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How to assign an advocate

My Advocates Are In CasaManager...Why Can't I Assign Them?

If a volunteer's status code is Info or Trainee, CasaManager won't let you assign them to a case. This is true no matter what color the code is (green, yellow or red), and there is no workaround. Checking "Show red status volunteers" in Case Tasks won't help either.

This is by design. It protects your program from assigning a volunteer who hasn't finished the pre-service requirements set by National CASA/GAL and your local program.

How volunteers move through each status

Status

What it means

What moves them to the next status

Info

A new prospect. They may have only inquired.

Enter a Date Start for pre-service training

Trainee

In pre-service training

Enter a Date Done (AOK) after all screening and training is complete

AOK

Ready to serve, but not yet assigned

Assign them to their first case

Advocate

Assigned to at least one case

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The order is always Info, Trainee, AOK, Advocate. A volunteer never skips a step, and you can't change these codes by hand. CasaManager updates them automatically based on the dates you enter.

How to fix it

  1. Go to Volunteers and open the volunteer's record.
  2. Open their Pre-Service Training record.
  3. Check what's missing: Date Start, training session attendance, screening items and Date Done.
  4. Enter the missing information. Once Date Start is entered, the volunteer becomes a Trainee. Once Date Done is entered, they become AOK.
  5. Enter the Date Sworn after Date Done.
  6. Go back to Case Tasks and assign the volunteer to the case.

Tip: To see everyone who still needs training data, run the Volunteer List and look for volunteers with an Info or Trainee status.

Good to know

  • Date Sworn should never come before Date Done.
  • A volunteer's color (green, yellow or red) is about recent activity, not training. Your agency sets how long it takes a volunteer to turn red in Agency Info.
  • AOK and Advocate volunteers with a red status can still be assigned. See the related article on assigning Red-Advocates and Red-AOK volunteers.