Volunteer Positions

Overview

Volunteer Positions defines the roles that attendees can apply for. Each position belongs to an HR department, explains the work, can override the event or department application window, can override volunteer subsidy behavior, and can collect structured answers through the same form-builder patterns used elsewhere in rego.

Build departments in Human Resources first. A position cannot be saved cleanly without a department.

Dashboard route

• /ems/manage/volunteer-positions?id=:eventId

Import and page controls

Input or control	What it changes	Before saving
Import source	Chooses a previous event owned by the same partner.	If the dropdown is empty, there are no previous partner events available for import.
Import positions	Replaces this event’s volunteer position draft with the selected event’s positions.	Imported positions also bring across any missing departments needed for those positions, but staff members are not imported through this action.
Add position	Creates a new volunteer position draft.	Confirm the role has a real staffing need, a department owner, and a reviewer.
Save all	Writes the changed position draft.	The page blocks saving if a position has no department.
Revert	Restores the last loaded position state.	Use this when imported or edited position data should be discarded before saving.

Position card

Input or control	What it changes	Before saving
Position title	Sets the role name shown to staff and applicants.	Use plain wording, such as Registration Desk Volunteer, rather than internal shorthand.
Department	Assigns the position to one HR department.	The dropdown lists departments from HR. If it says no departments are available, create departments first.
Description	Explains the work in markdown.	Include duties, expected time commitment, skills, constraints, and who should not apply.
Question count	Shows how many application questions belong to the position.	Use it as a quick check after editing the form builder.
Active	Controls whether the position can be used.	Inactivate roles that should no longer receive applications while keeping the record.
Collapse or expand	Hides or shows the position editor.	Collapse reviewed positions to reduce mistakes on long pages.
Remove	Deletes the position from the current draft.	Avoid removing a position after applications exist unless the data outcome is understood.

Availability and subsidy controls

Input or control	What it does	What each option means
Use position application window override	Lets this position use its own opening and closing dates.	Off means the position follows the department or event volunteer application window. On reveals position-level opens and closes fields.
Position opens at	Sets when this role starts accepting applications.	Use this when a role should open later than the general volunteer call.
Position closes at	Sets when this role stops accepting applications.	Use this when a role needs earlier review or training.
Use position subsidy override	Lets this position replace inherited volunteer subsidy rules.	Off means the position follows department or event subsidy defaults. On reveals the type and value fields.
Position subsidy type	Chooses how the override is calculated.	Choose override type means the override is not complete. Flat amount applies a fixed subsidy. Percent applies a percentage-based subsidy.
Position subsidy value	Stores the amount used by the subsidy type.	Confirm the value with finance policy before publishing or accepting applicants.

Application form builder

Input or control	What it changes	Before saving
Add question	Adds a new question to the position application.	Ask questions reviewers will actually use to decide or roster.
Add section	Adds a section heading or grouping.	Use sections to separate availability, experience, safety, and role-specific questions.
Question label	Sets the question text applicants see.	Write the question in full so non-technical applicants understand what is being asked.
Helper text	Adds guidance below the label.	Use it for examples, limits, or what a good answer should include.
Required flag	Requires an answer before submission.	Make a question required only when the answer is necessary for review.
Options	Defines choices for dropdown, radio, checkbox, or similar question types.	Keep option wording short and mutually clear.
Conditional paths	Shows questions based on earlier answers when configured.	Use this to avoid asking irrelevant follow-up questions.
Validation rules	Limits the allowed answer shape when configured.	Use validation for dates, numbers, uploads, or constrained text.
Upload controls	Allows application file uploads where the question type supports it.	Use uploads only when reviewers need proof or examples.

Flowchart context

Create an Event links here after Human Resources setup when the event needs public volunteer applications. Active Event Workflow uses it when resolving HR coverage issues.

Common mistakes

Do not create positions without a department or review owner. Applications can pile up without anyone responsible for decisions.