To add a new volunteer, select "Add New Volunteer" under the "Volunteer Management" heading from the Main Dashboard. As an administrator, the minimum amount of information you will need to add a new volunteer is Volunteer Last Name, Volunteer First Name, and Volunteer Primary Phone. If the volunteer does not have an email address then you can still add the new volunteer and leave the E-mail Address field blank. If the volunteer does have an email address, then you will want to include it at this time as well. If you do not include the email address, and the volunteer goes in at a later time to login, CERVIS will not recognize the first account you created for them without an email address and will allow them to create a second volunteer profile.
Follow these steps to add a new volunteer:
- From CERVIS Main Dashboard, click on the “Add New Volunteer” link under the “Volunteer Management” section of the Main dashboard.
- Complete required fields as indicated by an asterisk (*) (Volunteer Last Name, Volunteer First Name, and Volunteer Primary Phone) and as many additional fields as possible.
- To finalize the addition of the volunteer, select “Create Volunteer Profile”.
- Once the volunteer has been successfully added, a message in green reading “This Volunteer has been successfully added! CLICK HERE to manage this Volunteer or add a new Volunteer below.” will appear.
- If you would like to manage this volunteer’s account options, click the link in the green message that appears. CLICK HERE for further instructions on managing your volunteers.
Note: The system will link family members automatically as long as the family members share an email address, or primary or alternate phone number.
Besides the contact information that you choose to collect for a volunteer and any custom fields you may have created, there are a few additional fields that are hidden from the volunteer but can be viewed and updated by anyone with Leadership Team or Administrator access (as well as Group Leaders creating and editing their group members' profiles). These include:
- Volunteer Background Check Complete: This feature allows you to track whether or not a volunteer has had a background check and what the outcome of the background check was. As with all other volunteer data, this information is searchable.
- Volunteer Background Check Date: This feature allows you to track the date that a background check was completed, allowing you to easily search for expired background checks for your volunteers.
- Current Liability Waiver/Medical Release on File: This tracks whether or not the volunteer has a liability waiver/medical release on file with your organization. The default setting is No, but can be manually updated individually for each volunteer or for a large number of volunteers by doing a Bulk Update.
- Volunteer Status: This tracks whether a volunteer is active with your organization or has been placed on inactive status. The default setting is Active, but can be manually updated individually for each volunteer or for a large number of volunteers by doing a Bulk Update.
- If a volunteer has moved out of the area, or if you determine that they are no longer an active volunteer, then you will want to change their Volunteer Status to Inactive. Please note that you do not want to delete a volunteer profile for any of the above situations. The only reason you will actually delete a volunteer is if they have a duplicate volunteer profile in CERVIS. This is because all event data, service hours, and interest category information is tied to each volunteer, so if you delete a volunteer with any data associated with their profile, your data will become inaccurate.
- If a volunteer is placed on inactive status, they will receive no emails from CERVIS except automatically-generated event confirmation emails. For example, you can send your monthly volunteer newsletter out to 100 inactive volunteers and none of them will receive it. The only reason that inactive volunteers will receive the automatically-generated event confirmation emails is because CERVIS knows that if the volunteer registers for an event, then they need to receive a confirmation email. To email this inactive volunteer in the future, you will need to change their Volunteer Status back to Active.
- CERVIS Access Level: This allows you to give specific key volunteers and staff limited or full access to CERVIS. The default CERVIS Access Level is Volunteer, but can be manually updated for individual volunteers as needed. There are 5 CERVIS Access Levels to choose from. The table HERE shows what data can be accessed and what actions can be taken within CERVIS by each access level. For more information about updating the access level of a volunteer who is already in the system please view the following knowledge base article HERE.
- Note: Group Leaders do not have access to edit this field.