Registration & Authentication: Allow volunteers, coordinators, and administrators to register, log in, and recover passwords. Support multi-factor authentication for added security.
Profile Management: Users should be able to create and manage their profiles, including personal information, skills, availability, and preferences.
Role-Based Access Control: Define roles (e.g., Volunteer, Coordinator, Admin) with specific permissions and access levels.
Volunteer Recruitment and Onboarding:
Volunteer Registration: Enable volunteers to sign up, complete their profiles, and indicate their interests and availability.
Application Review: Allow coordinators to review volunteer applications, conduct interviews, and approve or reject applications.
Onboarding Process: Manage the onboarding process, including training schedules, documentation, and orientation materials.
Event and Activity Management:
Event Creation: Allow coordinators to create and manage volunteer events and activities, including setting dates, times, locations, and descriptions.
Event Scheduling: Provide a calendar view for volunteers to see upcoming events and activities.
Registration for Events: Enable volunteers to register for events, including selecting shifts or roles as needed.
Scheduling and Shift Management:
Shift Creation: Allow coordinators to create shifts for events, specifying the time, duration, and required number of volunteers.
Shift Assignment: Enable volunteers to sign up for specific shifts or be assigned shifts by coordinators.
Shift Reminders: Send notifications and reminders to volunteers about their upcoming shifts and events.
Communication and Collaboration:
Messaging System: Provide an internal messaging system for communication between volunteers, coordinators, and administrators.
Announcements: Allow coordinators to post announcements and updates related to events and volunteer activities.
Discussion Forums: Facilitate forums or discussion boards for volunteers to collaborate and share information.
Reporting and Analytics:
Volunteer Reports: Generate reports on volunteer participation, hours contributed, and performance.
Event Reports: Provide reports on event attendance, volunteer engagement, and feedback.
Custom Reports: Allow users to create custom reports based on specific criteria and data filters.
Training and Resources:
Resource Library: Provide a library of training materials, guides, and resources for volunteers.
Training Tracking: Track completion of required training and certifications for volunteers.
Recognition and Rewards:
Recognition Badges: Implement a system for awarding badges or certificates for milestones, achievements, and hours volunteered.
Feedback and Reviews: Allow volunteers and coordinators to provide feedback and rate each other’s performance.
Integration:
Calendar Integration: Integrate with calendar systems (e.g., Google Calendar, Outlook) to synchronize event schedules and reminders.
Third-Party Services: Support integration with third-party tools for communication, training, or CRM systems.
API Support: Provide APIs for integration with other systems or platforms.
Admin Features:
User Management: Admins should be able to create, edit, and delete user accounts and manage permissions.
System Configuration: Allow admins to configure system settings, manage categories of events, and update system parameters.
Audit Trails: Maintain audit trails for user actions, changes to volunteer records, and system activity.
Non-Functional Requirements
Performance:
Scalability: Ensure the system can handle increasing numbers of users, events, and data efficiently.
Response Time: Maintain quick response times for searches, data entry, and user interactions.
Reliability:
High Availability: Achieve high availability with minimal downtime to ensure continuous access to the system.
Fault Tolerance: Implement mechanisms to handle system failures and ensure uninterrupted service.
Security:
Data Encryption: Ensure encryption of data in transit and at rest to protect sensitive information.
Access Control: Implement strong authentication and authorization mechanisms to safeguard user accounts and data.
Compliance: Adhere to relevant data protection regulations, such as GDPR or CCPA.
Usability:
User Interface: Design an intuitive and user-friendly interface for easy navigation and operation.
Accessibility: Ensure the system is accessible to users with disabilities, following guidelines such as WCAG.
Maintainability:
Code Quality: Maintain high code quality and follow best practices to facilitate updates and maintenance.
Documentation: Provide comprehensive documentation for users and developers, including user manuals and system documentation.
Support:
Customer Service: Offer timely and effective support through various channels, such as live chat, email, and phone.
Help Center: Maintain a knowledge base or help center with FAQs, guides, and troubleshooting information.
Compatibility:
Cross-Browser Support: Ensure compatibility with major web browsers (e.g., Chrome, Firefox, Safari).
Mobile Responsiveness: Design the system to be fully functional on mobile devices, providing a seamless experience across platforms.
Backup and Recovery:
Regular Backups: Implement regular backups of data to prevent loss in case of system failures.
Recovery Procedures: Establish procedures for data recovery and system restoration.
Integration:
Interoperability: Ensure the system can integrate seamlessly with other organizational systems and services.
API Flexibility: Provide flexible APIs to accommodate various integration needs.
Data Quality:
Accuracy: Ensure the accuracy and reliability of volunteer data, event information, and system performance metrics.
Timeliness: Provide timely updates to reflect current information on volunteer activities, schedules, and system status.
