Automated Open Requests (AOR) allows Villages to send ("push") automatic emails to volunteers with links to sign up for open Service Requests. This model differs from the "pull" method used in Volunteer Self-Signup (see About Volunteer Self-Signup). Service providers can see a list of open requests and a link to sign up directly from their email.
For service providers to receive these emails, the service provider must be
- visible,
- active,
- fully vetted,
- be available on the date/time,
- have email or both phone and email set as their preferred contact method,
- not have opted out of receiving Automated Open Request emails,
- be an active member (if the service provider is a member volunteer),
- be active (if the service provider is a contractor or non-member volunteer), and
- provide the service requested.
The service category must also be configured to be included in AOR (see Service Categories).
Navigate to the Control Panel > Services Tab > Setup section > Service Options.
Scroll down to find Automated Open Requests.
Email Frequency
If you choose to send requests, you can send them Daily, Weekly, or on a frequency you specify by selecting Periodically. If you select Periodically, select how often and beginning on which date the emails should be sent. Each service provider type (member, non-member, contractor) receives a separate email, which can be modified (see Customizing System Emails).
Volunteers and Contractors
For each option, select what the volunteer or contractor should see in their email containing open service requests.
- Select No Action to exclude that volunteer category from automated open request emails.
- To send only a list of available requests with no option to sign up from their email, select Email (you can include contact information in the next step that these service providers can use to sign up).
- To send a list of requests and allow service providers to sign up using a link in the email, select Email and Signup.
Service Request Details
Determine what happens when a service provider signs up for a request through email.
- Pending Approval - The request status will change to Pending, and an administrator can approve or decline the provider. If you select this option, their status must be requested at the time for the service requests to appear in the email.
- Confirmed—The request's status will change to Confirmed, and the service provider will receive a confirmation email. If you select this option, the service requests' status must be Requested or Pending at the time they appear in the email.
Choose the contact information included in the request; you can include the member's address, city/state, zip code and Metro Area.
Additional Comments and Notifications
For service providers marked Email with no option to sign up for the service request from their email, insert a special message to providers in the automated service request email. This message can be used to insert additional contact information, for example, If you are interested in providing service for one of these requests, please contact Barbara Jones at 847-555-1234".
Once you've configured the function, you'll need to designate the categories of services to be included in the emails (see Service Categories).