How do I upload a Team Day?

Where do I find Team Days in my dashboard?

You’ll see three Team Days options in the left-hand menu of your dashboard:

• Team days — create, edit and manage your own Team Days.
• Manage requests — view and respond to requests from corporate partners.
• Browse team days — view Team Days posted by other organisations.

To upload a new Team Day, select Team days.

How do I create a new Team Day?

1. Log in to your GoVo dashboard.
2. Select Team days from the left-hand menu.
3. Select Create team day.
4. You will be taken into the Team Day creation tool.

The Manage Team Days page also shows any Team Days your organisation has already created. You can use this page to view drafts, published Team Days and closed Team Days.

What happens when I select Create team day?

The creation tool will guide you through adding your Team Day details.

The creation tool has three main stages:

1. Tell us about your Team Day
   Add the basic information, including what the opportunity is and who it is for.
2. Add the details
   Add information such as dates, location, volunteer numbers, costs and accessibility.
3. Review and publish
   Check everything looks correct before publishing your Team Day.

Select Next to begin adding your Team Day information.

Your progress is saved automatically as you move through the creation tool. You can also select Save and exit if you need to leave and come back later.

Step 1: Tell us about your Team Day

The first step asks you to add the main information about your Team Day.

You will need to complete:

• Team day title — add a clear and engaging title.
• About this team event — describe what a typical Team Day will look like and what corporate volunteers will be doing.
• What corporates will gain — explain what the corporate team will get from taking part.
• Key activities — add the main activities involved, such as gardening, painting, sorting donations, packing supplies, supporting events or environmental activities.

Fields marked with an asterisk are required.

In the Key activities section, add short activity labels one at a time. Press enter after each activity to add it.

Select Next once you have completed the required information.

Step 2: Add when and where your Team Day will take place

The next step asks you to add the date, time and location information.

First, choose how the date will be offered:

• Specific date(s) — choose this if your Team Day will take place on one or more confirmed dates.
• Flexible / to be agreed — choose this if you would like to agree the date with the corporate partner after they express interest.

If you select Specific date(s), you will need to add:

1. Any additional details about the date or timing.
2. The date the Team Day will take place.
3. The start time.
4. The end time.

If your Team Day is available on more than one date, select Add another date and enter the additional date and time information.

You will also need to choose the location type:

• On site — choose this if volunteers need to attend a physical location.
• Remote — choose this if volunteers can take part online or from another location.

If you select On site, you will then need to add location details. You can choose:

• Single location — choose this if the Team Day will take place at one location.
• Multiple locations — choose this if the Team Day may take place across more than one site.
• Confirm later — choose this if the exact location will be confirmed after a corporate partner expresses interest.

If you choose Single location, you will need to enter the postcode for the Team Day location.

If you select Remote, please ignore the remote meeting link field if it appears. This field will be removed in a future update.

If any part of the date, time or location is flexible, use the additional details fields to explain this clearly.

Select Next once you have completed the required information.

Step 3: Add volunteer numbers and costs

The next step asks how many volunteers your Team Day can accommodate and whether there is a cost involved.

You will need to choose one of the following options:

• Exact number — choose this if your Team Day is suitable for a specific number of volunteers.
• Range — choose this if you can accommodate between a minimum and maximum number of volunteers.
• Minimum only — choose this if you need at least a certain number of volunteers for the Team Day to go ahead.

Depending on which option you choose, you will then be asked to enter the relevant number of volunteers.

You will also be asked whether you charge a fee for the Team Day:

• No, it’s free — choose this if there is no cost for the corporate partner to take part.
• Yes, there’s a fee — choose this if there is a cost attached to the Team Day.

If you select Yes, there’s a fee, you will be asked to confirm how much the fee is per volunteer. At the moment the only way to show a fee is per volunteer. If you would like to accept a donation you can include this in your notes and enter a nominal fee per volunteer.

Select Next once you have completed the required information.

Step 4: Add accessibility and risk assessment information

The next step asks you to add accessibility and risk assessment information.

You will be asked:

Can you accommodate volunteers with accessibility needs?

Select either:

• Yes — choose this if your Team Day can accommodate volunteers with accessibility needs.
• No — choose this if your Team Day is not currently able to accommodate accessibility needs.

If you select Yes, an additional section will open where you can select the accessibility features that apply to your Team Day.

You will see expandable sections. Select the plus icon to open each section and choose the relevant options.

The sections include:

• Working environment
• Communication methods
• Working arrangements
• Support needed

You will also be asked to add risk assessment information.

You can select:

• We’ll provide a risk assessment — choose this if your charity will provide the risk assessment for the Team Day.
• Corporate partner handles this — choose this if the corporate partner will manage their own risk assessment.

