Access Denied

Public event pages, sign-up links, and tickets become unavailable when:

• The event status is set to "Inactive"
• 24 hours have passed since the event's start date

💡 Why: This prevents volunteers and guests from signing up for past or cancelled events while keeping historical records intact.

When a volunteer RSVPs to an event:

1. An event record is created with status "Pending"
2. Volunteer receives a confirmation email (if enabled)
3. Volunteer must confirm their attendance via the email link
4. Once confirmed, status changes to "Confirmed"
5. Unconfirmed RSVPs automatically receive reminder emails (if enabled)

💡 Why: Confirmation ensures volunteers are committed and reduces no-shows by keeping them engaged.

How volunteer hours are tracked:

1. Volunteers check in when they arrive (via QR code or admin portal)
2. System records their check-in time
3. Volunteers check out when they leave
4. System calculates total hours worked
5. Automated checkout occurs 24 hours after event start (if enabled) for volunteers who forgot to check out

💡 Why: Automatic checkout prevents incomplete records while accurate time tracking helps volunteers log service hours.

Events are automatically archived when:

• The event has passed (24+ hours after start date)
• All volunteers have been checked out
• Archive automation is enabled in Settings

What happens when archived:

• Event status changes to "Archived"
• Event no longer appears in active event lists
• All records and data are preserved for reporting
• Event can still be viewed in Reports

💡 Why: Archiving keeps your active events list clean while preserving all historical data for reporting and records.

How parking requests work:

1. Volunteers can request standard or ADA parking when RSVPing
2. Requests are tracked per volunteer per event
3. Admins can view all parking requests in the Volunteers tab
4. Admins can send custom parking instructions to selected volunteers
5. System tracks when parking instructions are sent

💡 Why: Centralized parking management helps coordinate event logistics and ensures volunteers have the information they need.

Guest workflow:

1. Guests can sign up via public event pages (when available)
2. Guest records are created separately from volunteer records
3. Guests check in using event-specific QR codes or check-in links
4. Guest attendance is tracked but no hours are logged
5. Admins can view and manage guest lists per event

💡 Why: Separating guests from volunteers maintains accurate volunteer hour tracking while allowing event attendance for non-volunteers.

All volunteer activities are automatically logged:

• RSVP confirmations sent to volunteers
• Confirmation reminder emails
• Event announcements and updates
• Parking instructions
• Custom messages sent to volunteers

Each log entry includes:

• Who sent the message
• When it was sent
• Who received it
• The message content

💡 Why: Activity logs provide transparency, prevent duplicate messages, and help track volunteer engagement.