View, assign, or manage volunteer follow-up actions

Question:

Is there any way within CERVIS to assign tasks to volunteer managers and supervisors to contact volunteers regarding questions or concerns the volunteer may have?

Answer:

Any CERVIS user with either the "Administrator", "Leadership Team", or "Group Leader" access level, may be assigned a follow-up action within CERVIS.  To CREATE a volunteer follow-up assignment:

1. Login to your CERVIS account.
2. Click on the "View/Manage Volunteer Follow-up" link under the "Volunteer Management" section of the Main Dashboard.
3. In the "Name Lookup" field for "Follow-up With:", enter the last name of the volunteer that needs to be contacted to have their question answered or their issue resolved.  This field will perform a look-up of every profile in the system.
4. In the "Name Lookup" field for "Follow-up Assigned To:" enter the last name of the CERVIS user that will be taking the required action to contact the volunteer from step 3 to answer their question or resolve their issue.  This field will perform a look-up of users with either the "Administrator", "Leadership Team", or "Group Leader" access level only.
5. Enter a brief description of what the follow-up assignment is regarding in the "Follow-up Description:" field.
6. Click the "Assign Follow-up" button to complete the assignment.

Once the follow-up assignment has been created, when the user from step 4 above has logged in to their CERVIS account, they will see a flashing "Follow-up Action Assigned" icon () at the top of their screen to notify them of the pending follow-up action.  The system can also be configured to send an automatic email notification of an assigned follow-up action.  To configure this notification, please complete the following steps:

1. Login to your CERVIS account.
2. Click on the "Edit System Configuration" link under the "System Management" section of the Main Dashboard.  Please note, this option will only be available to CERVIS users with the Administrator access level.
3. Find the “System Settings" section and click on the blue circle with the blue down arrow () to expand the section. Find the "Send Auto E-mail Notification of Follow-up Assignment:"option and change the  field to "Yes".
4. Click the "Update Configuration" button to save the configuration.

Once the follow-up action has been completed, the assigned user will need to go in and CLOSE OUT the follow-up action.  Please follow the steps below:

1. Login to your CERVIS account.
2. Click on the "View/Manage Volunteer Follow-up" link under the "Volunteer Management" section of the Main Dashboard.
3. Place a checkmark in the checkbox or checkboxes for each follow-up item that has been completed and needed to be closed.  CERVIS users assigned the "Administrator" access level will be able to view and manage all pending follow-up actions present in the system.  CERVIS users assigned either the "Leadership Team" or "Group Leader" access levels will only be able to view and manage follow-up actions assigned directly to them.
4. Enter a brief description of what actions were done to complete the follow-up action in the "Follow-up Notes:" field.
5. Click the "Complete Follow-up Action" button. to mark the follow-up action as closed.  Once the follow-up action has been closed, a note will be added to the volunteer's profile under the "volunteer notes" section with information regarding who completed the follow-up and what they did.