View Volunteers for an Assignment¶

Your volunteers are linked to the Assignments (or jobs) they perform with a Role. The Role represents the volunteer's relationship to the Assignment. For example, a volunteer who is learning the Assignment can have a Role of Trainee, a volunteer who is available to fill in for absent volunteers can have a Role of Substitute, while a volunteer who is a regular in the Assignment can have a Role of Assigned.

It's often useful to view or manage the list of volunteers who have a specific assignment. To do this:

1. Select Assignments from the menu.
2. Click the Assignment where you want to see the volunteer list.
3. Choose the Volunteers tab of the selected Assignment.

The Volunteers tab looks similar to this:

Search for the Records to Show¶

You set the criteria for the volunteer records you want to have shown on the tab. Once the criteria are selected, click the Search button. The tab will populate with all records that match the criteria selected. You can learn more about each option for searching below:

Include¶

Use the Include options to choose which volunteers you want to see on the list.

All volunteers¶

Select All volunteers if you want the list to include all volunteers from your database that have the volunteer Status(es) selected in the Status section. This is useful if you want to list all volunteers, and then assign some of them to this Assignment using the New role dropdown lists.

These volunteers¶

Select These volunteers if you want the list to include only the volunteers who have a Role in this Assignment, or those that are matched to the Assignment. Unless you need to see all volunteers listed as described above, this is the option you generally will always have selected.

Status¶

Under Status, check each of the volunteer Statuses you want to appear on the list. Check all of the Statuses if you want to see all volunteers who have the selected Assignment regardless of their Status.

In the example pictured above, only volunteers who have the Active Status will appear on the list.

Role¶

Under Role, check each of the Assignment Roles you want to appear on the list. Check all of the Roles if you want to see all volunteers who have the selected Assignment regardless of their Role in the Assignment.

In the example pictured above, only volunteers who have the Roles Assigned, Substitute or Trainee in the selected Assignment will appear on the list.

Matched volunteers¶

If you use the volunteer and Assignment matching features, you can check this box to list volunteers who are matched to this Assignment but do not currently have a Role. If you have disabled the matching features, this checkbox will not appear.

Using the Volunteers Tab¶

After you select the criteria for the volunteers you want on the page, and click the Search button, your volunteer list will appear similarly to what is shown below:

At this point you can work with the records on the page. The following sub-sections have more information on this.

Add, Remove, or Change Volunteer Roles¶

The volunteer list lets you give a volunteer a Role that doesn't have one already, remove a Role from a volunteer, or change a volunteer's Role to a different one. Any change you make here will automatically show on the Service tab of the volunteer's record. Roles can be added, removed, and changed for a single volunteer or for multiple volunteers at once.

Let's start with altering Roles for a single volunteer at a time.

• To add add or change a Role for a single volunteer, use the dropdown in the New role column and the row for their name to select the Role the volunteer should have in the Assignment. If the volunteer doesn't already have a Role, the dropdown will be blank. Otherwise, the dropdown will show the volunteer's current Role in the Assignment.
• To remove a single volunteer's Role in the Assignment, click the Delete link in the row for their name.

Alternatively, you can make changes to volunteer Roles for multiple volunteers at once. To do this, you'll use the checkboxes that appear in the column between the Role and New role columns. Check the boxes for each volunteer you want to add, remove, or change a Role for. If you want to check or uncheck all the boxes, you can check or uncheck the box at the very top of the column.

• To add or change a Role for multiple volunteers at once, check the boxes for the volunteers that you want to add or change the Role for. At the very bottom of the tab, use the Select a Role dropdown to choose the new Role these volunteers should be given. A confirmation will appear to make sure that you'd like to make the change you selected. Click OK to complete the change or click Cancel to terminate the change.

If the volunteers already have a Role, the new Role will replace that existing Role. If the volunteers do not have a Role in the Assignment already, the selected Role will be added as a new Role.

• To remove a Role for multiple volunteers at once, check the boxes for the volunteers that you want to remove the Role from. At the very bottom of the tab, click the Remove Roles button. A confirmation dialog will appear to make sure you want to remove all the Roles you selected. Click OK to confirm the deletion or click Cancel to stop the deletion process.

Tag Volunteers in an Assignment¶

There may be times when you'd like to tag all of the volunteers who have a certain Assignment. For example, you might want to run a report for all the volunteers who have the Assignment. You can do this by tagging the volunteers who have the Assignment and then running the report so it includes only the tagged volunteers. You can learn what other tasks you can perform on a group of tagged records in Tag Functionality.

You can click the Tag icon to the left of the volunteer's name to tag individual records on the list. To tag all of the volunteers who have the Assignment:

1. Open the Volunteers tab for the Assignment.
2. Search for the records you want to have shown on the page as described in the Search for the Records to Show section above.

3. Click the Tag these button at the bottom of the list.

   

Message Volunteers in an Assignment¶

There may be times when you'd like to send an email, VicMail, or text message to all of the volunteers who have a certain Assignment.

To send a message to the volunteers who have a selected Assignment:

1. Open the Volunteers tab for the Assignment.
2. Search for the records you want to have shown on the page as described in the Search for the Records to Show section above.

3. Click the Messages icon at the top of the list.

   

Related Help¶

• Site Level Access Overview
• Assignments, Sites, and Places Overview
• Assignment Roles
• Site-Level and Multi-Site Level Operators
• View Volunteers for a Site
• View Volunteers for a Place
• Find Missing Records