User manual

Creating and managing volunteer forms within the Volugram platform

Form Creation by Team Leader:

The team leader logs into the Volugram platform and uses the ‘Form Management’ section to create a new form.
They add questions and customize the form to fit the specific requirements of the volunteer activity or event.

Sending Forms to Volunteers:

Once the form is created, the team leader sends it to volunteers via email using their personal email account (like Gmail) and not through the Volugram platform.
The team leader manually inputs the volunteer’s email address and attaches the form link.

Volunteer Completes and Submits Form:

The volunteer receives the form in their email, completes it with the necessary information, and submits it.

Reviewing Submissions:

The team leader then reviews all submissions through the ‘Submissions’ section in Volugram.
They can assess each submission and provide feedback or approval as needed.

Certification:

Upon approval of the submission by the team leader, the volunteer is automatically sent a certificate to their email as acknowledgment of their participation or contribution.

Rejection and Feedback:

If there are deficiencies in a submission, the team leader has the option to reject it.
A notification of the rejection along with feedback is sent to the volunteer’s email, prompting them to make necessary corrections and resubmit if required.

Volunteer Certificates:

Volunteers can obtain all their certificates by clicking the “Request” on the homepage, which automatically sends the entire bundle to them.

Form Management – Creation Guide

Event Information Section:

Organisation name: Enter the name of your organization.
Project/event name: Provide the specific name of the project or event for which this form is being created.
Legal representative: Input the name of the person who legally represents the organization.
Contact person: List the main point of contact for this form, along with their contact information if not already pre-filled.

Form Details:

Description of the project/event: Offer a detailed description of the project or event. This helps volunteers understand the context and relevance of the form.

Customization Options:

Add Logo: You can upload your organization’s logo to personalize the form. The file size should not exceed 2 MB.

Language Selection:

Questions Language: Choose the language in which the questionnaire will be presented to the volunteers. Make sure to select a language that your volunteers are comfortable with to ensure accurate and thoughtful responses.

Questionnaire Section:

Here, you will find a list of pre-set self-assessment questionnaire categories that you can customize for your volunteers:

Teamwork abilities: Assess how well the volunteer works in a team setting.
Communication skills: Evaluate the volunteer’s ability to communicate effectively.
Taking initiative: Determine the volunteer’s propensity to take the lead and be proactive.
Planning and organizational skills: Judge the volunteer’s capability to plan and organize.
Self-development: Understand the volunteer’s commitment to personal growth.

For each category, you can:

Check or uncheck the boxes to select or deselect the pre-set questions.
A text box will appear below each section for additional comments or notes.

Finalizing the Form:

Create Form: Once you have finished adding and customizing your questions, click this button to generate the final version of the form. This form can then be distributed to your volunteers for completion.