An opportunity brings together the elements required to recruit someone for a role in the form of an advert. This starts with the related role, manager and team needed for any user to exist on Assemble. Then includes logistical/management information such as geographic location, the number of applicants required and duration for the add to be shown.
By default, opportunities are published for the current organisation and public for all users. The steps below run through this default scenario in the opportunity wizard.
It is also possible to publish an opportunity for an external organisation (see Partner organisations), restrict access to existing volunteers (see step 3, target audience) or mark an existing opportunity as unlisted which is only shown to those with a copy of the URL (see Managing opportunities).
1. Opportunity details
'This opportunity is…' allows you to switch from recruiting for your organisation to recruiting for an external partner organisation. Please review instructions in 'Partner organisations' for help on configuring for external opportunities.
Opportunities in Assemble are like job offers; they are usually advertised on the organisation’s website so anyone can search and apply for it.
'Role profile'. Select the role the opportunity is for. Applicants who are successfully recruited will be assigned to this role. Selecting the role will also pre-populate a number of elements in the wizard, which may be read only depending on the role configuration. If you have permission to do so, you may also create a role directly within the wizard. For roles created in this manner the opportunity will not be published until the role is approved.
If the expected role is not shown, check the role configuration. 'Allow recruitment' must be checked and the role should be shared with the team in which the manager creating the opportunity is based (not necessarily the team the role itself is being recruited for).
'Supplementary title' displays beside the role title in brackets, both in the opportunity card and role details on the public site. This field is always read/write, allowing a level of customisation where the remaining elements are locked down, often used for location or the department to help differentiate otherwise similar roles.
'Opportunity description' is the full advert text defined in the role and displayed in the role detail page. The ability to edit depends on if 'read only' was set in the role configuration or 'Override opportunity description' permission is held.
'Opportunity advert' is the short advert text defined in the role and displayed on the opportunity card. The ability to edit depends on if read only was set in the role configuration or 'Override opportunity advert text' permission is held.
'Applicants will be a part of:' is used to set the team the applicant will be assigned to if recruited.
'Opportunity manager:' defines who will manage the applicant if recruited (radio button) and allows additional supervisors to be assigned to assist with the recruitment process.
Only the selected manager will be able to complete the final stage of recruitment (clear to start). Supervisors will be notified of updates and able to clear all other steps, but the final decision to recruit remains with the manager who will be directly in charge of the applicant set by the radio button.
'Location' Google and address book search field. Set the geographic location or region where the opportunity will be based. This is used to drive the location based search on the website. Selecting the item from the list will save it, the update button need only be used when changing an address.
2. Role details
Select 'Ongoing' if the opportunity is expected to be more than a year, 'Specific period' if it's a few weeks/months or 'One-off' if it's 1 or 2 days.
Ongoing is the default option; ongoing represents a standard role where a volunteer starts on a set date (or ASAP) with no preset end date until they elect to leave the role.
'Please enter the start date for this role' Sets the start date, either for a future date where a role has a specific start (for example, when a new store opens) or today/historic when the start will be ASAP once the recruitment process concludes.
Note the start date here is unrelated to the advert start/end dates, which are configured later.
A one-off opportunity is designed to recruit volunteers to support a specific event which can include multiple time slots and dates, after which the role will end. Work on the role is automatically linked to an activity (set in 'Activity Type') and counted in an organisations volunteering reports.
Typical uses include cheer stations at a marathon or similar situations where additional public support is needed for a single specific purpose. For support from internal volunteers only, events may be more suitable.
When creating a one off opportunity you can only enter the first time, date and location. Additional slots may be added by editing the opportunity once created. See 'Managing opportunities' for details.
'Please enter the start date for this role' Sets the start date for the first 'slot' of the opportunity.
'Please enter the end date for this role' Sets the end date for the first 'slot' of the opportunity. (Not the whole activity. So for a weekend event where the first slot was Saturday AM this would be Saturday's date.)
'Start time' Sets the start time for the first slot.
'End time' Sets the end time for the first slot.
Specific period opportunities can be either date based, with a defined start/end date such as maternity leave, or time based where X weeks or days effort is needed from the start. Use the button on the right to switch from fixed length to start/end dates.
'This opportunity is for' Default option, specify the duration for the role from the clearance/start date. Used for roles where the duration is key as opposed dates, for example, a 1 week gardening support.
'Please enter the start date for this role' (Optional) The start date if in the past or today will cause the role to start immediately on clearance from the recruitment process unless the manager overrides on a case by case basis in the clearance step.
If set in the future the role and Assemble access if this is the first/only role will not start until the set date.
'Please enter the end date for this role' Specify the end date for the role. Used for date specific roles such as school holiday cover.
'How many volunteers do you want?' Used as 'flood control' along with the application limit below. When the required number of volunteers are cleared or in stage 3 recruitment, the advert will show as 'Full up' and no further applications will be accepted.
'How many applications do you want?' When the required number of applications has been submitted, successful or not, the advert will show as 'Full up'. To receive more applications in situations where a suitable candidate has not been found manually increase this value.
'Please select the days and slots this role will be undertaken' Used to help filtering when searching for a role only. It has no impact on when a role may actually be undertaken. Clicking a heading will select/clear the entire row.
'Start date' Sets from when the advert should be shown.
'End date' Sets when the advert should be automatically hidden - this can-not be set beyond 6 months from the start date. Adverts can be extended from the opportunity once created/running if needed.
Adverts will continue to be shown once 'full up' until the end date or they are manually taken offline from within the opportunity.
'This advert is for' allows an advert to be public (default) or internal which is restricted to logged in users. Internal adverts will therefore only be visible to existing volunteers who have first logged into Assemble, then returned to the public site typically from their Home page.
'Advert image' Select an image from the available options for the opportunity.
Final review of entered data, pressing 'Create' will publish the advert on the web and display the new opportunities management page.
See 'Managing opportunities' for details of options once an opportunity is created.