The best way to upload a file to a volunteer or client profile in Volunteero is to create a form which you use to capture and then link the submission to a profile.
This could be an internal-only form which is completed and submitted by a Volunteero staff user or an external form which is shared directly with the person who the documents relate to. Which route you take is down to organisational preference.
Create your form
First, head to the forms section of Volunteero and create your form.
When naming your form, consider how it will be used and referenced later. If the form is intended as a catch-all for different documents, a simple, generic title such as “Document Upload” may work best. Alternatively, if the form is specific to a particular document type, you might choose a more detailed name like “DBS Check Certificate Upload” and create several variations for different purposes.
To make it easier to quickly identify the correct form, give each one a clear and recognisable name. The best naming approach depends on how you’ll need to locate or review the information once it’s linked to a profile.
Form Process
If you've never made a document upload form, then you will likely need a new process. We recommend keeping things simple here, because you're likely only going to link the submission to a profile you may only need one stage such as "Link to profile" or "verify documents".
If you are unsure on what a process is:
"But what is a process?"
A process is essentially the steps you need to take as a charity for that volunteer to be considered ready to volunteer or at least to have a profile created and given app account access. Each volunteer submission will pick up the process assigned to the form they submitted through. Your team will then be able to change the statuses of each stage and add notes allowing you to manage the new submissions through to completion. Here is an idea of the stages we typically see...
Creating the form fields
Creating your form as usual, adding in any profile fields you need to capture.
We recommend making sure you have the first and surname profile fields within this so you can verify the profile you are linking with on Volunteero.
Then use the File upload fields to add the relevant number of document upload fields you wish to have in this form. You can choose for a file upload field or a Large file upload field. The regular one support up to 5MB and the large one supports up to 500MB.
Here is a full article guide on creating a form
Tip: If you plan on sharing this form externally, why not spruce it up with some rich text and media, including your logo or a relevant image at the top.
Once you have created your form, click apply changes.
Uploading files into the form
You can now click the share button, and get the direct URL link.
Either past this in your own browser (or share externally).
Complete the form and Upload the relevant files before clicking "submit".
Link to a profile
Once a form is received in your submissions, you can click into it, update the process where required and click Onboard Volunteer.
At this stage, you can choose to link the submission to an existing volunteer or client profile within Volunteero. With the document upload form, please select link with existing volunteer.
Merging the data is irrelevant here as files don't merge into a specific field on the volunteers' profile.
And that's it! The form and documents are now linked to the volunteer (or client) profile. You can repeat this as many times as you need to and is useful for document uploads, interview forms, reviews... you name it! You can now quickly access all documentation on the volunteers' profile, under the submissions tab.
Video Tutorial
If you require any further assistance, please use the support chat to ask a question to our friendly support team or email support@volunteer.org we will be happy to help!