Managing volunteer efforts for your swim team is easier when you have access to detailed reports that track participation and shift assignments. If you have admin permissions to manage or view jobs, SwimTopia provides several reports in the main Reports section, giving you the flexibility to review season-wide data or drill down into each meet or event. Additionally, specific reports can be accessed directly from the Jobs section for each meet or event. Here’s a breakdown of the key volunteer reports available:
1. Volunteering Points Summary
This report is helpful if your team assigns points to roles or jobs and you need to track how shifts are being filled. It’s important to note that this report tracks shift assignments, not individual team members. It adds up points based on assignments and groups them by family.
- If a member has no assignments, they won’t appear in this report.
- If someone has a shift that is not worth any points, their total will be zero, but they’ll still show up.
If you’re looking to notify families with zero points, this report is a great tool, as it helps you identify those without any shift points for follow-up.
2. Volunteering Assignments Summary
This report can be run for all meets or for individual meets. You also have the option to filter the report by selecting “Restrict to families with swimmer in this meetR.”
The report allows you to sort by Shift or Points, making it easy to see which families still have zero points. A particularly useful feature is the ability to email families directly from the report—whether they have signed up to volunteer or not—giving you an easy way to encourage those without assignments to participate.
3. Volunteering Shifts Summary
This report is focused on each meet’s specific job and shift details. It lists all available jobs, the number of positions filled, and how many are still open. This is a great tool for monitoring volunteer coverage as the meet date approaches.
Volunteer Reports by Meet or Event
In addition to the main reports, SwimTopia also provides tools to generate volunteer reports directly from each meet or event page. These reports can be useful for printing sign-in sheets or exporting volunteer data into a spreadsheet for further use.
- Sign-in/Sign-up Sheets (by Job/Shift): A printable report for job sign-in at the meet or event.
- Sign-in Sheets (by Last Name): Another printable option, sorted by volunteer’s last name for easier organization at the event.
- Volunteer Data (CSV): This report includes all relevant volunteer details — name, contact info, shift times, athlete names, etc. — and can be used to create name badges or labels through mail merge in Microsoft Word.
How-To Video
For more detailed instructions on managing Volunteer Specific Roles, please visit our Help Center, or watch the following video:
Additional Resources:
These reports give your team the tools needed to stay on top of volunteer engagement, ensuring your meets and events run smoothly. You may also find the following information helpful while managing your volunteers:
- Boost Efficiency with Job Templates: How to Create, Apply, and Update in SwimTopia
- Cut Down the Chaos: How SwimTopia Simplifies Managing Volunteers for Swim Meets!
- Role Call: Ensure Only the Pros Handle Key Volunteer Jobs!
- E-Book: SwimTopia’s Top Tips For Better Swim Team Volunteer Management
- Quick Tour of Volunteer Management Features
- From Our Community: Volunteer Signups: – How Does Your Team Manage Them?
- Volunteer Point Scale Example
- Help Center: Jobs and Shifts
- Help Center: Volunteer Reporting
- Help Center: Assigning Volunteers to Roles
- Help Center: Registration Form – Volunteering Section
Published 10/09/2024. SwimTopia regularly releases new features, enhancements, and updates. Please visit our Help Center for the latest information on Volunteering/Jobs & Templates.
