Managing your program volunteers

Created by Felicity Smith, Modified on Wed, 1 May at 3:59 PM by Felicity Smith

The Programs section of INVOLVE allows you to manage the volunteers you group together under your organisation programs.

The Programs section of our Overview of INVOLVE article will guide you through the basics of how to create a program, access existing programs, what you can do in each tab within a program, how to add a staff member to a program, how to add multiple volunteers to a program or import them, how to manage program roles and activities, sign volunteers in and out, how to email volunteers within a program and what reports you can produce.

This article will cover how you can track volunteer participation in a program and record availability, how to manage and apply custom fields to your program volunteers and search through them, how to import timesheets, recognitions and reimbursements and export contact details.

Billing Owners, Organisation Administrators and Volunteer Managers can view and edit all program information. Program Coordinators can only view and edit information about the programs they have been assigned to manage.

Track volunteer participation in a program

Select the name of the Program
Click on the Volunteers tab
Click on a volunteer’s name to access their record
Click on the Program Tenure section to add and save the Start Date and End Date of the volunteer’s tenure in a program so you can track their participation

Record when a volunteer is available for a program

Select the name of the Program
Click on the Volunteers tab
Click on a volunteer’s name to access their record
Click on the Program Availability section to add and save the volunteer’s availability

Manage custom fields for program volunteers

Select the name of the Program
Click on the Volunteers tab
Click on Customise on the right hand side of the screen
Add, edit, delete and reorder custom fields
You can choose from several types of custom fields including Single-select, Multi-select, Tag, Number, Date and Single line text.

Custom fields are displayed in the program volunteer list and program volunteer overview.

The order of the fields changes the order of the columns on the program volunteer list.

Apply custom fields to organise your program volunteers

Select the name of the Program
Click on the Volunteers tab
Click on Customise on the right hand side of the screen
Toggle fields on or off to display the ones you want included

Only the selected custom fields are then applied to help you organise your volunteers.

Search your volunteer records

Select the name of the Program
Click on the Volunteers tab
Use the Keyword search bar to search by name or other keywords
Click on Role to search for program volunteers by the role they have been assigned
Click on Availability to search for program volunteers by availability for the program
Click on More filters to search for volunteers who have certain certificates, interests, languages, location, training, or skills

These smart searching features help you quickly find volunteers matching your criteria.

You can save any of the searches you do allowing you to streamline your searching.

You can import multiple timesheets, reimbursements and recognitions for multiple volunteers at once to a program to assist you with transferring historical data.

Import Timesheets

Select the name of the Program
Click on the Timesheets tab
Click on the Import option
You can then upload a file in CSV format with a maximum file size of 500MB once you have made sure it meets our Terms of Service.

There is also the option to download a sample file if you are unsure what to upload.

Import Reimbursements

Select the name of the Program
Click on the Reimbursements tab
You can then upload a file in CSV format with a maximum file size of 500MB once you have made sure it meets our Terms of Service.

There is also the option to download a sample file if you are unsure what to upload.

Import Recognitions

Select the name of the Program
Click on the Recognition tab
You can then upload a file in CSV format with a maximum file size of 500MB once you have made sure it meets our Terms of Service.

There is also the option to download a sample file if you are unsure what to upload.

Export contact details

Select the name of the Program
Click on the Volunteers tab
Select the volunteers you want to export contact details for
Click on Export contact details
Download the file using the download link given