❖ Heads up! This article is only intended for Center Site Managers.
Basic Info
This is where you update basic information for a user.
Go to Volunteerism > Users.
Select the User.
Update each section as applicable.
Click the corresponding Update button for the sections you update.
Basic Information
This is where you can update the user's status, type, and more.
Field | Description |
Status |
|
External ID | Use this field for any identification number used to identify the user (e.g., employee IDs). |
User Type | Select the User Type here:
|
Contact Fields | Contact fields include name, email, phone, and address. |
Custom User Registration Questions | Custom User Registration Questions are unique to every site. These are questions you or another Site Manager has created for users to answer upon registration. You can review their answers here if they have answered them. |
Comments | Comments are private and only visible between Site Managers. |
Send Password Reset Email
Site Managers can send a password reset email to users if they lock themselves out of their accounts from here.
Go to Volunteerism > Users.
Select the user.
Click Send Password Reset Email.
Interests & Causes
See which Interests & Causes the user has checked here. Site Managers can also update these:
Go to Volunteerism > Users.
Select the user.
Check or uncheck the Interests or Causes.
Click Update Interests and Causes to save.
Availability
This shows when a volunteer is available for scheduling. Site Managers can update a user's availability here.
Go to Volunteerism > Users.
Select the user.
Check or uncheck the days and time of day for that user.
Click Update Availability to save.
Settings
Users have the option to opt in or out of being contacted in the event of a disaster. They can also opt in or out of allowing managers to schedule them. Site Managers can also update these settings.
What to Do if a Volunteer Wants to Be Contacted in the Event of Disaster
Go to Volunteerism > Users.
Select the user.
Turn On the button beside Contact me in the event of a disaster to allow managers to contact the user if an emergency occurs and they need volunteers.
Click Update Settings.
What to Do if a Volunteer Does Not Want to Be Contacted in the Event of Disaster
Go to Volunteerism > Users.
Select the user.
Turn Off the button beside Contact me in the event of a disaster if the volunteer does not wish to participate in these events.
Click Update Settings.
What to Do if a Volunteer Wants to Allow Managers to Schedule Them
Go to Volunteerism > Users.
Select the user.
Turn On the button beside Allow scheduling to allow managers to schedule the volunteer based on the days and times they have selected in the Availability area.
Click Update Settings.
What to Do if a Volunteer Does Not Want to Allow Managers to Schedule Them
Go to Volunteerism > Users.
Select the user.
Turn Off the button beside Allow scheduling if the volunteer does not wish to be scheduled by a manager.
Click Update Settings.
User Tags
User Tags are an internal support tool. If a user has an assigned User Tag, managers with access to the User Filter can filter and find users with those tags. Users cannot see these tags, and they are not searchable on the front end of the site.
Enter the name of the User Tag.
Click Add.
You can now search and filter for that user in the User Filter.
Deactivate User
Site Managers can deactivate a user's account from here.
Go to Volunteerism > Users.
Select the user.
Click Deactivate User.
Click Yes when the warning pop-up appears asking to confirm your selection.
If a user wishes to anonymize their account upon deactivation, they must manually deactivate their account themselves. You can also assume the user's role and do it from their profile area, that way too.
Extra Data
The Extra Data field is an administrative tool that helps you store and organize additional details about users on your site. Think of them like User Tags, but with more structure—you can assign both a label (called a “Key”) and a response (called a “Value”) for more specific tracking.
For example:
Key: Volunteer Interview Complete? → Value: Yes, No, Scheduled, Declined
Key: Favorite Dog Breed → Value: Mutt
Key: Date Vaccinated → Value: April 2021
These fields are visible only to Site Managers—volunteers won’t see them on their profiles or during registration.
How to Add Extra Data to a User Profile
Go to Volunteerism > Users.
Select the user.
Change the Subset to regextra.
Enter a Key (e.g., Volunteer Interview Complete?).
Enter a Value (e.g., Yes, No, Scheduled, Declined).
Click Update Extra Data.
What Are They For?
Extra Data Fields are perfect for storing internal or archived notes about users that:
Aren’t collected during registration
Help with sorting and filtering, like keeping track of interview status, internal approvals, training completion, etc.
They’re especially useful with the User Filter tool, allowing you to quickly find users based on specific Key/Value details. Just be sure to type the Value exactly as it appears—typos can prevent accurate results.
Extra Data Fields are not included in most standard reports, but you can view them in the Users export under Volunteerism > Users. Look for column AH, where each Key and Value pair will be listed in the format:
Key: Value, Key: Value, etc.
Go to Volunteerism > Users.
Click Export All Users.
Enter a recipient email, if different than the default.
Export is emailed as a .CSV. You can open this file with Excel or import it into Google Sheets.
Scroll to the AH column of the report to review Extra Data information.
