Use the links below to jump to the section you wish to learn about.
Add a staff user
To add a staff user to the platform, you need to have a role with the correct permission levels. If you are unable to do so, we recommend speaking to your system administrator.
To add a new staff user:
Open the "Settings" page on the left-hand side of the Staff Dashboard.
Open the "Users" section and press "Add user".
You then need to add their name, email, role, and groups.
Once you add a new staff user, they will receive a welcome email with their sign-in details. If they have not received an email, we recommend the following:
Check that the email you have used is correct
Ask the user to check their junk email
If you're having trouble signing in with the details from your welcome email, it could be a simple typo in your email or password. Try copying and pasting them instead of typing - it’s a quick way to avoid any slip-ups. Alternatively, the user can use the forgot password option. Please send them this link: https://manage.volunteero.org/auth/sign-in
Create a role
To create a role:
Open the "Settings" page on the left-hand side of the Staff Dashboard.
Open the "Roles" section and press "Add role".
You then need to decide on the best name for that role.
Note that if you have 3 staff members who are all "Befriending Coordinators", but each manages different regions or separate befriending programs, you will still just need the one role. You can update their group restrictions at the user level.
Then, you can go through and decide what level of permission they should have for each of the various features in the platform. If you click on the drop-down list, you are given more information on that particular role.
Be mindful of the permissions you assign to staff users. If someone is given too much access, they could accidentally delete something from the system, and the deletion cannot be recovered. Carefully consider who really needs the 'admin' role for each feature.
Please note: you should always have at least one system administrator; otherwise, you may find yourself in a situation where no one is able to make the changes needed to groups, roles, templates, etc.
It’s also worth noting that even if a staff member has been assigned the System Administrator role, their permissions may still be limited if they are restricted by groups. Staff members who are both System Administrators and group-restricted won’t be able to create new qualifications, groups, tags, or badges. This is because creating these items applies changes across the entire organisation, which falls outside their access permissions. In this case, they’ll only be able to assign qualifications, groups, tags, and badges that already exist.
Groups for staff users
Groups determine what staff members can see and manage within Volunteero. When you assign a group (or multiple groups) to a staff user, you're defining which parts of your organisation they have access to.
For example, if a staff member oversees a particular role or location, restricting them to that group limits their access to only the volunteers, missions, activities, and data within it.
However, unlike groups for volunteers, if a staff member is restricted to a specific subgroup, they'll only be able to view and manage volunteers, missions, and other activities within that group (and that group only). They won’t see missions posted to a parent group, as these can involve volunteers from multiple subgroups, and Volunteero prevents staff from accessing data outside their assigned areas.
To learn more about creating groups and hierarchies, please check the Groups and Hierarchies Article.
Update a staff role and groups
Finally, you need to assign staff members to the relevant role and group. To do this:
Go to the "Settings" page on the left-hand side of the Staff Dashboard.
Open the "Users" section, then select the correct role for that user and the groups they should be able to oversee.
You can select multiple groups and edit them at any time.
For example, if a user needs to cover another group due to other users being on holiday, you can go into the user section and add other groups.
Delete a staff user
Click the 'bin' icon against the staff user profile you want to remove. If their profile has a few groups with access on it, then you may need to scroll along to find this icon
Video Tutorial
As always, if you require any further assistance with this, please use the support button in your Staff Dashboard or email us at support@volunteero.org. Our team will be happy to help!😊