General Questions
Q: What is Actera?
A: Actera is a comprehensive volunteer management platform designed to streamline volunteer coordination, event management, and impact tracking for organizations that rely on volunteer support.
Q: Who can use this application?
A: The application is designed for:
Administrators: Create events, manage volunteers, approve applications, and generate reports
Volunteers: Sign up for events, view their schedules, and apply for shifts
External Applicants: Apply to become volunteers and access available shifts once approved
Q: What are the main features?
A: Key features include:
- Volunteer registration and profile management
- Event creation and scheduling
- Shift management with automatic conflict detection
- Real-time dashboard updates
- Smart shift recommendations
- External volunteer application handling
- Comprehensive reporting and analytics
- Automated email notifications
- Mobile-friendly design that works on all devices
Getting Started
Q: How do I access the application?
A: Once the application is set up by your organization's IT team, you can access it through your web browser. Your administrator will provide you with the web address and any login credentials if needed.
Q: What devices can I use?
A: The application works on:
Desktop computers
Laptops
Tablets
Smartphones (iPhone and Android)
Any device with a modern web browser
Q: Do I need to install anything?
A: No! The application runs entirely in your web browser. No downloads or installations are required on your device.
Volunteer Management
Q: How do I register volunteers?
A: There are two ways to register volunteers:
Admin Registration (Internal):
Navigate to the Volunteer Management page
Use the "Add New Volunteer" form
Fill in all required information including skills, availability, and areas of interest
External Application:
External users can apply through the External Volunteer page
Applications require approval from administrators
Once approved, they can access shift scheduling features
Q: What information is collected for volunteers?
A: The system collects comprehensive volunteer information:
Basic Info: Name, email, phone, address, age
Emergency Contact: Name and phone number
Professional Profile: Occupation, skills, languages, certifications
Volunteer Preferences: Type (individual/group/corporate), areas of interest, availability
Training & Qualifications: Background checks, safety training, special skills
Administrative: Volunteer ID, waivers, insurance status
Q: How do volunteer statuses work?
A: Volunteers can have the following statuses:
Active: Can sign up for shifts and participate in events
Inactive: Cannot sign up for new shifts
Pending: New volunteers awaiting approval
Suspended: Temporarily unable to volunteer
Q: How are volunteer applications processed?
A: External volunteer applications go through this process:
Application Submission: Applicants fill out the external volunteer form
Admin Review: Administrators review applications in the Volunteer Management section
Approval/Rejection: Admins can approve, reject, or request more information
Notification: Applicants receive email notifications about their status
Access: Approved volunteers gain access to shift scheduling features
Event and Shift Management
Q: How do I create events?
A: Events can be created through the Events page. Required information includes:
Event title and description
Start and end dates
Location
Event type
Maximum participants
Organizer information
Special requirements
Q: What are volunteer shifts?
A: Volunteer shifts are specific time slots within events where volunteers are needed. Each shift includes:
Name and Description: What the volunteer will be doing
Time: Start and end times
Area: Physical location or department
Capacity: Maximum number of volunteers needed
Requirements: Special skills or qualifications needed
Status: Active (accepting volunteers) or inactive
Q: How does automatic shift generation work?
A: The system can automatically generate shifts for events using the Shift Generator:
Pre-event shifts: Setup crew, registration prep, equipment check
During-event shifts: Registration desk, information booth, activity coordination, technical support, refreshments
Post-event shifts: Cleanup crew, equipment breakdown, final restoration
Q: How do volunteers sign up for shifts?
A: Volunteers can sign up through several methods:
Shift Calendar: Browse available shifts by event and date
Recommended Shifts: AI-powered recommendations based on skills and preferences
External Portal: Approved external volunteers can sign up through their portal
Q: What is shift conflict detection?
A: The system automatically detects scheduling conflicts when volunteers sign up for shifts:
Time Overlaps: Prevents double-booking during the same time period
Event Conflicts: Alerts about conflicts between different events
