Before volunteers can show up well, the system has to be ready for them. Before children can be supported consistently, the class structure has to already exist. Before sessions can be tracked, the system has to reflect reali ty.
That's what tech setup is — the foundation your whole year runs on.
🎯 Target: Complete tech set up before June 30th
Check these off before you start tech setup:
🔶 Running TR this year? If your chapter has 11th and 12th grade youth, confirm with your shelter partner that you have 3 slots set up — 2 ASV (Academic Support Volunteer) + 1 Wingman before you begin tech setup.
Once all of these are in place — let the setup begin. 🚀
Platform Commons is your chapter's backend — where everything is structured before a single session happens. Use the Platform Commons guide for step-by-step tutorials on everything below.
¶ Step 1 — Update your child data |
Migrate the child data from the previous year. Add new children, remove inactive ones, correct any errors. Small updates now prevent big confusion later. |
¶ Step 2 — Review and rebuild your sections |
Most chapters carry over from last year. But if your child count or grades have changed, create new sections, merge smaller groups, or reorganise grade-wise. ⚡1 section = max 5 children. |
¶ Step 3 — Map continuing volunteers to the right school |
Update which continuing volunteers are attached to which school. Volunteers must be hired and active on Platform Commons before they can be mapped. |
¶ Step 4 — Set up slots and allocate volunteers |
Allocate each volunteer to their slot and class section. This is where your timetable becomes real. ⚡1 volunteer = 1 slot. No double mapping. |
¶ Step 5 — Mark holidays and pre-planned cancellations |
Log any known holidays or cancelled classes upfront so your session data stays clean from Day 1. |
Campus Cloud is what your volunteers use to log class data every week. Before the first session, make sure everyone is set up and confident using it.
All Fellows, COs and CHOs should go through the Campus Cloud guide and update their CFUs before their first class
Before you move to kickstarting classes, do a quick walkthrough with one volunteer. Make sure they can:
If all of this works — your chapter is ready. 🚀
Volunteer still mapped to a slot but has dropped out? Update their mapping on Platform Commons immediately. Don't leave ghost allocations in the system.
Child count changed after setup? Update the section on Platform Commons — don't wait till next month.
Something feels broken on Platform Commons? Check the Platform Commons guide first. If it's a bug, raise a ticket. Don't try to work around it.
💡 The more accurately your system reflects reality, the easier it is to support volunteers and children consistently.
Phase 2: Kickstarting Classes