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Step 10 (optional) - Volunteer Knowledgebase & Dashboard

Overview​

Picture this: instead of sending countless emails with attachments, links, and reminders, you can create one comprehensive resource center that your volunteers can access anytime, anywhere. That's exactly what the Volunteer Knowledgebase and Dashboard are designed to do!

Think of the Volunteer Knowledgebase as your event's digital headquarters—a one-stop shop where volunteers can find everything they need to succeed. From training videos and event maps to emergency contacts and FAQs, you can organize all your essential information in an easy-to-navigate format that looks professional and keeps everyone on the same page.

The best part? Once you set it up, volunteers can access this treasure trove of information 24/7, which means fewer last-minute questions for you and more confident, well-prepared volunteers for your event.

Setting Up the Knowledgebase​

Ready to create your volunteer resource center? Here's how to get started:

  1. Head to your site editor by clicking Edit on the site you want to work on
  2. Navigate to Page Settings in your menu
  3. Look for and click on Knowledgebases
  4. Click the Add button to create your first section
Pro Tip

Start with just one section to get familiar with the editor, then expand from there. You can always add more sections later!

What Can You Add? (Spoiler: Almost Anything!)​

The knowledgebase editor is like having a mini website builder at your fingertips. Here's what you can include to make your content shine:

  • 📸 Images - Upload maps, photos, diagrams, or any visual aids that help volunteers understand their roles better
  • 🔗 Hyperlinks - Connect to external resources, Google Docs, training websites, or important forms
  • 🎥 Videos - Embed training videos, welcome messages, or instructional content directly in your pages
  • 📊 Tables - Perfect for schedules, contact lists, or organizing information in an easy-to-read format
  • 📋 Accordions - Create collapsible sections that keep your page clean while hiding detailed information until needed
  • 😊 Emojis - Add personality and visual cues to make your content more engaging and scannable
  • 📄 Page breaks - Organize longer content into digestible sections
  • ⏰ Date & time stamps - Show when information was last updated so volunteers know it's current
  • ✨ Rich formatting - Bold, italics, colors, fonts—everything you'd expect from a modern text editor

Volunteer Knowledgebase Interface

Smart Ways to Organize Your Content​

Think like a volunteer: what would they want to know first? Here are some popular section ideas that work well for most events:

  • 🎆 Event Overview - Paint the big picture! Include your mission, schedule highlights, and what volunteers can expect
  • 💼 Volunteer Roles & Responsibilities - Be specific here—clear expectations lead to confident volunteers
  • 🎓 Training Materials - House all your training videos, PDFs, and must-read information in one spot
  • 📍 Check-in Procedures - Step-by-step arrival instructions, parking info, and what to bring
  • 🆘 Emergency Contacts - Safety first! Include event coordinators, medical contacts, and emergency procedures
  • ❓ FAQs - Answer the questions you get asked repeatedly—this section will save you so much time!
  • 🔗 Quick Links - External resources, forms, or websites volunteers might need
Organization Hack

Start with the most important information first. Think: "If volunteers could only read one section, what would it be?" That goes at the top!

note

The Knowledgebase link only shows up on the Volunteer Dashboard once content has been added. Make sure to add at least one section with content for the knowledgebase to become visible to your volunteers.

Best Practices​

Content Management​

  • Keep information current and update regularly
  • Use clear, concise language that's easy to understand
  • Break up large blocks of text with headers, images, or accordions
  • Test all links and embedded content before going live

Organization​

  • Use a logical structure that matches your volunteer workflow
  • Consider using accordions for FAQs or detailed information that not all volunteers may need
  • Include a table of contents for longer knowledgebases

Communication​

  • Link the knowledgebase in the confirmation email and explain how to access it
  • Encourage volunteers to check it regularly for updates
  • Add the current date & time to show when sections were last updated

The Volunteer Knowledgebase is an excellent way to ensure all your volunteers have access to the information they need to succeed in their roles while reducing the administrative burden of answering repetitive questions.

Sometimes volunteers need to quickly grab a link without diving into the full knowledgebase. That's where dashboard links come in handy! Think of these as your "speed dial" for the most important resources volunteers need at their fingertips.

Here's the thing: these special dashboard links are like a VIP area—only volunteers who have completed their registration can see them. It's an exclusive perk for those who've taken the time to fully sign up! They'll also see the link to your knowledgebase right there on their dashboard.

Ready to create those essential quick-access links? Here's your step-by-step roadmap:

  1. Click Edit on your site to open the editor
  2. Head over to Page Settings in your navigation
  3. Find and click on Confirmation & Review
  4. Scroll down until you spot the "Dashboard completed links/content" section
  5. In the text box, add your hyperlinks to important websites
  6. Here's the crucial part: Change your link text color to white or light blue so it pops against the blue background
Don't Skip This Step!

If you forget to change the text color, your links might be invisible against the blue background. Nobody wants invisible links!

Volunteer Dashboard Hyperlinks Setup

Here's how to create dashboard links that volunteers will actually click and use:

  • 🏷️ Write crystal-clear link text - Instead of "Click here," try "Download your volunteer handbook" or "View event schedule"
  • 🎨 Make them visible - White or light blue text is your friend on that blue background
  • ✅ Test, test, test - Click every single link before going live. Broken links = frustrated volunteers
  • 📦 Keep it simple - Aim for 3-5 essential links max. Too many choices lead to decision paralysis
  • 📋 Group smartly - If you have multiple links, organize them logically (e.g., "Training Materials" then "Event Day Info")
  • 🚀 Prioritize by urgency - Put the most time-sensitive or frequently needed links first
Real Talk

Think about what you'd want quick access to if you were volunteering. Parking info? Emergency contacts? The volunteer group chat? Those are your golden links!

Contact TRS support via email