Volunteer Connect

Frequently Asked Questions for Organisations

Do you have a question about Volunteer Connect?

See below, and if you are still stuck, get in touch on 0300 365 9960 or enquiry@volunteeringbarnet.org.uk. 

Yes!

If you log in regularly, use everything Volunteer Connect has to offer, and stay in touch with us, we are very, very confident that you’ll find and place volunteers. We hear about hundreds of placements every year from volunteers and organisations who have found each other through our service.

The national average of volunteer placements to registrations is 14%, or a 1:7 ratio. So, for every seven people who contact you about a volunteering opportunity, just one of them is likely to be placed. Keep this is mind when you’re looking for your next volunteers.

Go here to volunteeringbarnet.org.uk

On the right hand side of the page, click on ‘Organisation Log In’.

Then click ‘Register’.

Enter your details and wait for approval.

Include as much information as possible, especially about the location of your organisation, location of your opportunities and from where you would like to recruit volunteers.

Click here to go to www.volunteeringbarnet.org.uk.

Click on 'Organisation Log In'.

If your name is the one associated with the account and you know the email address associated with the account, click the forgotten password button.

If you do not know the email address, but you have registered, please contact us - you can find our contact details here

If it is not your name, but it is your organisation, and you’d like to also have access to the account (so that you can manage the volunteer roles being advertised) 

1. Register as if you were a new organisation (see the FAQ, ‘How do I register?’).

2. When writing in the ‘Organisation’ field of your profile, start entering the name of your organisation and it should appear from a drop down list. Choose it.

3. Now, once you have completed the rest of your profile and have been approved, you will be linked up to the existing profiles currently associated with your organisation.

You’ll have access to any of the roles your organisation has posted, you’ll be able to edit them, and you’ll be able to add your own new roles under your organisation’s profile.

Once registered, log in using your email address and password and go to Add/Edit roles.

Click the blue ‘Add Role’ button.

Fill out all the fields with care and click ‘Save’.

  1. Remember:

- The email address in the role description will receive all updates, e.g. when a volunteer confirms interest.

- Include as much detail as possible about where and when the opportunity will take place, including a postcode.

- Ensure the telephone fields only contain a valid number (no brackets or text)

- The contact email address must contain a valid email account (no additional text please)

- Ensure you do not exceed the 500 character limit (incl. spaces) on the short description field

- Avoid any unusual characters in text e.g. [ ] <> # {}

- When copying text from Word ensure it doesn’t have any formatting i.e. bullet-points

The four boxes are the ones you see when you are in the 'Managing Your Roles' page. You can get to this page by clicking: Log in – Add/Edit Roles – Details (underneath the role title you want to look at). They are, clockwise from the top left:

  1. 1. Possible Matching Volunteers
  2.  
  3. 2. Awaiting reply from invited Volunteers
  4.  
  5. 3. Interested after finding the role in the search page
  6.  
  7. 4. Confirmed interest in the role after you invited them

Here’s a brief explanation of each…

  1. 1. Possible Matching Volunteers

These are volunteers whose interests and skills match those in your role description. Use this box to find potential matching volunteers and invite them to apply. Click on their names to see their full profile, write them a message including your contact details, and click to invite.

  1. 2. Awaiting reply from invited volunteers

These are either volunteers who you have messaged or volunteers who have messaged you. If a volunteer is here, you’ve already interacted and you are waiting for a final confirmation of interest.

  1. 3. Interested after finding the role in the search page

These are volunteers who have found your opportunity and confirmed some interest; they are waiting for a response from you. You should aim to always have this box empty.

  1. 4. Confirmed interest in the role after you invited them

You have spoken with a volunteer, and they have decided they are happy to provide their contact information, and therefore have clicked to confirm. The volunteers in this box will have their contact details visible.

1. Log in, and click Add/Edit Roles.

2. Click on the blue ‘Details’ box underneath the role title.

3. You’ll then see four boxes. The top left hand box, “Possible matching volunteers” will show you volunteers who match your opportunity based on their skills and interests.

4. Click a name to see their profile.

5. If you think they are a suitable match then scroll down and write them a message.

It is strongly advised you include a phone number and an email address in all correspondence with volunteers.

6. The volunteer will then move to the top right-hand box, "Awaiting reply from invited volunteers".

Now simply wait for them to get back to you. If you don't hear anything after a week or so, call us and we can follow up for you - 0300 365 9960.

You’ll receive an automated email to the email address associated with the opportunity.

Be advised this is not always the same as the email address you may have entered for your organisation profile.

To see which email you've entered, log in and go to Add/Edit Roles.

Click the blue ‘Details’ box underneath the role/opportunity title. 

 

Scroll down and see "Contact email for this role". This where all automated correspondence for the role will be sent.

Make sure you log in regularly anyway in case these emails go into your junk or spam folders by mistake.

