So you've just received applications for a 1-hour call - now what? It's time to choose your Volunteer and start scheduling.
Already have your call scheduled and want some tips on conducting your call? Skip ahead!
Need to reschedule? Skip ahead!
Getting Started
You can review your applications from the "Projects" tab of your dashboard and decide on the best Volunteer(s) for your needs before you start scheduling.
Tip: If more than one Volunteer catches your eye, you can schedule an individual call with each of them!
Scheduling Your Call
To find a time to speak with a Volunteer after reviewing their application on your dashboard, select "Schedule Call."
We ask that you provide at least 5 different time slots to conduct a call. Try to provide a variety of dates and times so that your volunteer can choose a slot that works best for them. Don't forget to accurately set your timezone at the top of the page!
Tip: Calls can be scheduled over the next 14 days. If you are not available until after this timeframe, return to the scheduling page when you're ready to select times. That said we've found connecting as quickly as possible is the best way to keep your Volunteer engaged!
Next Steps
After selecting "Submit", your selected time slots will be sent to the Volunteer. You'll also be able to decide whether you'd like to connect with your other applicants by selecting "Yes, Connect More." Once Volunteers choose a selected time, you'll be notified via email and see a confirmation message on your dashboard too.
On the day of the call, you'll join the video call via the meeting link, which can be found in your confirmation email or on your dashboard.
What If...
Your Volunteer is not available at any of the times you selected. No need to worry! Volunteers can select and propose new times on their end. If they do, you'll receive an email notifying you of these new times and will be prompted to select the time that works best for you on your dashboard.
You need to reschedule the call. You can do this directly from your dashboard by selecting "Reschedule" from the Call actions dropdown menu.
You wish to cancel a call. You can cancel your project directly from your dashboard by selecting "Cancel Call" from the Call actions dropdown menu. If you've already matched with a Volunteer, make sure you let them know you need to cancel using our messaging portal!
You still have more questions to ask. You always have the opportunity to speak with additional professionals by posting another call. Your Catchafire membership gives you access to an unlimited number of 1-hour Calls!
Conducting Your 1-Hour Call
Now comes the fun part - chatting with your volunteer!
Preparing for the Call
Prior to your call, it is recommended that you message your volunteer directly with the following info:
Background information to help them understand your Organization (a link to your website, marketing materials, etc.)
Any materials you'd like them to review/provide feedback on
A meeting agenda, including your goals for the discussion
Doing some preparation in advance will ensure that you make the most of your time together!
Joining the Call
When it's time, select Join the meeting from your confirmation email, a reminder email, or your dashboard.
You'll land in a waiting room first. This is your chance to get set before anyone sees or hears you.
From the waiting room you can:
Confirm the meeting name, date, and time
See whether the other person has already joined
Preview your camera and check that you're happy with what's in frame
Choose your microphone, speaker, and camera from the dropdowns below the preview
Turn your microphone or camera off before you enter
When you're ready, select Join meeting.
💡Tip: Your browser will ask for permission to use your camera and microphone the first time you join. Select allow, or you won't be able to be seen or heard. Headphones help too, since they cut down on echo.
Introductions
Start your call by introducing yourself, your organization, and give a brief overview of your organization's needs. Allow your volunteer to introduce themselves as well, and what led them to apply for your call. This is a great way to start your relationship off right by building a collaborative rapport.
Discussion
Once you've given an overview of what you're looking for, give your Volunteer plenty of time on the call to ask you questions and give recommendations. Show that you're actively listening by asking follow-up questions about what they're communicating to you.
Next Steps
Once you've completed your call, you'll be asked to rate your experience with the volunteer from one to five stars. Your rating helps other organizations know who they're working with, so please be candid.
Tip: We suggest sending a follow-up message thanking your Volunteer for their time. We've found this can be a great step towards an ongoing relationship in which you can feel comfortable requesting to work with them in the future!
Questions? Feel free to reach out to us at [email protected] or via the blue chat bubble at the bottom of your screen.