You will need to follow up with the corporate to confirm the details of the risk assessment even if you have selected that that they handle it to ensure it covers everything.

You can also add any other safety, risk, skills or suitability information in the free text box.

Select Next once you have completed the required information.

Step 5: Upload an image

The next step asks you to upload an image for your Team Day.

You can upload one image for each Team Day.

To upload your image:

1. Select Browse to choose an image from your device, or drag and drop your image into the upload box.
2. Make sure your image is either PNG or JPEG format.
3. Make sure your image is 1MB or less.
4. Make sure your image has a 3:1 aspect ratio.
5. Once your image has uploaded successfully and no error message is showing, select Next.

The upload tool will only allow you to upload an image that is 1MB or less. If your image is over 1MB, the option to select or upload it may not work.

If your image uploads but is not in a 3:1 ratio, you will see an error message and you will not be able to select Next until the image has been resized or cropped correctly. Using an AI image editing tool is probably the easiest way to get the 3:1 ratio, you can ask it to crop your image to the correct size. For example, you could type: “Crop this image to a 3:1 aspect ratio.” You can also use a free online tool such as Pixlean where you can upoad an image and easily set the size, available via the following link: Image Resizer – Download - Pixlean

All uploaded images are checked for inappropriate or offensive content. Images flagged as unsuitable may be rejected or removed.

Step 6: Review and publish your Team Day

The final step gives you the chance to review everything you have entered before your Team Day goes live.

Check each section carefully, including:

• Team Day title and description
• What corporates will gain
• Key activities
• Date and time
• Location
• Volunteer numbers
• Any fee information
• Accessibility information
• Risk assessment information
• Image

If anything needs changing, use the edit option for the relevant section.

Once you are happy that everything is correct, select Publish team day.

What happens after I publish?

Once published, your Team Day will be visible to corporate partners.

Corporate partners will be able to view your Team Day and submit an expression of interest.

You can return to Team days in your dashboard to edit, pause or manage your Team Day at any time.

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Further help and tips

Writing a good Team Day description

Try to explain:

• What volunteers will do
• Who or what they’ll be supporting
• What the activity will help your charity achieve
• Anything practical they should know before taking part

For example, instead of Volunteering Day, try Help Refresh Our Community Centre.

Explaining what corporates will gain

Use this section to show why the Team Day will be valuable for the corporate team.

You could mention that they will:

• Spend time together as a team
• Learn more about your charity or cause
• Make a practical difference
• See the impact of their support
• Use or develop specific skills
  
  

Can I get support to develop ESV or Team Days volunteering opportunities?

Yes. If your charity, group or organisation needs extra support to develop Employer Supported Volunteering, Employee Supported Volunteering, employee volunteering, corporate volunteering, workplace volunteering, ESV or Team Days opportunities before uploading them to GoVo, you may be able to get help from your local Volunteer Centre or local infrastructure organisation.

ESV plays a key role in strengthening connections between employers, employees and communities. Many local support organisations can provide one-to-one guidance to help charities develop meaningful and practical volunteering opportunities for corporate teams.

England

NAVCA is the national membership body for local infrastructure organisations. You can find your local NAVCA member.

NCVO provides support and information for charities, social enterprises and community groups, including guidance on employer-supported volunteering.

You can also use NCVO’s volunteering information to help find local volunteering support: NCVO volunteering.

Scotland

The National ESV Framework provides practical guidance to support meaningful, inclusive and impactful employer-supported volunteering across Scotland.

Third Sector Interfaces, also known as TSIs, provide local support across Scotland. You can use the TSI Scotland Directory to find your local TSI.

Volunteer Scotland and SCVO also provide volunteering information and support for the voluntary sector in Scotland.

Wales

Third Sector Support Wales is a network of County Voluntary Councils and WCVA, providing support to charities and community organisations across Wales.

You can search for volunteering opportunities through Volunteering Wales and find further volunteering support from WCVA.

Northern Ireland

Volunteer Now supports volunteering across Northern Ireland and can help organisations build relationships with corporates and benefit from ESV support.

NICVA represents and supports the voluntary and community sector in Northern Ireland.

Help with uploading an image

Your image needs to be PNG or JPEG, 1MB or less, and cropped to a 3:1 ratio.

You can use a free online image resizing tool, such as Adobe Express Free Image Resizer.

If you still need help, contact us at help@govo.org.

Draft Team Days

There is currently no option to delete a draft Team Day. If you no longer want to use it, you can leave it as a draft. Draft Team Days are not visible to corporate partners. Delete functionality is planned for a future update.

What happens when a corporate partner requests your Team Day?

You’ll receive an email notification from GoVo. You can view the full request by going to Manage requests and selecting Received.