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Klahaya Member Portal Docs

Volunteer Reminders

The portal can email volunteers before a shift and again afterwards to log their hours. All three reminders are off until you enable them, and each one’s wording is yours to edit.

The three templates

Section titled “The three templates”

Go to Admin > Volunteer and click Send hours reminders. Below the manual send form are three template cards:

  • Volunteer Hours Reminder — sent a number of Hours after the event ends (24 by default), asking the volunteer to log their hours. Skipped automatically for anyone who has already logged hours for that opportunity
  • Shift Reminder — 1 Week Before — sent a number of Hours before the event starts (168 by default)
  • Shift Reminder — 24 Hours Before — same, 24 hours by default

For each card:

  1. Tick Enable automatic reminders
  2. Adjust the hours offset if needed
  3. Edit the Subject and Body. You can use the variables {participantName}, {opportunityTitle}, {when}, and {location}; the link to the portal is added automatically as the email’s button
  4. Click Save Reminder Template

Reminders are scheduled when a member signs up (or is promoted from the waitlist) and go out on the hourly reminder run. A shift reminder whose send time has already passed when someone signs up is skipped, as is any reminder for a cancelled signup. When the signup is for a roster member without a login, the email goes to every login member of that family.

Sending hours reminders by hand

Section titled “Sending hours reminders by hand”

The top of the page lists past opportunities with Signed up, Already logged, and Eligible counts.

  1. Tick the opportunities to remind (or Select all with eligible)
  2. Optionally tick Override the saved template copy for this batch and edit the Subject and Body for this send only
  3. Click Queue reminders (N)

Reminders are queued for everyone eligible and go out on the next hourly run. This works even when the automatic Volunteer Hours Reminder is disabled.