Project Request Forms

The Project Request Form in CERVIS allows customized requests for volunteer projects to be submitted from individuals, groups, or community partners. If approved, these project requests can easily be converted into actual volunteer opportunities within CERVIS.

Enable Project Request in Your System:

To begin, you can enable and customize your form in your System Configuration:

1. Log in as an Administrator.
2. Click on Edit System Configuration, scroll down, and expand the Opportunity Management Settings section. 
3. Edit and customize the Project Request Form using the following options:
   • Allow Project Requests to be Submitted Online: Select whether or not you would like to allow project requests to be submitted online to your organization and who you would like to initially assign the request to. Choose from Event Leader Access Level and higher to assign the requests to. Note: this must be enabled in order to use the Project Request Form.
   • Project Request Page Heading: Custom page heading which is displayed at the top of the Project Request Page. Leave blank for default page heading.
   • Project Request Label: Label used on the Project Request Page to describe the type of request being submitted. Leave blank for default page label.
   • Project Request Notes / Instructions: Custom welcome, notes, and/or instruction message that is displayed at the top of the Project Request Page for your organization.
     • PRO TIP: Use the Preview Icon to preview your Project Request Form
   • Display Gender Restriction Options on Project Request Page: Select whether or not you would like to allow project requesters to optionally specify gender-based registration restrictions when submitting the project request.
   • Display Age Restriction Options on Project Request Page: Select whether or not you would like to allow project requesters to optionally specify age-based registration restrictions when submitting the project request.
   • Project Request Custom Question Type: Indicate the type of question(s) you want to include on the Project Request form.

 > Disabled - select if custom question is not being used

> Text (Required) - requires the volunteer to type in response, has a shorter character length than the Text Box option. Character limit: 300

> Text Box (Required) - requires the volunteer to type in response, longer character length than the Text option. 

> Selection Box - allows you to create a list of response options in the “Selection Options” field, from which your volunteers can choose one answer. Character limit for selections: 280.

> Text (Optional) - optional for the volunteer to type in response, but has a shorter character length than the Text Box option. Character limit: 300

> Text Box (Optional) - optional for the volunteer to type in response, longer character length than the Text option. 

• Project Request Custom Question Text: Content of the question(s) you want to ask on the project request form.
• Project Request Custom Question Options: Options you wish to include for project requesters to select from when answering the associated question. Include as a comma-separated list (i.e.: Option 1, Option 2, etc). Only used for ‘Selection Box’ type questions.

4. Click the Update Configuration button to save your settings.
   
    

Internal Review & Approval Process

After a request is submitted, the individual listed in your System Configuration for the Allow Project Requests to be Submitted Online field will receive an email notification prompting them to log in to CERVIS to review the request and take action. The requested form is also included in the email.

The requested project will also be added to the Opportunity Management Dashboard and is indicated with a ‘Requested’ Opportunity Status. The opportunity is not yet being published online. It needs to be reviewed and updated in order to convert the project request into an open and/or published opportunity if desired.

Convert Project Request to a Listed Volunteer Opportunity

To approve the request and convert it into an opportunity, click on the blinking Update/Edit Opportunity icon () and change the Opportunity Status from ‘Requested’ to ‘Open’. Be sure to fill in and update all applicable fields to complete the opportunity listing. Make sure to adjust the Publish Online field to the appropriate visibility choice for your new opportunity. Please note that this action does not notify the requestor. A manual communication is needed if you desire to alert the requestor that the project has been approved.
 

Deny Project Request 

To deny the request from being turned into an opportunity, click on the blinking Update/Edit Opportunity icon () and change the Opportunity Status from ‘Requested’ to ‘Closed’. Please note that this action does not notify the requestor. A manual communication is needed if you desire to alert the requestor that the project has been denied. 

Ideal Use Cases

Here’s how different organizations use the Project Request Forms:

• Corporate/Employer Volunteer Programs
  Employees can request group service days for team-building and community impact
• Churches or Faith-Based Organizations
  Clergy or staff can submit outreach needs or mission requests
• Local Schools or Higher Educational Institutions
  Teachers or clubs can request volunteers for special events, classroom help, or service days
• Neighborhoods & Community Groups
  Residents can flag local service needs (i.e.: park clean-ups, home repairs for seniors)