Experience for a volunteer who has more than one role within a school in GC VM.
What is Acts as Roles (AAR)?
AAR is an updated set of features that allows volunteers with multiple roles to seamlessly toggle between their roles using the Role Switcher at the bottom left corner of their screen. The current role is shown at the top of the Role Switcher under “volunteering as,” while other roles are listed below. With the new functionality, volunteers can switch between multiple roles with just one click.
AAR provides a more complete experience for each role while allowing for certain elements, such as assignment selection and emailing, to utilize a combined experience. At a high level, volunteers can experience GiveCampus Volunteer Management one role at a time. If a volunteer wishes to experience GC VM as a different volunteer role (that is also assigned to them by an Administrator), the volunteer can seamlessly toggle between these roles using the Role Switcher.
Volunteer Experience
With Acts as Roles, volunteers have a separate “My Assignments” page for each of their roles, and will see only Role-specific elements such as Resources when acting as that particular Role.
When a volunteer has more than one role, certain elements of a volunteer's experience when are merged to assist with streamlining their work. This merged experience occurs in the following areas:
- Multi-Role Assignments - When selecting assignments, if the constituent can be selected as both roles, and both roles have permissions to select assignments, a volunteer will be able to select the assignment as both roles or as one of the roles.
- View Email Recipients by Role - When sending an email from the Email page, volunteers can view the Recipients list as each of their roles and also aggregated into an “All” view to see all of their emailable assignments across roles. The Email Templates that display are respective of the role they are currently acting as on this page.
- Outreach Tracker on Assignment Snapshot - Recognizing that an assignment does not typically differentiate the role a volunteer was acting as when they did outreach, the Outreach Tracker recognizes a volunteer's interactions with an assignment across all of their roles.
Administrator Experience
With Acts as Roles, it becomes even more important that assignments be paired to a Volunteer as a particular role. With this concept in mind, additional options will be available to modify a Volunteer's assignments when a role is removed from a Volunteer or from GC VM.
When removing a role from a volunteer, if there are any assignment pairings tied to that role the administrator will be prompted to modify those assignment pairings - to either remove the assignment's pairing with that role or to move the assignment pairing to the volunteer's other role.
When removing a role from GC VM, the Administrator will be prompted to re-assign all assignments paired with a volunteer as that role.
FAQ’s
Q: Can a volunteer email all assignments across roles?
A: Yes! Using the Email feature, simply click on the roles filter labeled “All,” and hit “Select All” in the recipients window.
Q: Why can’t a volunteer select an assignment as a particular role?
A: One of the places where AAR offers a combined experience is in the Assignment Selection experience. With that in mind, when selecting assignments volunteers may be able to select an assignment as more than one role from the same assignment selection process. There are a few reasons why a constituent may be selectable as one role, but not another. These primarily fall into two categories:
- One of the volunteer's roles is able to select assignments, but another role is not given the permission to select assignments as that role.
- If you have Shared Assignments enabled, a constituent has already been selected as an assignment by a volunteer who has the same role as the volunteer and is not able to be selected by additional volunteers as that role, but is available to be selected as one of the volunteer's other roles, a role which has not met the role assignment limit.
Q: Why can’t a volunteer select an assignment, even though they aren’t selected by anyone else?
A: Certain constituents within GC VM may not be selectable as an assignment because of settings that a school has put in place - for example, the constituent is already being engaged with by a Major Gift Officer or has requested to not be contacted.
Q: What happens if one role can auto-assign and one requires approval?
A: If a volunteer has two roles - one that can auto-assign to a constituent and one that required assignment approval, the volunteer will be able to pair automatically with the constituent as the role that can auto-assign to the constituent. The pairing request for the role that requires administrator approval will go through standard administrator approval and the volunteer's handler can choose whether or not to approve the assignment pairing request for that volunteer for that role.