Why use an event?
Events are single-day volunteer opportunities where volunteers RSVP to participate in a general capacity. They’re ideal for simple activities like cleanups, fundraisers, community outreach, or thank-you events for volunteers. Since each event is tied to a specific date, this format provides a straightforward way to promote the opportunity and track volunteer hours.
Creating a new event.
To get started, click the Events tab in the main navigation and the New Event button in the top right corner. This will open a pop-up where you can select Event.
Note: Repeating events and events with shifts are covered in separate articles.
Next, you'll need to complete the basic details for your event by entering the event name, location, date and time, the number of available spots, and whether to offer a waitlist. These fields can be edited later, so if you’re unsure, fill in the information as best as you can. Once you’re ready, press the Create Event button to finalize the process.
Customizing your event's landing page.
You'll start on the Edit Event page, where you can upload a photo, add a description, and share what volunteers can expect. If you don’t have a photo, try finding one for free on Unsplash.com. A well-designed landing page can make a big difference in attracting volunteers.
Adding a form to your event.
You can attach a form to your event if you'd like volunteers to answer specific questions when signing up. This is optional, as Timecounts automatically collects their name and email. To add a form, go to the Details tab, scroll to the Signup Form section, and select the form from the dropdown (only published forms will appear).
You can also include an optional Success Screen Message, which will display after someone submits their signup. Keep it brief, like letting them know when to expect a response or simply thanking them for volunteering.
Reviewing your event settings.
On the Details page, review important settings like event visibility, approval preferences (automatic or manual), and any custom confirmation or reminder messages for your emails.
Publishing your event.
When you're happy with everything, click the Publish button in the top right corner. If you'd like to check it before making it public, you can publish it temporarily and switch it back to unpublished using the same button. Great job setting up your event!
How volunteers will experience an event.
When volunteers visit the signup page for an event, they will see the description and a Sign Up button. If you attach a form, they'll see the questions on the next page, followed by the success screen to let them know their signup is submitted.
Sharing your event.
Timecounts doesn't automatically notify volunteers when your event is published, so share it. After publishing, click the Share button in the top right corner to get the event URL. You can share this link on social media, include it in a newsletter, or email it to your volunteers. Your event will also appear in the Events section of your hub’s Find Opportunities for volunteers to discover.
Inviting volunteers to your event.
To invite individual volunteers from your Directory so you can ensure they see the Event, go to the Signups tab and click the Invite button in the toolbar. Please use it sparingly to avoid overwhelming volunteers with notifications.
This will open a message modal where you can add recipients by searching your Directory or creating a Segment to send to a designated list and then pressing Send Invite. If you would like to send a custom invite, please first attach the template to the Invite section of the Details page.
With everything set up, you can track volunteer signups and make updates to keep the event on track.