Adding New Users to a Program as an Advanced Program Manager

Created by Brittany Crow, Modified on Thu, 28 Dec 2023 at 10:15 AM by Brittany Crow

Heads up! This article is intended for Advanced Program Managers. If you're a Site Managerclick here. If you're a Program Facilitator looking for information about reviewing your programs, click here.  

Volunteers can, and are encouraged to, register their accounts on a site to start responding to Opportunities. However, there may be instances where a volunteer could use a little help getting it all setup. You can always add a new user to one of your Programs to help them get started! Here we cover: 

So you know: Please note that your view of a user's profile page may differ from that of your Site Manager's, depending on how each user has interacted with your Program. All users on your Users page are available for you to manage. 

How are users added to my Program? 

There are a few different ways a user can be added to your Program: 

  • You as a Program Manager can add users to your Program. 
  • A Site Manager can add a user to your Program. 
  • When a user responds to an Opportunity in your Program. 
  • When a user is added to your Program through a Registration Track.

How do I see who's in my Program? 

Want to see who's in your Program? 

1. Go to Volunteerism > Users from your dashboard. 

2. All of the users listed on the Manage Users page are in your Program. 

How do I add a new user? 

To add a new user: 
1. Go to Volunteerism > Users from your dashboard. 

2. Click Add New User.

3. Complete the Add New User form. 

4. If you're done, click Add User and Finish or you can add another by clicking Save and Add Another

So you know: 

  • You can set a password for the new user or check Don't set a password. If you do, just be sure to have the user set up their password when they complete their profile. 
  • You also have the option to check Send the "Invitation to complete your profile" email
    • It's a good idea to check this box, especially if users must complete qualifications before they can respond to your Opportunities. 

Can I add existing users? 

If you know the email address that a user registered on the site with, you can add them to your Program!

1. Go to Volunteerism > Users

2. Click Add New User

3. Enter the email address. 

4. Click Enter or select one of the other fields on the Add New User form. 

5. A popup appears asking if you want to add the existing user. 

  • Confirm the user's information and click Yes

6.  Click Add User and Finish to close the window or Save and Add Another to add more users.

How do I manage users in my Program?

There's a lot you can do from the Users area of your dashboard! You can: 

  • See basic user information—like their role on the site, name, email address, the date their account was created, the date they were last updated, and their current status! 
    • Roles include: 
      • User: this is any volunteer or user on your site that doesn't have a manager role.
      • Program manager: You or another individual that helps manage the Program. 
      • Program facilitator: They help oversee the Program but can't add Opportunities or make manager-level decisions about the Program.
      • Manager: This is the Site Manager for the organization. 
  • Approve some qualification response submissions: 
    • This depends on how the Site Manager has set up qualification approvals and other site settings for the site. You may have to review and approve all submitted qualifications and some may auto-approve when the volunteer submits them.
    • Click here for more information about approving qualification responses! 
  • Email the volunteers in your Program! 
    • You can click on the email address of a user from the Manage Users page to send them an email. 
    • If you need to send several volunteers in your Program the reset password email, you can also do that from this page! In this example, the user list is first filtered to only those who need to reset their password before the email is sent: 
  • Schedule volunteers for Opportunities. 
    • After you select Schedule Users from the Select An Action dropdown, you then follow the steps to schedule the volunteers like you would from the Scheduling area. 
  • Add and approve hours for your volunteers. 
    • Click here for more information about managing your volunteers!