Volunteer
Contents
REQUIRED FIELDS FOR VOLUNTEERS
Name
Status
Process:
The main page displays all Volunteers. There are tabs to view the inactive and suspended Volunteers as well as options to perform an advanced search, export data and to add a new volunteer. There are two ways to edit/view information about the volunteer either through the Edit menu or the = Hamburger Menu.
= The hamburger gives users quick access to add/edit specific details about the Volunteer. Locate the volunteer then click on the = Symbol. There are three categories available for the user: Maintenance, Action and Miscellaneous. As an example, if the user selects Contacts a new page displays the Active contacts or click Inactive to view the inactive contacts. Find the contact from the grid and click on Edit, make any changes then click Save and a message displays The record was updated successfully.
EDIT/VIEW MENU (The = hamburger can be accessed from the dialogue box.)
Locate the volunteer, click Edit and a new page opens the volunteers. There are three or four additional tabs with volunteer information depending if the volunteer is an individual or a company: Details, Preferences, Main Contact/Address and Representatives. Information about a volunteer can be changed through these tabs.
An individual/company can belong to multiple categories within the food bank, for instance a vendor that supplies products may also volunteer hours to the food bank. There are up to six categories to choose from: Product Donor, Vendor, Fund Donor, Grantor, Solicitor, and Volunteer. Click the Add/Edit. and select the next category the vendor belongs to and click Save. To add another category click on that individual/company again, add the next category and click Save again. The information about the person/company is copied to the other categories.
ADD NEW VOLUNTEER/ADD INFORMATION TO AN EXISTING VOLUNTEER
Adding a volunteer is a 2 step process. First the general volunteer is created and then the details about the volunteer are added to the profile:
Click +Add New Volunteer and select Add Individual Volunteer or Add Business Volunteer. There are 3 or 4 additional tabs displayed depending if the volunteer is an individual or a business: Details, Preferences, Main Contacts, Representatives. Complete the tabs, click Save and a message displays The record was saved successfully.
ADDING VOLUNTEER DETAILS
Locate the volunteer and select either the Edit or = Hamburger option.
If using the Edit option then select the field being added, click + and a new page opens, add the information and click Save then Close to return to the vendor details page. A contact can be used for multiple addresses, for instance the mailing contact may also be the billing contact or ship to contact. Instead of having to retype the information in each field, click the = and that individual's information will display, click on their name, continue to add any more addresses or contacts. When completed click Save and a message displays The record was updated successfully and the Active Volunteer page opens.
If using the = Hamburger option select the field and a green box displays in the right corner with a +Add New (address, contact, note, etc). Complete all necessary fields then click Save and a message displays The record was saved successfully. If contacts are added and now addresses need added the hamburger menu will provide a shortcut to navigating the options. Click the = in the dialogue box and make a selection such as addresses or contacts and a new page opens to add more information for the volunteer. When completed click on Volunteer from the dialogue box to return to the active volunteer page.
DEACTIVATE/REACTIVATE/SUSPEND/UNSUSPEND
To deactivate: Locate the volunteer, click Edit and a new page opens the volunteer detail. Click on Deactivate and the system prompts Are you sure you wish to deactivate this volunteer? Click Cancel to return or click Deactivate to continue and a message displays The record was deactivated successfully.
To deactivate specific information: about the volunteer such as a contact person, locate the fund donor and use the = Hambirger Menu, (right click to view in a new tab) select the field that needs to have information deactivated. For instance, click on Addresses and all of the addresses for the fund donor display, select the address that needs to be deactivated and click on Edit, the details display. Click Deactivate and the system prompts Are you sure you wish to deactivate this volunteer address? Click Cancel to return or Deactivate a message displays The record was deactivated successfully.
To reactivate: Locate the volunteer from the Inactive tab , click Edit and a new page opens with the volunteer details, click Reactivate and the system prompts Are you sure you wish to reactivate this volunteer? Click Cancel to return or Reactivate to continue a message displays The record was reactivated successfully.
To suspend: Locate the volunteer, click Suspend and a new page opens. A reason must be entered and the date should reflect the time/date for the suspension and the system prompts Are you sure you wish to suspend this Volunteer? Click Cancel to return or Suspend to continue and a message displays The record was suspended successfully.
To unsuspend: Locate the volunteer from the Suspended tab, click Edit and select Unsuspend. The system prompts Are you sure you wish to unsuspend this Volunteer? Click Cancel to return or Unsuspend to continue and a message displays The record was unsuspended successfully.
All fields marked with * must be completed. Dark grey boxes are view only and cannot be changed.
Field Definitions: Right click on the highlighted word to open in a new tab
Individual Volunteer
Business Volunteer
Special Notes:
System Setups:
Company Setups:
Lock References