Volunteers must first be in the member database. We recommend that you create a new Member Type specifically for volunteers who are not competitors. All Member Types may be assigned as volunteers here. Initially the volunteer assignments will be blank. To add a volunteer, tap the drop down to -- add another volunteer -- to an event in the draw schedule. The list of available volunteers is your entire member database. After you have added a volunteer or volunteers to events, click the Save Volunteers button. Your assigned volunteers will appear in the positions you have assigned them. Each event in the schedule will also show the -- add another volunteer -- option if you wish to select another volunteer for the event. There is no limit to the number of volunteers per event and no limit to the number of times you assign a volunteer in a rodeo.
