❖ Heads up! This article is only intended for Site Managers.
By the end of this article, you will be able to:
Understand what User Groups are and how they differ from Teams
Create and manage User Groups and their members (individually or in bulk)
Assign Needs/Opportunities and Join Questions to User Groups
Use Group Leaders and Plus-One Hours for efficient volunteer management
What User Groups Are
User Groups categorize volunteers by shared skills or affiliations—such as schools, workplaces, medical teams, tradespeople, or court-mandated service groups. They help you organize volunteers, assign them to specific Needs/Opportunities, and manage groups with unique requirements.
User Groups require no activation and can be created in bulk or individually.
User Groups vs. Teams
User Groups = ongoing affiliation or skill-based categorization
Teams = event- or response-specific groupings
Overlap = both can work together for flexible coordination
Plus-One Hours = supports tracking for family members without accounts
Create a User Group
Go to Volunteerism > User Groups.
Click Add New User Group.
Complete the form.
Click Create User Group.
Key Field | Description |
Status | Active (visible), Pending (hidden), Inactive (archived) |
Title | Clear group name (e.g., “UT Undergrads,” “Changemakers”) |
Public Description | Optional; displays on the group banner |
Private Description | Internal notes, including sensitive information |
Allowed Domains | Automatically adds users based on email domain |
Banner Customization | Icon, color, text color (if using Public Description) |
Show Resume to Members | Allows access to group-based hours and activity |
Allow Members to Leave |
|
Manage User Group Members
Add Members
Go to Volunteerism > User Groups.
Select the group.
Scroll to User Group Members.
Search and select a user.
Click Add New Member.
Volunteers must have an account to be added; share a join link if needed.
Remove Members
Open the User Group.
In User Group Members, click the (X) next to a user.
Bulk Add/Remove Members
Go to Volunteerism > Users.
Click User Filter and set your criteria.
Under Actions, select Add/Remove User Group.
Choose Add to or Remove from, select the group, and click Update User Groups.
Assign a User Group Leader
User Group Leaders can:
Add or remove members
Manage the roster
Export member lists
Share join links
View the User Group resume
Log hours for group members
To assign a leader:
Go to the User Group.
In User Group Members, check the box under Leader.
Use Plus-One Hours (Family Participation)
Plus-One Hours allows volunteers to log hours for family members who do not have accounts. This supports:
Child and family volunteer participation
Reserving slots for family members
Accurate attendance and hour tracking without extra registration steps
Assign Needs/Opportunities to a User Group
Go to Volunteerism > Needs/Opportunities.
Select a Need.
In the User Groups section, choose a User Group.
Click Add User Group.
Add Join Questions
Useful for groups requiring onboarding information—especially court-mandated service.
Go to Volunteerism > User Groups.
Select a User Group.
Scroll to Join Questions and click Add Join Question.
Choose the Status and Question Type:
Small/Large Text
Dropdown
Checkbox
Radio Button
File Upload
Enter the question, set Required as needed, and click Save Custom Question.
View Join Question Answers
Go to the User Group.
Scroll to User Group Members.
Click Export Members to download a CSV with responses.
Best Practices
Centralize communication using standard templates
Use built-in tools like bulk actions, join links, and auto-assignment
Keep rosters updated as programs evolve
Empower group leaders for scalable management
Use Plus-One Hours for streamlined family participation
Ensure waivers are signed for minors when required
Collect clear onboarding info for accurate tracking and reporting