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How To Assign a Red/Advocate or Red/AOK Volunteer

Red volunteers are hidden from the volunteer assignment list in Case Tasks by default. One checkbox brings them back.

You can see the volunteer's name in the Volunteers module, but when you try to assign them to a case, they don't show up. If the volunteer is a Red-Advocate or Red-AOK, this is expected. CasaManager hides red status volunteers when you assign a case, until you tell it to include them.

What red status means

A volunteer turns red when they haven't been active for a set number of days. Your agency controls this number, not CasaManager. You'll find it in Agency Info.

For example, if your agency uses 366 days, a green or yellow volunteer turns red after 366 days without activity. A longer setting gives advocates who are between cases time to keep serving without turning red.

Red vs. RED

These look alike, but they mean different things:

  • Red (in a status like Red-Advocate or Red-AOK) means the volunteer has been inactive longer than your agency's setting. You can still assign them.
  • RED (all capital letters) is a manually set checkbox on the volunteer's record. It means the volunteer has left your program, whether they retired, resigned or were let go.

How to assign a red status volunteer

  1. Go to Casework and find the case.
  2. Open Case Tasks and select the child.
  3. Select Select Task... and choose Assign to Volunteer.
  4. In the Assign Volunteer Advocate window, go to the Select Vol tab and check the box for Include "Red" Status Volunteers.
  5. Find the volunteer. Scroll to their name, or type the first letter or two of their last name in search for a volunteer.
  6. Select the volunteer and enter the Date Assigned.
  7. Complete the Case Info tab (required) and the Allegations tab (optional). Fill in the purple fields, such as Date Opened, Supervisor, Assigned At and Placement @ Match, before you submit. Peer Coordinator is optional unless your program uses that model.
  8. Select Submit.
  9. When the documents prompt appears, choose ALL to include all selected children on each document, SEPARATE to create separate documents for each child, or No Docs to skip documents for this task.
  10. When you see "Advocate/s have been assigned to all selected children," select OK.

CasaManager then takes you to the Case Overview window, where the children's Current Status has changed from Wait to Active Vol.

To confirm the volunteer is now a Green Advocate (Active Advocate), click the volunteer's name. CasaManager takes you straight to their volunteer record, where the Adv Status/Code field shows Green Advocate.

Tip: Many people miss the Include "Red" Status Volunteers checkbox. If a volunteer you know is in CasaManager isn't on the list, check that box first.

Good to know

  • Red status is about activity, not training. Only AOK and Advocate volunteers can be assigned, whatever their color. Info and Trainee volunteers can't be assigned until they finish pre-service screening and training. See the related article on assigning Info and Trainee volunteers.
  • To see all your red volunteers, run a search in Volunteers and open the Volunteer List.