❖ Heads up! This article is only intended for Site Managers.
By the end of this article, you will be able to:
Understand the differences between Teams and User Groups
Identify when to recommend each option
Manage Teams and User Groups effectively
Teams vs. User Groups
If volunteers want to participate as a group, you may wonder whether to use a Team or create a User Group. Both are helpful, but they serve different purposes. Use the comparison below to choose the best option for your volunteers.
What Are Teams?
Teams are volunteer-created groups used to respond to specific Needs or Opportunities that have team signups enabled.
Key Details
Teams are formed during the signup process for a Need or Opportunity.
A Team Leader manages the team and can complete waivers on behalf of members.
Individual members only complete waivers if they later create their own accounts.
Teams can be used again for future Needs or Opportunities.
Recommend Teams When:
Volunteers want to participate with coworkers, family, or friends.
Volunteers want to respond with the same team repeatedly.
Volunteers want to manage their own roster, responses, and team participation.
What Are User Groups?
User Groups are created and managed by Site Managers to organize users by interests, skills, background, or affiliation.
Key Details
User Groups are not tied to specific Needs or Opportunities.
You can assign a User Group Leader, but Site Managers remain the primary managers.
Great for filtering, communication, and reporting.
All User Group members must have individual accounts.
Create a User Group When You Want To:
Manage court-mandated or private Needs or Opportunities requiring discretion
Share private Needs or Opportunities with select users
Assign Needs or Opportunities to a group of qualified volunteers
Run targeted reports for a defined group
Send email blasts to selected volunteers
Allow users to track their engagement on their User Group résumé
Quick Decision Guide
If | Then |
You want volunteers to sign up with coworkers, family, or friends | Use a Team
|
Volunteers need to manage their own roster or contributions | Use a Team
|
Volunteers will participate together repeatedly | Use a Team |
You want to organize individuals with shared interests or skills | Create a User Group |
You want to group volunteers by employer, school, or affiliation | Create a User Group |
You need to share private or court-mandated Needs or Opportunities | Create a User Group |
Managing Each Option
Managing Teams
The Team Leader manages the roster and responses.
If the Team Leader registers the group using Additional Reserve slots, only they complete required waivers initially.
Individual team members complete waivers if they create accounts or are invited to the platform.
Managing User Groups
Site Managers manage membership and settings.
Ensure each member has their own user account.
Once accounts exist, you can add them to any User Group for organization, communication, or reporting.
Which is Best?
The right option depends on your goals.
Use the flow chart (below) to help determine whether a Team or a User Group is the better fit for your volunteers and program structure.
