First here's a quick checklist of steps to perform whenever a new volunteer or placement has been added or changed. Further below some screen shots illustrate the steps.
Your volunteers log into the Web Assistant with a username and password. You control and change them from the Usernames & Passwords tab. On this tab you'll see all of your volunteers listed. Initially, all of the usernames and passwords will be blank. You have two ways to assign usernames to volunteers.
Your station Supervisors can also log into the Web Assistant with a username and password so that they can enter their volunteers' hours. You control and change their usernames and passwords from the Supervisors tab. On this tab you'll see all of your supervisors listed. Initially, all of the usernames and passwords will be blank. You have two ways to assign usernames to supervisors, just like with your volunteers. The easiest way is to click the Auto Assign button and let the Reporter do the work.
You will use the Send & Receive Wizard often to communicate with the Web Assistant server. Just like with an email program, no communication happens with the Web Assistant server until you click on this button. For example, no settings you have changed or messages you have composed will be sent until you click on this button.
Note: Before you perform a Send & Receive, make sure all of your volunteers [and supervisors] have Placements in the Reporter and usernames in the Web Assistant so that they can login and enter hours online.
Click the Send & Receive button.
The Wizard enables you to send Volunteers' names including their current passwords, placements, and recent hours. You can send all of your volunteers or you can filter the list if you only want some of your volunteers to be able to enter their hours online.
Click Next when it's ready.
The Wizard next enables you to send a list of Job opportunities to post on the web. Unlike when sending volunteers, you'll probably want to filter the list of jobs often to include just certain jobs that you want to advertise. Whether you filter the list or not, you can choose what order the jobs will be listed in order to show more important or timely jobs at the top of the list.
You must send the job data each time you add or change a placement.
Select your Web Jobs filter if you are using one.
To rearrange the order of your jobs list, click the Sort Jobs button.
Finally, the Send & Receive Wizard enables you to receive hours and applications as well as send and receive messages. You will normally leave these two checked so that you get the newest data entered by your volunteers. After you click on the Finish button, the Reporter will communicate with the Web Assistant server via the Internet and send and receive your data. Any data received will automatically be shown on the various tabs of the Web Assistant screen.
Click OK and you are done.