[Wylug-help] Managing volunteer organisation online...

[Roger Greenwood]

Have you looked at calendartree.com ?

Just a thought.

Roger

On 6 June 2014 21:36:34 CEST, Nigel Metheringham <nigel at dotdot.it> wrote:
>I'm looking for a good mechanism to co-ordinate volunteer allocation. 
>This email has a fairly long and hopefully complete description of what
>
>we want to do - would like suggestions of appropriate solutions.
>
>TL;DR summary. I want to email a set of people a list of options, and 
>collect responses back into a spreadsheet grid with options on one axis
>
>and people on the other showing which people can do each option.
>
>Longer version
>
>JR Theatre in York has a set of events that need Stewards to man 
>(person?) them.  You would typically have 1 or possibly two events on a
>
>date (ie 2 performances on a Saturday) - events are relatively sparse, 
>so not every date within a period.
>
>Each performance that needs manning has a date with day of the week, a 
>time and a title.  This could be presented as either a list of 
>performances or maybe a calendar grid with one or two events on a date 
>square.
>
>We have of the order of 100 Stewards; and we tend to allocate around 3 
>months of events at a time - this would be maybe 20 to 70 performances.
>
>In the old days we mailed each volunteer a form with a list of 
>performances and a tick box for each one.  The forms were collected
>back 
>and some poor person collated all the information.  This was laborious 
>and expensive (postage).
>
>Currently we email this info out, but the information tends to come
>back 
>in several forms and piecemeal, so collating it into a spreadsheet form
>
>to allow easy allocation is laborious (and error prone).
>
>So we would like to get a mechanism to automate the collection of this 
>info, in a way that is usable to an audience of relatively non-tech 
>savvy people.
>
>I have all the info already in place that I can generate a list of 
>performances in any appropriate format (the website info is already 
>generated off a database).
>
>We also use MailChimp so can send mails out that way - potentially 
>including a recipient identifier if we wanted to be clever about it.
>
>I have looked at Doodle ( http://doodle.com/ ) - which would sort of do
>
>the job if we used a free text options list, except:-
>   1. It arranges options in a horizontal list - this will work
>      poorly for a list of potentially a 100 performances
>
>   2. There is no import ability for options, so you would have
>      to copy/paste 100 separate entries - the person doing this
>      would soon want to kill me!
>
>We have a lot of our information in a google apps set of accounts, so
>we 
>are aiming to end up with our sheet of people vs performances as a 
>google spreadsheet - so one potential option is a way to generate
>google 
>forms in a relatively quick way.
>
>So in summary, for each person, we are interested in a set of yes/no 
>(checkbox) answers for a long list of options, we also need their name 
>or other identifier, and maybe a free text field just to add comments 
>(ie can do any of these, but don't allocate me to more than 1 in a
>week).
>
>So what good suggestions can you come up with - remembering the end 
>users are going to be relatively naive.
>
>	Nigel.
>-- 
>[ Nigel Metheringham ------------------------------ nigel at dotdot.it ]
>[                 Ellipsis Intangible Technologies                  ]
>
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