Volunteers Page

Learn about how Volunteer Management works

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Note: This functionality is only available if the Volunteer Management module was purchased.

Volunteers

District Admins, District Volunteer Coordinators, Building Admins, Building Volunteer Coordinators, and Staff Users can interact with the Volunteers page to view Approved, Pending, Rejected and Blocklisted Volunteers. To access the Volunteers page, follow the below steps:

Log into Visitor Management as a District Admin, District Volunteer Coordinator, Building Admin, Building Volunteer Coordinator or Staff User
Navigate to the Volunteers Page by clicking the hands icon on the side navigation menu

Approved Tab

By default, users will land on the Approved tab. On this tab, users can:
1. Search for Volunteers by name
2. Filter displayed Volunteers by Role - by default, All Roles are displayed
3. Toggle between a Card view or Table view of Volunteers
4. Card View
  1. Users can check in a volunteer
  2. Users can click the ellipsis to
    1. View the Volunteer Profile
    2. Edit Volunteer Profile
    3. View Application
    4. Add the Volunteer to the Blocklist
    5. Delete the Volunteer (District Admin and District Volunteer Coordinator only)
5. Table View
  1. Users can see:
    1. Name
    2. Last Check-in
    3. Actions - check in a volunteer
  2. Users can click the ellipsis to
    1. View the Volunteer Profile
    2. Edit Volunteer Profile
    3. View Application
    4. Add the Volunteer to the Blocklist
    5. Delete the Volunteer (District Admin and District Volunteer Coordinator only)

Pending Tab

Users can navigate to the Pending tab. On this tab, users can:
1. Search for Volunteers by name
2. View the list of Volunteers with pending application status with the below details:
  1. Name
  2. Date Submitted
  3. Criminal History
3. Click the ellipsis for any of the listed pending volunteers to:
  1. View Application
  2. Approve Application
  3. Reject Application
4. Check at least 2 checkboxes to enable to the Bulk Actions functionality to:
  1. Approve all selected volunteers
  2. Reject all selected volunteers
  3. Export all selected volunteers as an XLXS

Web Notifications for Volunteer Application Submissions

Users will see an in-app notification when a potential volunteer submits a volunteer application. This notification will display a dot on the Volunteers option in the left-navigation menu and on the Volunteers→ Pending tab. The notification will disappear when the application has been approved or rejected.

Rejected Tab

Users can navigate to the Rejected tab. On this tab, users can:
1. Search for Volunteers by name
2. View the list of Volunteers with pending application status with the below details:
  1. Name
  2. Date Submitted
  3. Rejected by
  4. Criminal History
3. Click the ellipsis for any of the listed rejected volunteers to:
  1. View Application
Users can navigate to the Blocklisted tab. On this tab, users can:
1. Search for Volunteers by name
2. View the list of Volunteers with pending application status with the below details:
  1. Name
  2. Blocklisting Date
  3. Reason
  4. Criminal History
3. Click the ellipsis for any of the listed rejected volunteers to:
  1. View Application
  2. Remove from Blocklist

From all tabs, users can:

Add a Volunteer → Add Individual Manually

Users can manually add a volunteer by entering the needed Personal and Volunteer Information:
1. Personal Information
  1. Identifying Information
  2. Demographic Information
  3. Contact Information
2. Volunteer Information
  1. Preferred Volunteer roles
  2. Preferred School(s) to Volunteer
3. Users can click on Approve and Submit to add the volunteer

Add a Volunteer → Bulk Import CSV

On the Bulk Upload modal - click Download Template
Open the Template (CSV)
Enter the below information for each Volunteer:
1. First Name
2. Middle Name
3. Last Name
4. Date of Birth
5. Sex
6. Address
7. Address Line 2
8. City
9. State
10. Zip Code
11. Phone Number
12. Email
Save the template in your desired location and close
On the Bulk Upload modal - click Upload Completed CSV
Select the template from the stored location and click Open
On the Bulk Upload modal - click Import & Save
Note: Volunteers that are added manually, either individually or via bulk upload, will not go through a background check process

Export Volunteer List

Users can export a list of all approved and rejected volunteers by clicking on the Export List button
Users will be able to review the list (XLXS format) with the below details:
1. Volunteer Full Name
2. Volunteer Email
3. Volunteer Criminal Record
4. Approved/Rejected By
5. Last Check-in

vms volunteer portal event tab volunteers tab view volunteers add volunteers volunteer application

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