# Volunteer Management System - Quick Start Guide

## Initial Setup

### Step 1: Create Database Table
Run the setup script once to initialize the database:
```
https://elparaisoeventreg.scala4.com/tools-setup-volunteer-management.php
```

Or manually run the SQL file:
```bash
mysql -u root -p el_paraiso < tools-create-volunteer-management-table.sql
```

### Step 2: Access Volunteer Management
1. Log in as user **999914** (Board Admin)
2. Click the **"👥 Volunteer Management"** button in the Event Dashboard
3. You should see the two initial volunteer roles:
   - Secretary (Member ID: 8022)
   - Greens (Member ID: 199)

## Using the System

### For Admin (User 999914)

#### Managing Volunteers
1. Go to **Volunteer Management** from the dashboard
2. To add a new volunteer:
   - Fill in Member ID, Email, Password, Role Name
   - Click "Add/Update Volunteer"
3. To modify existing volunteers:
   - Use the same form (it will update if the Member ID + Role Name combination exists)
4. To deactivate/reactivate: Click the "Deactivate" or "Activate" button
5. To delete: Click "Delete" (use with caution)

#### Accessing Volunteer Emails
- Click **"📧 Volunteer Webmail"** dropdown
- Select the volunteer role to access their email
- Opens webmail at: https://webmail.elparaisogolf.com/

#### Google Workspace Access
- Click **"☁️ Google Workspace"** dropdown
- Access Private or Business workspace admin panels
- Access volunteer Google Drive folders (after setup)

### For Volunteers

#### Accessing Your Role Email
1. Log in with your member ID (e.g., 8022 for secretary, 199 for greens)
2. You'll see a **"📧 My Volunteer Email"** button
3. Click to access your role email account
4. Login credentials are stored in the Volunteer Management system

## Google Drive Setup

### Create Folders
1. Log in to Google Drive with Business Workspace: elparaisogolfclub@gmail.com
2. Create folder structure:
   ```
   roles/
     ├── secretary/
     └── greens/
   ```

### Set Permissions
For each role folder:

**Secretary Folder** (`roles/secretary`):
- Share with: secretary@elparaisogolf.com (Editor)
- Share with: elparaisogolf.co@gmail.com (Editor)
- Share with: elparaisogolfclub@gmail.com (Editor)

**Greens Folder** (`roles/greens`):
- Share with: greens@elparaisogolf.com (Editor)
- Share with: elparaisogolf.co@gmail.com (Editor)
- Share with: elparaisogolfclub@gmail.com (Editor)

### Optional: Update Database with Folder IDs
After creating folders, you can update the database:
1. Get the folder ID from the Google Drive URL
2. Go to Volunteer Management
3. The system will store folder IDs when you add them (future enhancement)

## Current Configuration

### Secretary Role
- **Member**: Barry Kirk (8022)
- **Email**: secretary@elparaisogolf.com
- **Password**: @Elparaisogolf2025@
- **Email Forwards To**: barry@scala4.com

### Greens Role
- **Member**: Alison Evans (199)
- **Email**: greens@elparaisogolf.com
- **Password**: @Elparaisogolf2025@

### Google Workspace Accounts
- **Private**: elparaisogolf.co@gmail.com / EPGC19731996#
- **Business**: elparaisogolfclub@gmail.com / @Marketing2026@

## Troubleshooting

**Can't see Volunteer Management button?**
- Make sure you're logged in as user 999914
- Clear browser cache and refresh

**Volunteer can't access email?**
- Verify email and password in Volunteer Management
- Check that role is marked as "Active"
- Test webmail URL: https://webmail.elparaisogolf.com/

**Database table missing?**
- Run tools-setup-volunteer-management.php
- Or manually execute tools-create-volunteer-management-table.sql

## Next Steps

1. ✅ Set up Google Drive folders (see above)
2. ✅ Test volunteer email access
3. ✅ Verify Google Workspace access
4. ✅ Add any additional volunteers as needed

For detailed documentation, see: **VOLUNTEER_MANAGEMENT_OVERVIEW.md**