Creating rich volunteer profiles and smart searching

Created by Felicity Smith, Modified on Wed, 1 May at 3:51 PM by Felicity Smith

You can record as many volunteer details as you need for your organisation so you have rich volunteer profiles that can be searched through with ease.

The My Volunteers section of our Overview of INVOLVE article will guide you through the basics of how to set up a new volunteer record, import existing data, access existing volunteer records and what information you can record and access.

Our Importing Volunteer Data to INVOLVE article will guide you through how you can import your volunteer data and what data can be imported.

This article will cover in more detail the types of information you can record about your volunteers so you can search through them with ease and how you can bulk update volunteer statuses and tags and export volunteer contact details.

Recording volunteer information

Login
Go to My volunteers on the left hand side menu
Click on a volunteer’s name to access their record

Billing Owners, Organisation Administrators and Volunteer Managers can access this section.

Overview tab

In this tab you can set a volunteer status, update their onboarding checklist and add them to programs. You can also upload their photo, record and update their name and important contact and location details, record any medical conditions or dietary requirements, add tags to their record to help you easily search and group them and record statistics if required.

Profile tab

Adding detailed information here will assist you to record important information about your volunteers and allow you to the search through your volunteer profiles with ease when looking for volunteers who have specific skills, interests, volunteer and professional experience, qualifications, certificates, languages and training.

Click on Add new to record and save these different types of information about your volunteers.
When adding certificate information you can record the certificate type, expiry and reference and upload a copy of the certificate. Recording this information then allows you to search for volunteers who have certain certificates or pull off a report to identify volunteers with a missing or expired certificate.

Search your volunteer records

Go to My volunteers on the left hand side menu
Use the Keyword search bar to search by name or other keywords
Click on Location to search for volunteers by suburb or postcode
Click on Status to search for volunteers by status type
Click on Skills to search for volunteers who have a specific skill set
Click on More filters to search for volunteers who have certain certificates, interests, languages, tags, training or by program.

These smart searching features help you quickly find, sort or update your volunteers.

You can save any of the searches you do allowing you to streamline your task of finding volunteers.

Bulk add volunteers to a program

Go to My volunteers on the left hand side menu
Select the volunteers you want to add to a program
Click on Add to program
Search and select the program you want to add them to
Click on Save

Bulk apply tags to volunteers

Go to My volunteers on the left hand side menu
Select the volunteers you want to add tags to
Click on Apply tags
Select the tags you want to add
Click on Save

Bulk update volunteer statuses

Go to My volunteers on the left hand side menu
Select the volunteers whose status you want to update
Click on Change status
Select the status you want to update them to
Click on Save

Export volunteer contact details

Go to My volunteers on the left hand side menu
Select the volunteers you want to export contact details for
Click on Export contact details
Download the file using the download link given