❖ Heads up! This article is only intended for Site Managers.
By the end of this article, you will be able to:
Understand the difference between User Files and User Notes
Upload, share, and delete User Files
Add, edit, and delete Private User Notes
User Files vs. User Notes
Your site provides two tools to help you store and share important information about volunteers and managers.
User Files
User Files store documents directly on a volunteer's profile.
Public Files: Visible to volunteers and anyone with profile access.
Private Files: Visible only to managers with profile access or anyone with the shared file link.
User Files help store documents such as evaluations, onboarding forms, or volunteer-specific documentation.
User Notes
User Notes store private, manager-only information on a volunteer's profile.
Only Site Managers and Advanced Program Managers can view or edit notes.
Volunteers cannot see any notes.
Notes are ideal for recording performance feedback, attendance patterns, scheduling details, or other sensitive information.
Managing User Files
How to upload User Files
Go to Volunteerism > Users.
Select the user.
Click Files.
Click +Add Files.
Click Upload and select the file from your desktop or drag and drop the file to the Drag & Drop Files field.
If you want the file to be set to private, check the box beside This file is private.
Click Save when finished.
If you set a file to Private but want to make it Public later, you'll have to delete the file first, then re-upload it to make it Public.
How to Delete User Files
To delete a file, click the (X) under the Options column for the file you wish to delete.
How to Share a User File
Regardless of the privacy setting, you can copy the share link found under the Options column for a user file and share it.
The Volunteer View
A volunteer can view public files uploaded to their profile at any time. If the files are set to private, then they won't appear in the Files area of the user's profile. Here are the steps volunteers take to view their user files:
Click their initials or profile picture from the top menu bar.
Select My Files.
Click the file title they wish to view.
Managing Private User Notes
Private User Notes help managers keep internal, non-public information organized. Use them to record things like:
Positive performance feedback
Repeated no-shows
Restrictions or accommodations
Scheduling conflicts
Reminders for future conversations
Adding a Private User Note
Go to Volunteerism > Users.
Select the user you want to create a private user note for.
Click the Notes tab from their Edit User page.
Click + Add Note.
Type up your note in the Note field.
Click Save Note.
Editing Private User Notes
Open the Notes tab.
Click the pencil icon next to the note.
Make your changes.
Click Save Note.
Deleting Private User Notes
Open the Notes tab.
Click the X next to the note.
Confirm by clicking Yes.
Once deleted, the note is permanently removed.
FAQ
Q. Can volunteers see User Notes?
A. No. Only Site Managers and Program Managers can view notes.
Q. Can volunteers upload their own files?
A. Yes. Volunteers can upload files and view any public files on their profile.
Q. Can private files be shared?
A. Yes. Private files stay hidden unless you share the private file link.