1. FPC Serving Management Process
Scenario: A church member is interested in volunteering for a
Serving Opportunity such as Usher, Welcome Host, Greeter,
etc. He/she is could already be participating in one type of
Serving Opportunity and wants to participate in another one.
This shows how that member connects with the FPC
Opportunity Coordinator.
Steps performed by Opportunity Coordinator includes:
Step 1 – Use Serving Management module to Accept church
member in to a “resource pool”.
Step 2 – Use Groups module to manage Sunday Volunteer
roster.
Step 3 – Use VolunteerSpot to facilitate volunteer assignment
1

2. FPC Serving Management Process
FPC church member selects
Available Serving Opportunities
Step 12

3. FPC Serving Management Process
FPC church member reviews
Serving Opportunities and
clicks on Interested button
FPC church member receives confirmation
Step 13

4. FPC Serving Management Process
Scenario continues: The Opportunity Manager receives an email
indicating a member is interested in volunteering and follows up.
Opportunity Coordinator
selects Manage Volunteers
Opportunity Coordinator selects
appropriate Serving Opportunity
Step 14

5. FPC Serving Management Process
Opportunity Coordinator reviews
Interested Volunteer and clicks on
Accept button
Step 15

6. FPC Serving Management Process
Volunteer is now added to a “resource pool” maintained within the Serving
Management module. The key benefit of Serving Management is to allow
FPC church member to get connected with the Opportunity Coordinator.
NOTE: This is a list of potential volunteers. FPC uses “Groups”
module to manage and track volunteers. All changes (add/delete)
need to be manually repeated in the Groups module.
Step 1
6

7. FPC Serving Management Process
Scenario continues: The Opportunity Manager now needs to update
Groups module.
Volunteer Coordinator selects Groups> Activities> Sunday Volunteer
and then selects the appropriate Filter. In this example Communion
Server will be used as the Filter.
Step 27

8. FPC Serving Management Process
Volunteer Coordinator selects Add to
Roster button which then presents
Lookup Individual screen
Enter name and press Find button
Confirm Effective Date and press Add button
Step 28

9. FPC Serving Management Process
Scenario continues: Previous steps creates a Change Request that is
approved by FPC church staff. Opportunity Coordinator now updates
the appropriate VolunteerSpot to allow church member to sign up for
specific assignments.
Volunteer Coordinator selects appropriate VolunteerSpot Activity
Step 39

10. FPC Serving Management Process
Volunteer Coordinator invites church
member for appropriate Activity.
Step 3
10

11. FPC Serving Management Process
Volunteer Coordinator inserts user-id
and updates Message as needed.
Step 3
11

12. FPC Serving Management Process
Scenario continues: Opportunity Coordinator performs ongoing
VolunteerSpot tasks (see below). Refer to Help information at
www.VolunteerSpot.com for more details.
1. Ideally once a quarter the VolunteerSpot organizer creates new Activity Calendars with
specific ToDo tasks.
2. Organizer monitors sign-ups for vacancies ongoing. Two days prior to a volunteer’s
assignment, VolunteerSpot sends PRIMARY organizer REMINDER email with status. If there
are vacant spots, organizer sends out a REMINDER email to all volunteers asking them to
sign up.
3. Upon receiving the REMINDER email the volunteer goes to the volunteer opportunity using a)
link provided in REMINDER email or b) previously saved shortcut -- OR – c) “Find My Sign-
up Sheet” mechanism. At that point he/she signs up and then sends the organizer an email
indicating his/her action. NOTE: It is not necessary (and is undesirable) to REPLY ALL to the
REMINDER email.
4. Ideally, organizer repeats step 2 (if necessary) until all spots are filled. As a last resort, the
organizer can unilaterally assign a person to a specific spot at which point VolunteerSpot will
send a notification email to the “recruited” volunteer. This is a last resort because it requires
an extra step on the organizer’s part and there is no guarantee the “recruited” volunteer will
receive the notification email. Also unilateral assignment is contrary to the new strategy where
FPC members are empowered and more actively involved in the Serving Management
Process.
Step 3
12