Managing Volunteers

The system has various features to enable you to mange and work with volunteers. The first thing to look at is the fields that are available on the volunteers record. By default their is already a Volunteer record which we will look at configuring. For full details of Records please see Organisations and People

Tabs

There are 3 main tabs that would usually be on the volunteer record:

• General Details - This would usually have the main contact details for the volunteer, address, telephone numbers and email address.
• Personal Details - This tab would usually have more sensitive data and monitoring data including, ethnic origin, religion, date of birth and gender.
• Work Details - This tab is used for the work related information including, department, ID number and DBS/PVG details.

History, Summary and Project tabs will only appear if there are projects related to the record type and the volunteer has been referred into a project, this will be covered further down the page.

To manage the Tabs see Customise Orgs & People.

Fields

Once you have decided on which tabs you will use on the record type you can then set up the fields that you require. Below are some recommended fields:

General Details Tab

• Name - An individuals surname or an organisations name, depending on the record type.
• Forename(s) - A person first and middle names
• Initials - Auto populated from the forenames field
• Title - The persons title, Mr, Master, Miss, Mrs, Ms, Dr, Rev etc.
• Salutation - Auto populated using the 'Title' and 'Name' fields.
• Address line 1 - House number/Name and Street
• Address line 2 - Flat/Block or Apartment #
• Address line 3 - Village/Locality
• Address line 4 (Town) - Town
• Address line 5 (County) - County
• Postcode - - Postcode
• Postal District - District (Often used for Local Authority Areas). Generally used for reporting on work done in these areas.
• Preferred Method of Communication - How this person/organisation would normally be contacted.
• Main Telephone No. - Main telephone number to contact the person/organisation.
• Mobile Telephone No. - Mobile Phone number.
• Emergency Telephone No. - Emergency contact number, recommended you put who's number this is in brackets - example 01234 567890 (Mother).
• Email Address (Main) - The main Email address.
• Notes / General Description - Used for basic notes, used to explain details about telephone numbers or other things about the person/organisation. Not to be used for case/referral notes.
• Active - This determines if this record is available to the normal searches. If a record is inactive it is not destroyed and can easily be made active again.