Kauffman Center for the Performing ArtsVolunteer Web Site Helpful Hints

This document should help you to get acquainted with and use the website for volunteers. These subjects are described for you:

Initial Login Page 22 Browsing future events for possible assignment Page 24 Reviewing your upcoming assignments Page 28 Updating your profile Page 29 Reviewing your past completed assignments Page 32

INITIAL LOG-ON

On your initial login to the web site you need to set your password. The web address for the volunteer web site is:

https://www.volunteermatters.net/vm/

The page displayed for this link should look like this.

After reaching the website it is recommend you create a bookmark to allow you to easily return to the site. Depending which browser you are using, that process is a little different.

For Internet Explorer (PC): Click on the Star icon on the far right of the title area of the browser. A menu area will appear, with an Add to Favorites action button. Click on that button and a pop-up window will appear that will determine where the bookmark is saved. Click on the Add action button when you have selected the location to create the bookmark.

For Safari (MAC): Click on the plus (+) icon to the left of the web address. A pop-up window will appear that will determine where the bookmark is saved. Click on the Add action button when you have selected the location to create the bookmark.

For Fire Fox (MAC): Click on the Star icon in the title area of the browser. A menu area will appear, with an Add to Favorites action button. Click on that button and a pop-up window will appear that will determine where the bookmark is saved. Click on the Add action button when you have selected the location to create the book mark.

Your user name is your first name followed by your last name, with a period (dot) between them and no spaces. As an example John McBride is john.mcbride. Your user name is not case sensitive, so all lower case characters will work. Reference the email sent to you by the Volunteer Coordinator to verify your user name.

Your initial password is the word volunteer, in lower case. The password is case sensitive, so be sure to use lower case.

Once you have successfully logged on to the website your page should look something like this.

You should update your password to a meaningful password first thing. In the lower left of the page is the Password action button. Click on that to open the password management page.

This is the page that will allow you to manage your password.

There are three edit boxes used to modify the password. Enter your current password into the first field, your desired new password into the second field, and a repeat of the new password into the third field to verify.

Remember that your password is case sensitive; you will have to enter it exactly as you enter it here, when you login. Your password must be at least 8 characters in length.

Click on the Update action button to apply the change, or the Cancel action button to close the Password sub section.

When you have completed your password update, click on the Home icon in the upper left of the page to return to the home page. From there you will be able to search for upcoming events to volunteer for, and review your future assignments.

John.mcbride

BROWSING FUTURE EVENTS

This is an example of the opening page you will see after successfully logging on.

From here you have a few options that will show you the events on the calendar. There are several calendars, and some are for events that require special training. Unless you have been told you have completed the training you should not sign up for events on these special calendars. The Performance/Event and the Daytime Greeter calendar are the calendars that will list the events most volunteers will use. They are open to any volunteer that has completed basic training. Other Calendars, such as Team Captain, Tours, Gift Shop and Administrative, should be ignored until such time as the Volunteer Coordinator has indicated you have completed the necessary training for them. You can reach the Performance/Event calendar using one of these three methods.

The preferred method is to look on the right side of the window for the link Performance/Event Calendar. You may have to scroll your window down to see that link depending on how many future assignments you may have listed on the right side. A click on that link will display the Performance/Event calendar in a calendar format for your review.

The second method is to click on one of the two action buttons in the middle of the page. One is titled Calendar View and the other is List View. A click on either of these will open a window that contains ALL calendars. One is formatted like the calendar while the other is a simple list view. You may prefer one view over the other. They both contain essentially the same content.

The third method to review events on the calendar is to click on the Volunteer Menu icon at the top of the page. This icon will also open the Calendar view of ALL calendars.

Once you have opened the calendar using one of these methods, you may need to modify what is presented so it is easier for you to browse the events you might volunteer for.

This is the Calendar view which is presented when the preferred method (first described above) was used, showing just the Performance/Event calendar and no other calendar’s activities.

The calendar will open to the current month. Use the green arrows (1) near the date to advance to the next or prior month. You cannot show months prior to today.

The color legend (2) on the left of the screen will identify which events are locked, full, or open. You can sign up for only Open events.

You can click on any event (3) to open it for further review. More description detail is provided on the detail page. Remember, only the green (Open) items will allow you to sign up.

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If you used one of the other methods to open the calendar view you are looking at ALL events. You may want to alter the filter to limit the content to the desired calendar or calendars. To do that you need to modify the Search definition, found on the left side of the page. Find the plus sign (+) left of the word Calendar and click to expand a list of calendars.

The expanded list of calendars will appear under the word Calendar. Note that all calendars are checked, which includes every calendar within the display.

To limit the filter to the calendar or calendars you wish to view, first (1) click on the empty check box next to the word Calendar. This will clear all check marks on all calendars.

Second (2) check the box next to each calendar you wish to view.

After selecting the calendars, click (3) on the Save action button to refresh the calendar display.

You may have chosen the List view of events. Here is an example of the List view. The list view, like the Calendar view, will contain ALL calendars in the list. You should follow the above process to modify which calendars are displayed in the List view. The filter settings made while viewing the Calendar view are not applied to the List View. However, once made, the settings are retained for each view until you log off of the web site. The default is to show ALL calendars.

On the right side of the list view you will see a View link next to each event listed. Click on that link to see the details about that event, and to sign up for it. However, if the Assigned Count equals the Max Slots, then the event is full, and you will not be able to sign up for it. Events that are Locked are not displayed in the List view.

On the left side of the page above the Search specification you will find two icons. You may use these to swap beteen the Calendar and List views.

