Changing a volunteer's email on their account does have some knock-on effects within your dashboard. The reason is that email is the unique identifier for a volunteer's profile. Changing a volunteer's email address will mean the system sees them as a new profile and will send them a new password/ details on how to get into the app.
They will also need to be reassigned to any missions/ shifts within their account.
Please consider which option is most suitable for your organisation when changing a volunteer's email address.
Option 1:
We usually recommend 'archiving' the 'old' email account and creating a new profile under the new email address.
On the 'old' profile, we advise:
Making it clear that the old profile is no longer used by putting "OLD" in their last name.
Switching off app access
Status changing to 'inactive'
Applying/ updating relevant tags/ groups
Unlink any forms (if applicable or relevant)
After you have archived the 'old' profile, you can manually add in a new profile with the updated email address.
On the new profile, you will want to:
Assign the profile to any shifts/ missions
Link any previous forms to the new account
You may also wish to 'backdate' volunteering time to the new account.
Option 2:
If you would prefer to proceed with changing a volunteer's email on the same profile, then you can do so by following the instructions below.
Please be aware that if that volunteer has been active under their old email, you may lose the activity pertaining to that volunteer, as the system sees the updated email as a 'new' account.
Updating an email on an existing profile
In short, you cannot change a volunteer's email while their app account is open. Here is how you do it...
Remove the app access
In the Volunteers section on the left-hand side, scroll or search to find the relevant volunteer. Press on their name to open their profile. Open the "App access" and then press "Remove Access".
2. Change the email
Now you can open their profile section and simply amend the volunteer email field to their new email.
3. Open the app account
Now open the "App access" section on their profile and then press "Set up access".
At this point, the volunteer will receive a welcome email to their new account with a new password.
Considerations
However, if that volunteer has been active under their old email, you may lose the activity pertaining to that volunteer. In this instance, you may need to create a new volunteer profile with the new email account and close the old one. It is then also wise to make it clear that the old profile is no longer used but by putting "OLD" in their last name.
Video Tutorial
If you have any issues or questions, please use the support button in your Staff Dashboard to speak to one of the Volunteero team. We will be happy to help 🤓