Add Single and Multiple Volunteer Profiles

Question:

I need to add volunteer profiles into CERVIS for volunteers who are all members of the same family and share the same profile information. How can I do this without having to type the exact same information in multiple times?

Answer:

You can easily create a family profile from any profile that already exists in the system. If you need to add all new volunteer profiles for the family, you can do that by following the first set of steps in this article. We have also included steps if one family member already has a profile and you need to create additional.

To create a NEW volunteer profile, follow the steps below:

1. Login to your CERVIS account.
2. Click on the "Add New Volunteer" link under the "Volunteer Management" section of the Main Dashboard.
3. Complete the information on the form and click the "Create Volunteer Profile" button.
   • Please note that when adding a volunteer profile on behalf of a volunteer, the system does not require you to complete every field that it normally would when the volunteer is creating their own profile. However, it is highly recommended that you fill out the information as completely as possible to reduce problems associated with incomplete or incorrect information in the future.

Once the volunteer profile has been successfully added, the message "This Volunteer has been successfully added! CLICK HERE to manage this Volunteer or add a new Volunteer below." will be displayed. To create one or more additional profiles with the exact same information as the volunteer that was just added, click the "CLICK HERE" link in this message. Clicking on this link will take you to the "Volunteer Management" screen for the volunteer that you just created. 

Follow the steps below to duplicate the profile:

1. Click the "Create New Volunteer and Duplicate Contact Information from <volunteer name>" link. This will take you back to the "Add Volunteer" screen with the last name and contact information copied from the previous volunteer.
2. Enter the correct information for the new volunteer and click the "Create Volunteer Profile" button to complete the action.
3. Repeat this process to add as many new volunteers as needed with the same contact information.

To add a new volunteer profile based on the contact information of a profile that ALREADY EXISTS in the system, follow the steps below:

1. Login to your CERVIS account.
2. Click on the "Search/Manager Volunteer Database" link under the "Volunteer Management" section of the Main Dashboard.
3. Enter the volunteer's last name into the search field and click the "Search Volunteer Database" button.
4. Once the search results are displayed, click on the "Manage Profile" icon just to the right of the checkbox for the desired row.
5. Click on the "Create New Volunteer and Duplicate Contact Information from <volunteer name>" link on the Volunteer Management screen. This will take you to the "Add Volunteer" screen with the last name and contact information copied from the current volunteer.
6. Enter the correct information for the new volunteer and click the "Create Volunteer Profile" button to complete the action.
7. Repeat this process to add as many new volunteers as needed with the same contact information.

To link two profiles together when BOTH PROFILES ALREADY EXIST in the system, follow the steps below:

Within CERVIS, the system will automatically link accounts when the profiles have a matching email address or phone number. For example, if you give Vol1 and Vol2 the same email address, the system will assign this a FULL profile match which means that the volunteers will have full control over each other's profiles and will be able to register for one another and view/edit full profile details and personal information.

If you give Vol1 and Vol2 the same phone number (Primary or Alternate) the system will assign a PARTIAL profile match which means they can register for one another but will not be able to view or edit profile details or personal information beyond first and last name if the volunteer does not have the same email address.

Based on this information, if you already have two existing profiles in the system, then to link them together, you just need to change one of the profiles so that either the email address or one of the phone numbers are the same as the other profile (depending on the level of profile linking you require).