Volunteer map

When you host an event, the Handbook can carry a second map built for volunteers. It’s separate from the staff handbook, and you decide what goes on it.

Running one, start to finish:

1. Turn the volunteer map on for the property, then switch the Handbook to Volunteers.
2. Copy what volunteers need from your staff handbook, and add anything that only exists for the event.
3. Attach the event’s links and documents, then publish: Publishing the volunteer map.
4. Hand out the event code and the app QR codes: Getting the map to volunteers.
5. Unpublish when the event is over. Nothing expires on its own.

You can build the map months ahead, and a published map stays published until you take it down.

Turn it on

The volunteer map is off until you turn it on, per property, on the web: open Handbook preferences, pick the Volunteer map tab, and switch on Volunteer map for this property. Only Owners and Management can change it, and there’s no way to change it from the phone.

Turning it off hides the Staff / Volunteers switch everywhere. Entries you’ve placed are kept. It does not unpublish a map that’s already live. If one is, this tab shows a card with the event code and an Unpublish now button, so you can always take it down.

Switch to the volunteer map

With the setting on, the Handbook carries a Staff / Volunteers switch. On the web it sits at the bottom center; picking Volunteers swaps the control bar to Copy from staff, the publish tool, and Event, while the Add tools and Entries stay.

On the phone the switch is a toolbar button next to the section button, shown blue while you’re on the volunteer map. Add and Inventory stay; Issues and To-do’s drop away.

You can build the map on the phone, but publishing happens on the web. Copying from staff, publishing, unpublishing, event documents, and the QR downloads are all web only.

It’s a separate map

Entries in the volunteer scope are stored on their own. Nothing you add there shows on the staff map, and nothing on the staff map shows for volunteers.

• Object, line, and area templates are shared with the staff map, so the volunteer map uses the styles you already set up. Handbook preferences isn’t in the control bar in the volunteer scope; manage templates from the staff map.
• Issues and To-Do’s are staff tools and aren’t in the volunteer scope.
• Nothing is public until you publish.

Copy from staff

Use Copy from staff, in the control bar on the web while the volunteer scope is active, to bring staff entries across.

The panel lists your staff entries by type (Bunker Rake, Washroom, Water Station), grouped into Objects, Lines, Areas, and Text, with entry counts. Tick a type and every entry of that type is copied. Search types… narrows the list; Select all takes everything. The copy button counts entries, so a type with twelve rakes reads Copy 12 entries. Past 150 entries, Turfile warns the selection may be too big to publish.

Copies carry each entry’s notes and photos as well as its position. Types you’ve copied before are badged Copied (or 4 copied when partial). Copies are independent from then on; editing the staff entry later doesn’t change the volunteer copy.

Adding straight to the volunteer map

The Add object, Add line, Add area, and Add text tools work the same as on the staff map, so you can place volunteer parking, a shuttle route, or a check-in sign that only exists for the event. Photos and notes work the same way. See Adding to your handbook.

Start from scratch usually fits event-only entries: a shuttle stop, a volunteer tent, gate 3. Pick it at the top of the object, line, or area picker, name the entry, and place it; no template is created.

Mark the important infrastructure

Open any object, line, or area on the volunteer map and you’ll find an Important infrastructure switch. It appears on the web info panel and the phone’s entry drawer, on the volunteer map only, and never on text entries.

That switch fills the volunteer app’s Search. A volunteer searching for the washroom or the water station only finds entries you’ve marked; everything else is still on the map to tap. Mark what someone unfamiliar with the course has to find: washrooms, water stations, first aid, parking, check-in.

If a copy is refused, the panel says why; most often the staff handbook is still empty, or your role can’t write to the volunteer map.