Emails for volunteers applying/confirming interest go to the email address associated with the opportunity. This might not be the same as your log-in email address or the email you've entered into your 'Profile'.

Please see the FAQ - "How do I know when a volunteer applies to an opportunity?"

If you frequently have changes in your team or have more than one person in charge of volunteers, please keep a record of which email address is associated with which role for your own reference.

  1. 1. Log in, and click Add/Edit Roles.

2. Click the blue ‘Details’ box underneath the role/opportunity title. 

  1. 3. You’ll then see four boxes. In the bottom right-hand corner, you’ll see a box called “Interested after finding the role in the search page”You should always aim to keep this box empty. If people are in this box, it means they’ve contacted you and you haven’t yet replied.

  1. 4. Click on their name. They may or may not have written a message. In either case, you should write them a short message. It is strongly advised to include a relevant phone number and an email address in all communications with volunteers.
  2.  

5. They will then move to the top right-hand box, “Awaiting reply from invited volunteers”. You now must wait for a final confirmation of interest from the volunteer.

  1.  

We are very happy to follow up any unresponsive volunteers.

Call us on 0300 365 9960, let us know the volunteer names and the role they applied for, we’ll call them and get back to you.

These volunteers are the ones who appear in the box titled ‘Interested after finding the role in the search page’. They’ve found the role and have clicked ‘Confirm Interest’. Hopefully they’ve included a short message, but no worries if not.

Simply click on the name of the volunteer, scroll down and write them a message. It is strongly advised you include in here your own organisation contact details.

Then, you wait for the volunteer to confirm interest once more. They will now appear in the above box, ‘Awaiting reply from invited volunteers’.

Even if you don’t think a volunteer who is interested is the right fit for your team, we strongly encourage organisations to let the volunteer know. They will most likely be waiting to hear back from you, so please always politely inform volunteers of your decision. This is always considered best practice.

You can then dissociate the volunteer from the opportunity online.

1. Log in, and go to Add/Edit Roles.

2. Click on the ‘Details’ box underneath the role title.

3. Find the volunteer from one of the four boxes, click the name, scroll down and click the button to disassociate.

Data protection laws mean you will only see this at the third and final stage of contact on Volunteer Connect. The three stages are:

  1. 1. A volunteer confirms interest with a message to your organisation, either independently or following an invitation from you.
  2.  
  3. 2. The organisation writes back with information on the role and how to get in touch.
  4.  
  5. 3. The volunteer accepts the invitation, and appears in the Confirmed interest in the role after you invited them box. You’ll see their contact information only when they are here.
  6. Through correspondence in the first two stages, you are of course free to ask for this information and we strongly encourage volunteers to let you know this information as early as possible too.

You can also call us, let us know the volunteer’s name and the role, and we can follow up for permission to send contact details - 0300 365 9960, enquiry@volunteeringbarnet.org.uk

No problem! Just make sure you include this information very clearly in every aspect of your role description. Please do not simply say ‘multiple’ or ‘various’.  The more specific, the more likely you are to get volunteers. Think about how to format the information in the following…

  • - Your role title e.g. Fundraiser Volunteer (Hounslow, Barnet and Brent)
  •  
  • - The description and short description box
  •  
  • - Click to say multiple locations if applicable
  •  
  • - The role address
  •  
  • - If there is not a postcode applicable, try and put a central London/generic postcode or your organisation’s head office postcode.
  •  
  • -Directions e.g. include an example of where volunteers might be going, or how you’ll provide directions for the volunteer.

This will almost always be related to one or more of the following.

  • - Ensure the telephone fields only contain a valid number (no or text)
  •  
  • - The contact email address must contain a valid email account (no additional text please)
  •  
  • - Ensure you do not exceed the 500 character limit (incl. spaces) on the short description field
  •  
  • - Avoid any unusual characters in text, e.g. [ ] <> # {}
  •  
  • - If copying text from Microsoft Word ensure it doesn’t have any formatting i.e. bullet-points

If the problem persists, call us on 0300 365 9960.

This is a part of the database that is still under development. It’s not operating right now and you don’t need to use it.

  • - You can be included in the Opporltunities of the Week Bulletin. This goes out to all of our registered volunteers via email, social media and is stored on the website.

  • - We can promote your role on Facebook and Twitter:

  • - Send us direct application forms for the role and we’ll bring them along to outreach and drop-ins, and then scan and send any applications to you.

Email enquiry@volunteeringbarnet.org.uk or call 0330 365 9960

The website is volunteeringbarnet.org.uk. This is where all of our information about everything we do is advertised.

Volunteer Connect is the database where our registered volunteers and organisations complete their respective profiles. It’s where organisations post opportunities, to which volunteers then apply. It is accessed through the website but is separate from it. 

Last updated: 6 April 2017