Easy Meeting Time Picker Using VoluneerSpot

Being on a committee at your school or nonprofit usually means meetings, lots of meetings, to get things done. Need to find a time when most committee members can meet?  We’ve got you covered!

How to use VolunteerSpot to choose the best meeting time for your group:

Step 1: Choose a 'No Specific Day' Signup Sheet
Step 2: List Options
Step 3: Invite members to signup and ‘vote’ for the best times 
Step 4: Choose the best meeting time       

Step 1: Choose a No Specific Day Signup Sheet

Login and create a new activity in the Planning Wizard and choose a “No Specific Day” signup sheet on screen 1.

Step 2: List Options

Click Plan Spots

Add a ToDo item for each meeting time under consideration.  Enter the meeting time option in the first field and press Save – don’t add a time, quantity or extra details.  {alternatively, you could list a recurring time, like “Every Monday at 4pm”  or “Every Tuesday at 6pm”}

Here’s the list, entered with the month/date first.  This is done so that the list shows in date order when viewed by the volunteer/committee member.

Step 3: Invite members to signup and ‘vote’ for the best times 

Invite your committee members on the last screen of the Planning Wizard.  For the most efficient process, we recommend that you ask members to signup for any time they are able to meet. E.g.:

We’re planning our upcoming meeting.  Please click the link below and sign up for ANY day you are available to meet.  I’ll tally the responses and choose the day most of us are available.  Thanks!

When a volunteer clicks the signup link and chooses times that work, (s)he’ll see something like this:

Step 4: Choose the best meeting time       

Once committee members have all signed up, you can see which time is convenient for the largest number of members. If needed you may click on the arrows on the left side and see who has signed up on each time/date option.

* * *

Once you have the best time, create a new sign up sheet to invite members (single day or multiple day).  Click “invite from previous” to automatically populate the committee members’ email addresses and we’ll take care of reminders for you so everyone makes the meeting!

Happy Meetings to You!

Comments

[Gayle L. Gifford, ACFRE]

Karen, Thanks for another get tip on getting the most from your incredibly useful Volunteer Spot software.

[Sandy Rees]

Karen, I'm so glad that volunteer groups have VolunteerSpot to use to get their ducks in a row.

Sandy Rees
Fundraising Coach