Guidelines & Overview
A quick guide to how the volunteering portal works — the people involved, the kinds of events you can run, and the journey from planning to completion.
About the Portal
The volunteering portal is a single platform to manage events and volunteer participation end-to-end.
- Discover events that are open, ongoing, or completed.
- Volunteer for an event and earn volunteering hours and stars for your efforts.
- Create an event and make it available for volunteers to register.
- Facilitate an event and manage volunteer activities.
- Track the progress of an event from start to finish.
Types of Users
The portal supports the following user roles, each with distinct responsibilities:
- Learns about events that are open, ongoing, or completed.
- Subscribes to the newsletter for updates.
- Creates an account on the portal.
- Subscribes to events related to one or more categories of interest.
- Registers for an event of interest.
- Volunteers at the event and earns volunteering hours and stars after completion.
- Creates an event (if the setting is enabled).
- Gathers all resources required and coordinates with the event administrator to go live.
- Makes the event available for volunteer registration.
- Marks the event as ongoing when it begins and facilitates the activity.
- Captures check-in/check-out times for each volunteer.
- Collects feedback, testimonials, and prepares reports for stakeholders.
- Creates an event and assigns an event coordinator.
- Approves and marks the event complete after coordinator verification.
- Manages user roles of volunteers needed to bring a working team together.
- Can perform all tasks an event coordinator can perform.
- Manages roles of active users; suspends, revokes, or resets accounts.
- Manages organizations and beneficiaries used by event administrators.
- Generates reports across events, volunteers, organizations, and beneficiaries.
- Can perform all tasks an event administrator can perform.
Types of Events
One Time Event
Occurs only once with a fixed date and time duration.
Example: A single-day workshop in a school.
Recurring Event
Occurs repeatedly with a fixed timing across multiple planned days.
Example: A training session for a group of teachers spanning multiple days at a fixed time on each day.
Any Time Event
Occurs within a start date and end date without a fixed schedule.
Example: A brainstorming session or poster preparation for a campaign.
Execution Path
The typical execution path of an event is as follows:
- 1An event administrator initiates an event to achieve their volunteering goals.
- 2The event administrator coordinates with the portal administrator for any assistance regarding resources (event coordinators, beneficiaries, and organizations).
- 3The event administrator chooses an event coordinator during the planning phase.
- 4The event coordinator plans, schedules, finalizes resources, mobilizes volunteers, and executes the event.
- 5The event coordinator requests feedback and testimonials from all stakeholders.
- 6The event administrator verifies all captured information and marks the event as completed.
- 7After approval, all registered volunteers receive volunteering hours and stars in their profile based on their contribution.
- 8Event coordinators, administrators, and portal administrators can download event reports, volunteer certificates, and feedback reports.
Event Lifecycle
An event progresses through the following states from creation to completion:
Event is created
When an event is identified, the event administrator creates the event. Its status is Draft.
Event is open for registration
When the venue, timings, beneficiaries, and other required resources are ready, the event is opened for registration.
Event is confirmed
Once enough volunteers have registered, the coordinator or administrator confirms the event to prevent further registrations.
Event has begun
When the event begins at the venue, it is marked as Ongoing. Coordinators can then check volunteers in and out.
Event is verified
When the event ends and attendance has been marked for all volunteers, the status changes to Verified.
Event is completed
The event administrator marks the event as Completed. Hours, stars, and certificates are awarded.
Event is cancelled
The event administrator can cancel an event prematurely if needed.
Tips & Notes
- Your role can vary by event — you may be a volunteer for one event and a coordinator for another.
- You can be an event coordinator and event administrator simultaneously for the same event.
- Event coordinators and administrators can also register as volunteers to earn hours and stars — unless registered, no hours or stars are awarded.
- If an event occurs with varying timings on multiple days, create multiple One Time Events instead of a Recurring Event.
- If an event spans days with no specific timings, use an Any Time Event.
Volunteer Code of Conduct
- Be respectful and inclusive towards fellow volunteers, beneficiaries, and partners.
- Arrive on time and follow the schedule shared by your event coordinator.
- Communicate proactively — inform the coordinator early if you are unable to attend.
- Maintain the privacy and dignity of beneficiaries at all events.
- Follow all safety guidelines and instructions at the venue.
- Provide honest feedback to help us improve future events.
Ready to get started?
Create an account, browse upcoming events, and begin your volunteering journey today.