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Regardless of how you selected the event, from either the Calendar view or the List view, this is the page displayed. This page contains all detail information available about the event. If the event is not locked, and there is a slot available, you may sign up for the event. You may optionally include a message to the House Supervisor in the space provided when you sign up. IMPORTANT: Provide the message before you sign up for the event. To sign up, simply click on the Sign Up Now action button and answer OK to the question.

REVIEWING YOUR ASSIGNMENTS

This is an example of the opening page you will see after successfully logging on.

You will see your upcoming events that you are assigned to, listed on the right side of the window. They are listed in date sequence. Events from before today are not listed.

You can click on any event to open the detail page for that event, and review all information about that event.

The Kauffman Center understands that your schedule and your availability changes and sometimes you may not be able to attend an assignment. If you need to remove yourself from the event, click on the event title to open the detail page. However you will not be able to cancel your assignment if the event is Locked, or when the event start time is less than 36 hours from “now”. In either of these cases you will need to send an email to the Volunteer Coordinator to notify the House Supervisor of your unavailability. This procedure is necessary to ensure the Kauffman Center is notified.

Call the Volunteer Hotline at 816-994-7935, and leave a message with your name and the shift you will be missing. No explanation is necessary. Please try to notify the Kauffman as soon as possible.

Here is the detail page for an event you are assigned to attend.

The message in the center of the page indicates your assignment for this shift.

Beneath the description is a list of assignees. However this list has been limited to show just your name to you, hiding the names of all other assignees.

If the event is not Locked you will find a Withdraw link next to your name. Click on that link to remove yourself, and answer OK to the question.

If the event is Locked the message in the center of the page will indicate that status. Your name will still appear below the description if you are assigned, but the Withdraw link is not available.

UPDATING YOUR PROFILE

You have options regarding your profile. You should visit the profile page after your first entry to the web site to set up your contact information. You might need to revisit that at a later time to update the information.

This is an example of the opening page you will see after successfully logging on.

To review and update your profile click on the My Profile icon in the lower left center of the screen.

There are three sections and several sub sections for managing your profile on the web site. Key information you should provide is your preferred phone number, email address and home mailing address. Additional information is an emergency contact phone number, to be used only if you have an issue while volunteering at the Kauffman Center for the Performing Arts and someone needs to be contacted. All of this information is optional and not required, however your email address is vital for messages about your volunteer schedule.

You also have the option to hide this information from other volunteers, and only the Volunteer Coordinator will be able to view it.

Here is first section of the profile information. There are three icons (under the primary icons) which switch to the other sections of the profile. They are Profile, Prefs, and Assigned.

Profile has four sub sections, under the heading bar My Profile. They are My Info, Requirements, Placements, and Volunteering. You only need to modify the My Info sub section. The information is grouped into categories for your convenience. Each category contains a link named Edit, and a click on that link will allow you to modify the information in that category. Some categories do not have an Edit link. Only the Volunteer Coordinator may modify the information in that category.

When you click on the Edit link, the page will change to allow you to edit or add information. At the bottom of that category two action buttons will appear, Cancel and Update. To apply your edits, click on Update. Otherwise click on Cancel to exit edit mode.

The next section in the profile is the Prefs section. To display the preferences, click on the middle icon near the top of the page, identified as Prefs. The Prefs section is unusal when it is first opened. It only displays three additional icons, under the Profile icons.

The three sub sections for Preferences are Directory, Username and Password.

The Directory subsection allows you to hide some or all of your information from the other volunteers when they use the Public Directory feature.

Here is the first preference sub section window, Directory. On the left side there are three choices that allow you to exclude specific infromation from the Public Directory.

On the right side is an alternative choice which will exclude your name and all personal information from the public directory.

After you have made your choice, click on the Update action bution to apply the change, or Cancel to exit the Directory sub section.

The second preference sub section is the User Name. The user name is used by only you to access the web site and no one else is able to see that name. You may wish to change your user name, but it is not recommended, and not necessary. Click on the Username icon to open this window. You will see an edit box for the User Name and the Password. Enter the desired user name, and your current password. Click on Update to apply the change or Cancel to close the User Name sub section. The user name you choose must be unique and not already used by anyone else.

Mork.mendy

The third preference sub section is for modifying your Password as needed.

There are three edit boxes used to modify the password. Enter your current password into the first field, your desired new password into the second field, and a repeat of the new password into the third field.

Click on the Update action button to apply the change, or the Cancel action button to close the Password sub section.

John.mcbride

REVIEWING YOUR PAST ASSIGNMENTS

This is an example of the opening page you will see after successfully logging on.

You may wish to review the list of events that you have credit for. To review that list, click on the Me icon at the top left of the page to open your profile.

Under the My Profile title bar you will see a sub section called Volunteering. Click on that sub section to open the list of events you have completed.

Here is the page displayed after clicking on the Volunteering sub section.

Under your name on the left a list of various reports is found. There are a few Shared reports for you to choose, each is formatted a little differently, or contains different events from the past, present and/or future.

The list may exceed the number of events shown at one time on a page. Under the chosen report name find the total number of events (89 here) and pages (4 here) for the report. You may jump to the next page using the arrows, or to a specific page using the underlined page number.

You may choose to download this information into your computer. Choose to use the comma seperated text file (CSV) or an import directly into an Excel spread sheet. Excel must be present on your computer for that format to work.

On the right side you will see two icons, one for each of these formats. Answer the questions asked about where to store the file, which is unique to your preference. Note that all events listed will be included in the download, even if they are not on the currently displayed page.