❖ Heads up! This article is only intended for Site Managers.
Your site offers several options for sharing important information with your volunteers or fellow Site Managers and Advanced Program Managers. For example, you can upload important documents with user files or share private details in user notes. So, what's the difference between user files and user notes?
ℹ️ So you know:
Some sites have language overrides in place. This means you might see Needs in place of Opportunities, Agencies in place of Programs, or Prerequisites in place of Qualifications.
Advanced Program Managers are only available on Amplify sites.
If | Then |
If you want to upload important documents to volunteer profiles... | Use files. Files can be:
Files are a great way to record and manage important user-specific documents. |
If you want to capture important information that's only shared with other Site Managers or Advanced Program Managers with access to a user's profile... | Use notes.
Notes are great for recording important or sensitive user information. |
User Files
User Files and site files are two different features on your site. Site files are stored in the Files area of your site, while User Files are stored on a user's profile. In this article, we're only focused on User Files.
Users can upload files to their profiles and review any files uploaded by a Site Manager or Advanced Program Manager if they're set to public. They can't access a private file unless you share a link to it with them.
What you store in a user file depends on your organization and the information you wish to capture. Some examples of files you might upload are volunteer evaluations or onboarding documents.
Uploading Files
Go to Volunteerism > Users.
Select the user.
Click Files.
Click +Add Files.
Eight 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.
Deleting User Files
To delete a file, click the (X) under the Options column for the file you wish to delete.
Sharing a 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 Perspective
A volunteer can view public files uploaded to their profile anytime. 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.
Private User Notes
User notes are a great tool for you, other Site Managers, or Advanced Program Managers to capture and relay important details about volunteers privately. User notes are only accessible by managers with access to the user's profile. Volunteers cannot see any user notes posted to their profiles.
Much like user files, how you use private user notes is really up to you and your organization. These are a great way to capture important information you want to relay to other managers with access to that user's profile without the notes being shared publicly.
Want to share how valuable of a team player a volunteer is? You can with a private user note!
Are you trying to keep track of repeat no-show offenders and want to alert other managers? Mark it in a private user note!
Need to capture important and sensitive information about a volunteer—e.g., restrictions or limitations, scheduling conflicts, etc.—you can with a private user note!
Do you have a volunteer with a strong social media following and want to remember to ask them about sharing their experience with your organization on their platforms? Capture that in a private user note!
You've got your hands full with keeping track of programs, managers, Opportunities, etc., so private user notes are one way to keep a running record of information that matters the most to you and your management team.
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
If you ever need to edit a private user note you can return to the Notes area of the user profile and click the pencil icon under the Options column for the note you wish to edit.
Be sure to click Save Note after making any edits to the note.
Deleting Private User Notes
Is it time to clean up private notes on a user's profile? Maybe they've had a status change or maybe they are no longer a repeat no-show offender and you want to remove that note from their profile. You can delete a private note at any time! Just return to the Notes area of the user profile and click the X under the Options column for the note you wish to delete.
A popup appears asking you to confirm your selection—click Yes to delete the note and No to cancel.
If you click No, the note won't be removed from their profile.
Once you delete a note, it's removed from their profile.
