When your volunteers use the Web Terminal to make changes to their schedules or their profiles, a web form is generated. There are five types of web forms:
- Assignment forms – generated when a volunteer clicks on the “(volunteer now)” link next to an unfilled position (unfilled positions may be listed in the My Schedule tab of the Web Terminal by including the {{
UnfilledPositions}} token) - Swap request forms – generated when a volunteer requests a swap in the My Schedule tab
- Swap accept forms – generated when a volunteer accepts a swap in the My Schedule tab
- Profile change forms – generated when a volunteer makes changes to his profile settings in the My Profile tab
- Enrollment forms – generated when new volunteers fill out an enrollment form online
Click on the Web Forms pane inside MSP to see all the web forms that have been created.
If you have not used the Web Terminal or experimented with submitting changes online, the list of forms will be empty.
Let’s see what it looks like when a web form is submitted.
1. Log on to the Web Terminal by clicking on the “Login as…” button at the bottom of the Web Terminal pane inside MSP.
2. Once logged on, click on the My Profile tab and make some changes to the personal information or scheduling preferences shown, then click the “Submit” button.
3. Now go back into MSP and click on the Web Forms pane. If you already have the Web Forms pane open, click on the refresh button in the top right hand corner of the pane.
4. You should now see a new profile change form in the list. When you select a form in the top pane, the form details appear in the lower Web Forms pane.
The best way to become familiar with how web forms are submitted, how they appear, and when they are processed, is to experiment with the Web Terminal while logged in as different volunteers. Request a swap logged in as one volunteer and then log in as another volunteer and accept that swap. Then go to the My Profile tab and submit a profile change form. Make sure to look at the options available when clicking on the Profile Changes pane of the Web Terminal settings dialog. When a volunteer fills an unfilled position, or requests or accepts a swap, a new form will appear in the top Web Forms pane.
Processing Forms
Web form changes are not applied to your database until the form is processed. A form is processed at different times depending on whether or not automatic processing is enabled. Automatic processing may be enabled or disabled for each type of form separately.
- If automatic processing is enabled for a particular type of form, then the form is processed automatically as soon as it is received. If MSP is not open, then the processing takes place immediately when the form is submitted. If MSP is open when a form is submitted, then the form is processed as soon as an administrator clicks the Web Forms pane, or the small refresh button in the top right hand corner of the Web Forms pane.
- If automatic processing is not enabled for a particular type of form, the form must be manually selected in the upper Web Forms pane. Click the “Process form” button needs to apply the changes.
To enable or disable automatic processing for a particular form type, click on the “Web Terminal settings” button in the Home, My Schedule or My Profile tab of the Web Terminal pane. Then click on the form type heading on the left and check the corresponding box.
Show all processed forms
To view a list of all processed forms check the “Show all processed forms…” option at the top of the Web Forms pane. This screen will display all of the processed forms in the past 30 days. You can click on any heading to sort forms by that field.
“Processed with Errors”
When a form is processed, if there are any errors with the form this will be noted in the processed form. An error may appear if two volunteers submit a swap accept or assignment form for the same position; the first volunteer will be given the assignment, and the second volunteer will be flagged as an error, indicating the assignment was not given to them.
Family forms
Volunteers have the ability to submit can’t serve times that extend to their entire family. When a profile change form is submitted by a family member who has selected this option, the form details will include an “Added to family members” indicator. If a volunteer is in a family within MSP and submits a profile change form with can’t serve times but does not select the option to add this date to family members’ profiles, you will have the opportunity to select “Add to family” on the form itself, prior to manually processing it.
Web Form buttons
Edit Volunteer
You can open a volunteer’s profile when a form is selected, allowing you to edit their profile directly. This button will not work on Enrollment forms since the volunteer has not yet been created in MSP.
Send Email
You can also choose to email a volunteer with a form selected, and if you choose the option to email the volunteer from MSP, the Announcements pane will automatically include the form details in the body of the email. his button will not work on Enrollment forms since the volunteer has not yet been created in MSP.
View Related Position
This button may be clicked on any assignment, swap, or trade form to go directly to the position in the schedule, If another schedule is open, you will need to close it before opening the related schedule.
Login as…
Allows you to log in as a volunteer to the Web Terminal.
Export
You may export your web forms to keep a record of all changes made online using the “Export…” button at the bottom of the Web Forms pane. You can export web forms to a .html or plain .txt file.
