To create a volunteer, begin by creating a normal contact.
More specific information relating to their voluntary position can be added to the Volunteer tab, such as the specific skills the volunteer has to offer, details of any qualifications and training they have received, documentation requirements (such as DBS certificates) and emergency contact details.
To see a list of all the volunteer records in the system, go to the Volunteers ribbon tab and select Volunteers.
📌 Note: This page is for simple volunteers only. If users have purchased the advanced volunteers module, then they will need to visit the Advanced Volunteers help pages.
Create a Volunteer
Search for the person to mark as a volunteer.
From the Contacts form, click More and select Recruit as Volunteer.
You can use this option on a selection of contacts at once.
This will automatically mark the contact record as a volunteer. The Volunteer checkbox will be ticked, which can be seen in in the Details tab.
Record Voluntary Information
Find the volunteer record's Contact form.
Select the Volunteer tab and click Edit.
Use the magnifying glass button in the Volunteer Source field to indicate where the contact first heard about the volunteering activity.
Enter the emergency details and any special requirements the volunteer may have.
this can include any medical and emergency information.
Click Save.
Add Voluntary Skills
To record the volunteer's specific skills:
Click the plus button in the Skills sublist of the Volunteer tab.
This will open the Personnel Skills form.
Use the magnifying glass button in the Name field and select the name of the skill to add.
Select from the Type drop-down menu how the person obtained their skill, i.e. through a training course, a qualification or experience.
Enter the dates of how long the skill is valid for.
If appropriate, select the level of skill that a person has.
Record the current Status of the voluntary skill to indicate whether the person has passed or failed or whether they're still in the process of finding out.
Click the Save button when complete or Save and New if there are more skills to add.
Update Availability Information
To record how often a person will be available to volunteer:
Click the plus button in the Availability sublist of the Volunteer tab.
This will open the Personnel Availability form.
In the Description field, enter the volunteer's availability.
For example: 'Weekdays', 'Weekends', 'Saturdays' etc.
Choose the dates the person will be volunteering until.
Select the relevant values from the dropdown menus:
AM
PM
Evening
Click the Save button when complete or Save and New if there is more availability to add.
Assign Activity Roles to a Volunteer
Before selecting the activity roles, first set up the volunteering opportunities using the Activities form on the Volunteers ribbon tab.
Once set up, assign volunteers to the roles either through the Activities form or by using the Activities sublist on the Volunteers tab of the Contact form.
Carry out Checks on a Volunteer
When a volunteer is recruited it is important that a series of checks are carried out to make sure effective safeguarding is put in place.
This can include DBS checks and other disclosure information, document checks, identity checks, and reference and interview documentation.
All of these checks can either be created on the Volunteer Checks tab on the Contact form using the plus button in the relevant check sublist or using the ribbon buttons on the Volunteers ribbon tab.