Use the links below to jump to the section you wish to learn about.
Add a volunteer to your account
You may want to, on occasion, manually add a volunteer to your database.
Simply click the + Volunteer button on the right-hand side of the Volunteer dashboard.
Section 1: You'll be prompted to select:
Groups
Tags
Section 2: Additional Information
Email address (required to create a volunteer profile and to enable app access if needed)
Other fields are optional, but are helpful if you have them.
Phone number
Date of birth
EDI fields
Start date
Prior volunteering hours (any hours completed before using Volunteero are not included in insights)
Status (and leave date if relevant)
Notes (internal)
Section 3: Address
Section 4: Custom ID
This is helpful if you have another system outside of Volunteero that you plan to connect Volunteero to.
Section 5: App Access
Here, you can toggle on the app access for this volunteer. Once toggled and the account is created, the volunteer will receive an email from Volunteero containing instructions for using the app and their sign-in details.
Consider also setting up profile synchronisation for your volunteers. This feature allows volunteers to update and add to their profile information in the app, and it will update your record in the dashboard. To do so, find the volunteer record (see below instructions), open the app account tab, and switch on "Sync volunteer profile". If you have not opened an app account for the volunteer, this will not be possible.
Search and filter volunteers
To find a volunteer profile, open the "Volunteers" page on the left-hand side of the Staff Dashboard.
Use the Filter option to filter by:
Group
Tags
Status (active, inactive, resigned, or no status)
Badges
Qualifications (with the option to filter by expiry date, either before or after a chosen date)
You can also:
Invert filter, which lets you reverse your selection. For example, if you filter by the tag 'Photo Consent' and tick 'Invert filter', the list will show volunteers without that tag.
Save filters as your default view, so they are automatically applied each time you log in.
Use the Search bar to quickly find volunteers by name, email, or phone number.
Use the headers on the table to sort the table by a given attribute. Click on the three dots on the top right of the table and decide which column you want to be visible and in which order.
Navigating the volunteer profile
To find a volunteer profile, open the "Volunteers" page on the left-hand side of the Staff Dashboard. We hope the tabs make it fairly clear what you can learn about the volunteer in each, but below is a little information about their use.
The Profile tab shows the volunteer's basic information, contact details, and demographic information. Note that all these attributes can be updated by the volunteer.
The Qualifications tab allows you to create and manage volunteers' qualifications, but we have added a section to cover that next...
The Submissions tab allows you to see the original volunteer registration form they submitted and any other volunteer form submissions linked to that volunteer's profile. You can click on these to open them and access any documents included. Note that sometimes a registration submission will not exist; this likely means they were a volunteer recruited through an alternative process to a Volunteero registration form.
The Missions tab allows you to see all missions they are currently assigned to. You can use the filtering options at the top to show what missions they have completed in the past (archived missions), and search by client name, also.
The Shifts tab allows you to view which shifts the volunteer is currently assigned to. You can view this in calendar or agenda view
The Activity tab allows you to see a granular audit log of every action that a volunteer has taken, and you can filter these based on the type of action.
Qualifications
Adding a qualification
Open the Qualifications tab in a volunteer profile. Click "+ Qualification" and select the qualification you would like to add to that profile.
Please note: If a qualification exists that looks like it is the same as the one you wish to add, I would check internally to make sure. You want to avoid having duplicates, e.g., "DBS" and "DBS check", which may actually represent the same thing. We will soon allow reporting based on these, and it is best to keep things uniform.
Add a qualification issue and expiry date
Simply press in the box under the qualification name and find the date that the qualification was issued, and when it expires, and press "Add Qualification".
View outdated qualifications
When you are back on the "Volunteer" page where you see a table with your list of volunteers. One of the columns is titled "Qualifications".
Any qualifications that are highlighted in red are ones that have expired. You can also check this by applying a filter to search for volunteers with expired qualifications either before or after a chosen date.
Additionally, if you hover over the qualification, you can see the issue and expiry date.
Top tip - Filter by qualification expiry date every 8-12 weeks so you have a list of volunteers that need their qualification renewed asap.
Create a volunteer app account
When setting up any new volunteer, you will see an option to open an app account at that stage, but you can open and close app accounts for existing volunteers.
Find the volunteer you wish to open an app account for, and open their profile.
Open the App access tab in a volunteer profile. Click "Set up access"
A volunteer will receive an automated welcome email from the system with download links to the app, their sign-in details, and a video tutorial.
If a volunteer gets in touch and states they cannot find their email, ask them to check their junk folder. If they say they cannot sign in, firstly ensure they are added with the correct email and you've opened them an app account, then direct them to this article.
Switch off App access
If a volunteer becomes inactive or has resigned from your organisation, you may wish to remove app access. This means you will still retain their records, but they will no longer be able to access missions, chat, or any other area of the Volunteero app for your organisation.
To switch off app access, head to the volunteer profile and click into the app access tab. Here you can toggle off the app access for that volunteer and apply changes.
Note: You will also be prompted to send an exit survey at this stage. If you have an exit survey set up, then you can select this from your drop-down list of surveys. For more info on creating a survey, please refer to this article guide.
We also recommend utilising the volunteer status feature to log them as inactive or resigned, or tagging the profile so that you can filter and run reports on the number of active/ inactive volunteers.
Delete a volunteer
We recommend not deleting a volunteer but instead closing their app account in the "App access" tab in their profile. This way, you maintain a record of them if they ever volunteer again. You are not charged for volunteers without app accounts 😊👍🏻 If you delete a volunteer profile, you will lose their data, and this cannot be recovered.
If you still wish to delete a volunteer, go to the red 'delete volunteer button' just under the 'apply changes' button.
If you require any further assistance, please use the support chat to ask a question to our friendly support team. We will be happy to help!