Personnel Window (Reference)

Personnel are an integral part of every organization. Using the Volunteer window, you can keep track of:

  • Detailed Notes on your volunteers

  • Physical and other information in the Personnel tab

  • Add the Volunteer Positions they have held and the hours worked

  • Keep track of the Times they are Available

  • Any Awards they have recieved according to the number of hours they have volunteered

  • Any Tasks that may have been assigned to them through the Facility module

To access this window, you use the Volunteer button on the Patron List Toolbar / Ribbon Bar.

The Personnel Window opens.

Parts of The Window

Personnel Information

This information is contained in the upper portion of the window. All information is taken directly from the patron information you entered.


Detail / Notes

This tab allows you to enter more specific information about the personnel.


Personnel

This tab has adjustable menus and fields for additional information on the personnel.


Position

This tab lists positions the volunteer can perform.


Time Availability

This tab allows you to set the times the volunteer is available or unavailable.


Award

This tab allows you to see any awards the volunteer has received.


History

The Activity History / Evaluations is the lower section of the window and contains all of the activities the volunteer has participated in.


New - Clicking the New button allows you to add New Activity History for the personnel.

Open - Opens the currently selected history for viewing or edititing

Delete - Deletes the selected History

Search - Allows you to search for a Play / Event to associate the history to.

Detail / Notes Tab   Top

This tab contains detailed information on the personnel.

Parts of the Detail / Notes Tab

Greeting

The greeting that the individual prefers.


Birthday

The individual's birthday.


Age Code

The age code of the individual. The selection can be modified in Code Tables.


Status

If the individual is active and if so when the best times for them to work are. This drop down field can also be edited in code tables.


Height

The height of the individual.


Weight

The weight of the individual.


SIN #

The individual's Social Insurance Number.


SIN #

The individual's Social Insurance Number.


Gender

The gender of the individual.


Hours Summary

Shows a yearly summary of hours worked for the past five years, and a summary of all years prior.


General personnel Notes

General notes about the individual.


Personnel Tab   Top

Personnel Tab
Personnel Tab

The personnel tab displays additional criteria that can be tracked about the volunteer.

Parts of the Volunteer Tab

**Hair Colour **

The hair colour of the volunteer. The list is adjustable in Code Tables >> Personnel Hair Colour.


Eye Colour

The eye colour of the volunteer. The list is adjustable in Code Tables >> Personnel Eye Colour.


Vocal Range

The vocal range of the volunteer. The list is adjustable in Code Tables >> Personnel Vocal Range.


Instrument

The instrument the volunteer plays. The list is adjustable in Code Tables >> Personnel Instrument.


Dance

Check box to denote whether the personnel dances.


Sing

Check box to denote whether the personnel sings.


Act

Check box to denote whether the volunteer acts.


personnel Flag #4

Additional assignable flag that can be used for tracking personnel.


personnel Flag #5

Additional assignable flag that can be used for tracking personnel.


Position Tab   Top

Position Tab
Position Tab

The positions tab is part of the personnel Window and displays the positions which the volunteer can perform. Functions of this tab are add a position, edit a position, and delete a position.

Parts of the Positions Tab

Position

The Personnel code of the position. The codes are setup in Code Tables >> Volunteer Activities.


Again

If the personnel is still interested in the position.


Contacted

The date last contacted.


Paid

If the activity was paid.


History

If any historical information is available.


Preference

The preference rating of the personnel for the position on a scale of 1-10.


Hours

The total number of hours worked in the position.


Paid $

The total amount that was paid for the activity.


Last Year

The last year that the personnel performed the position.


Notes

The last year that the volunteer performed the position.


New - Inserts a new position through the Positions For Window.

Open - Shows the details for the selected position as well as allowing editing in the Positions For Window.

Delete - Deletes the selected position.

Time Available Tab   Top

Time Tab
Time Tab

This tab displays the times which the personnel is available and when there may be a conflict with their schedule.

Parts of the Availability Tab

Month

TThe month of the entered time.


Day

The day of the entered time.


Start

The start of the time available or conflict.


End

The end of the time available or conflict.


Type

The type of time entered i.e. Available or Conflict.


Notes

Notes about the time.


Outlet

The outlet at which the personnel works.


Date Start

The date that the availability or conflict ends.


Date End

The date that the availability or conflict ends.


Time Start

The time that the availability or conflict starts.


Time End

The time that the availability or conflict ends.


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Outlet Code

The code for the outlet which the personnel works at.


New Time Wizard - Starts the New Time Wizard.

New - Opens the Time For Window through which you can add conflicting or available times. Click here to learn how to add new times.

Open - Opens the Time For Window with the data for the selected time(s) allowing for editing if needed.

Delete - Deletes the currently selected time.

Awards Tab   Top

Award Tab
Award Tab

This tab contains award information on the personnel. You can also add, edit and delete awards.

When you keep track of your personnel's hours worked through the Volunteer Module, you can assign those hours towards awards. Personalizing your volunteer recognition component of your program is the best form of showing appreciation for the contribution of personnels. For example, For every 10 hours a personnel works, they recieve one ticket. You can use this tab to assign the award and keep track of how many awards they have recieved.

The awards available for selection are defined in the Personnel Awards Code Table.

**Parts of the Awards Tab **

Date Awarded

The date the award was given.


Award

The award that was given.


Hours Recognized

The number of hours that were recognized with the award.


Notes

Any notes that were entered with the award.


Outlet Owner

The main organization name.


Outlet

The specific outlet that this volunteer was awarded for working at.


New - Creates a new award.

Open - Opens the currently selected award.

Delete - Deletes the currently selected award.

Personnel Marketing Tab   Top

Marketing Tab
Marketing Tab

The marketing tab on the Volunteer Window contains the same information at the marketing tab on the Patron window - the information is repeated here for ease of entry. Changing data in either window results in the same changes to the database.