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- Volunteer Management
- Data model
The tables behind Volunteer Management
Volunteer Management ships with 12 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 12
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
People and setup
Volunteers links to Organizations; volunteer roles defines work requirements; team members identifies staff reviewers; Users holds app user records.
Program planning
Program activities describes events, while volunteer shifts records dated staffing slots and links to volunteer roles.
Placement and service
Volunteer assignments joins Volunteers and volunteer shifts. Service hours links to both the assignment and volunteer.
Review and evidence
Review decisions and operation receipts link to volunteer assignments. Record attachments uses related record text for its target.
Every table, by feature
- Volunteer directory4
- Roles and screening4
- Shifts and coverage5
- Assignments and decisions6
- Service hours5
- Operations evidence6
- Shared and settings1
- Volunteers
A person who volunteers, with their contact info and skills, used to match them to work.
Linked to Organizations - Organizations
A partner or client organization the team runs volunteer programs for.
- Record attachments
A file or document tied to another record, kept as supporting proof or reference.
- Volunteer assignments
Links a volunteer to a shift they signed up for, tracking planned versus logged hours.
Linked to Volunteers, Volunteer shifts
- Volunteer roles
Defines a type of volunteer job, its screening and age rules, used when setting up shifts.
- Volunteers
A person who volunteers, with their contact info and skills, used to match them to work.
Linked to Organizations - Record attachments
A file or document tied to another record, kept as supporting proof or reference.
- Volunteer shifts
An open volunteer time slot for a role, used to schedule and fill coverage needs.
Linked to Volunteer roles
- Volunteer shifts
An open volunteer time slot for a role, used to schedule and fill coverage needs.
Linked to Volunteer roles - Volunteer roles
Defines a type of volunteer job, its screening and age rules, used when setting up shifts.
- Volunteer assignments
Links a volunteer to a shift they signed up for, tracking planned versus logged hours.
Linked to Volunteers, Volunteer shifts - Program activities
A planned program event that needs volunteers, used to organize and staff activities.
- Operation receipts
Tracks the outcome of a system action on an assignment so staff can spot and diagnose failures.
Linked to Volunteer assignments
- Volunteer assignments
Links a volunteer to a shift they signed up for, tracking planned versus logged hours.
Linked to Volunteers, Volunteer shifts - Volunteers
A person who volunteers, with their contact info and skills, used to match them to work.
Linked to Organizations - Volunteer shifts
An open volunteer time slot for a role, used to schedule and fill coverage needs.
Linked to Volunteer roles - Review decisions
Records whether a reviewer approved or rejected an assignment, and why, for accountability.
Linked to Team members, Volunteer assignments - Team members
A staff member who manages programs and volunteers within the organization.
- Operation receipts
Tracks the outcome of a system action on an assignment so staff can spot and diagnose failures.
Linked to Volunteer assignments
- Service hours
Logs hours a volunteer worked on an assignment so the team can verify and total their service.
Linked to Volunteer assignments, Volunteers - Volunteer assignments
Links a volunteer to a shift they signed up for, tracking planned versus logged hours.
Linked to Volunteers, Volunteer shifts - Volunteers
A person who volunteers, with their contact info and skills, used to match them to work.
Linked to Organizations - Volunteer shifts
An open volunteer time slot for a role, used to schedule and fill coverage needs.
Linked to Volunteer roles - Operation receipts
Tracks the outcome of a system action on an assignment so staff can spot and diagnose failures.
Linked to Volunteer assignments
- Operation receipts
Tracks the outcome of a system action on an assignment so staff can spot and diagnose failures.
Linked to Volunteer assignments - Review decisions
Records whether a reviewer approved or rejected an assignment, and why, for accountability.
Linked to Team members, Volunteer assignments - Record attachments
A file or document tied to another record, kept as supporting proof or reference.
- Volunteer assignments
Links a volunteer to a shift they signed up for, tracking planned versus logged hours.
Linked to Volunteers, Volunteer shifts - Service hours
Logs hours a volunteer worked on an assignment so the team can verify and total their service.
Linked to Volunteer assignments, Volunteers - Team members
A staff member who manages programs and volunteers within the organization.
Keys and references
Keep each reference pointed at the intended record before accepting a decision or verified service. Review decisions.Reviewer points to team members, while its parent assignment points to volunteer assignments. Operation receipts.parent assignment gives exception handling the same assignment anchor. Record attachments.related record is text rather than a typed reference, so agree on an identifier convention. Users.User is a self-reference in the published model.
Migration order
- Load Organizations, team members and Users for context and access.
- Load volunteer roles and Volunteers, including screening and availability values.
- Load program activities and volunteer shifts with the intended role references.
- Load volunteer assignments, checking both Volunteer and Shift references.
- Load service hours, review decisions, operation receipts and record attachments after their parent records can be identified.
Set up Volunteer Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.