Manage Sign-Ups

Before we move on, it’s important to become familiar with some terminology.

1. A Project is a group and is used to organize other Projects or to house Opportunities, which we'll look at next. Projects are one of two types:
   1. In Person means the opportunities take place on a specific date and time, like hosting a car wash fundraiser for a day.
   2. Project Due means the opportunities are due by the specified date and time, like the deadline for a clothing drive.
2. A person registers for an Opportunity, as we saw in the section above. Opportunities are events with a date, time and location.

Managing Projects

To access your projects, navigate to People > Sign-Ups. On the left are projects, which are organized into a hierarchical tree view. In the below example, Habitat for Humanity doesn’t have any opportunities, but is used to group other projects. To the right is a Sign-Up Overview. Here you’ll find the schedule and the participant count for each opportunity. The Sign-Up Overview only appears when you first access the page before a project is selected on the left.

At the bottom of the Sign-Up Overview list, you can click Select Action to email either leaders or all participants of the selected opportunities. Each person will get one communication, even if they registered for multiple opportunities.

You’re able to use the below Lava fields in your Sign-Up Overview communication. Note that we’re looping over opportunities because one person can be in multiple opportunities.

Sign-Up Overview Communication Lava Fields

{% for opportunity in Opportunities %}
    Project Name: {{ opportunity.ProjectName }}
    Opportunity Name: {{ opportunity.OpportunityName }}
    Address: {{ opportunity.FormattedAddress }}
    Next Start Date & Time: {{ opportunity.NextStartDateTime }}
    Leader Count: {{ opportunity.LeaderCount }}
    Participant Count: {{ opportunity.ParticipantCount }}
{% endfor %}

Managing Opportunities

Clicking on a project to the left will display the opportunities for that project to the right. This is where you would come to edit the project, but we’ll get to that in the next section. For now, let’s see what you can do on this page.

1. Upcoming/Past - Flip this toggle to see opportunities whose dates have passed.
2. Opportunity Details - The opportunity name, schedule and location are shown for reference. We’ll look at how to manage these shortly.
3. Sign-Ups - This bar shows how many people are registered compared to the opportunity’s minimum, desired and maximum attendance values.
4. Members - Click the ti ti-users icon to see a list of everyone who has registered for the opportunity.
5. Edit Opportunity - Clicking the ti ti-pencil icon lets you edit the opportunity, which we cover in the next section.
6. Add Opportunity - Add a new opportunity to a project by clicking the ti ti-circle-plus button.

Managing Members

Click the ti ti-users icon to see the people who have registered for that opportunity. In the screenshot below you can see details of the opportunity including the location, schedule and capacity information. You can also come here to add or remove people from the list, or to manage Roles (i.e., Leader, Member).

It does feel like you’re managing members of a group. The screens and features used to manage the attendee list are generally the same as with members of groups. But do keep in mind that the project is the group, and the opportunities are what people sign up for. So, if you have multiple opportunities under one project, everyone who signs up for any of the opportunities will all be added to the same group.