The Volunteer Database is the master list of every volunteer in your organisation. Use it to find people, filter by the criteria that matter, export what you need, and open any volunteer's profile for the full detail.
For everything on the profile dialog itself, see Viewing Volunteer Information.
The Volunteers page
Navigate to Volunteers from the main menu. The page shows a searchable, sortable table of every volunteer you can manage.
Who you can see
Admins see every volunteer in the organisation
Program Managers see every volunteer in the programs they manage
Activity Leaders see volunteers on the activities they lead
Columns
The table ships with a set of default columns for volunteer identity and at-a-glance status — Name, Email, Phone, Created, Status, Comments, Roles, Programs and Activities.
Optional columns
Open the Columns menu in the toolbar to toggle extra columns on and off. The full list includes:
Date of Birth, Description, Volunteer Hours, Last Attended
Total Attendances, # Enrolled Activities, Length of Service
Waitlistings, Applications
Volunteer ID, Profile ID
Attendance Records (with a date-range filter)
You can also add Task field columns — pick any task field from the Task Field Search and its values will show up as a column.
Column choices are remembered next time you return to the page.
Sorting
Click any column header to sort by it. Sortable columns include Name, Email, Created, DOB, Volunteer Hours, Last Attended, Total Attendances, Enrolled Activities, and Distance (when a location search is active).
Filtering and searching
Use the toolbar to narrow down the list.
Status
Switch between Active (the default), Inactive (retired or flagged and exited), and All.
Search
Free-text search finds volunteers by name, email and other identifying details.
Programs
Filter by one or more programs. Use the Exclusive option when you want volunteers who are in all the selected programs, not just any one of them.
Activities, Roles, Waitlistings and Applications
Filter by the activities volunteers are enrolled in, the roles they hold, the activities they're waitlisted for, or the activities they've applied for. Each of these has its own search to narrow the options down.
Location search
Use a geographic radius search to find volunteers near an address. When it's active, the list gains a Distance column you can sort by — closest, furthest, or alphabetical.
Task Field Search
Filter by the value of any custom task field — for example, "Working with Children Check: Valid" or "Driver's Licence: Yes". Multiple task field filters can be combined with AND or OR logic. Any field you filter by is automatically added as a column.
Attendance date range
When the Attendance Records column is enabled, you also get date-range filters for the attendance window you want to see.
The Reset button in the toolbar clears all filters and returns you to the default view.
Exporting
Click Exports in the toolbar to download the current list as a CSV. The export respects every filter, column and sort order you've set, so you can narrow the list first and then export exactly what you want.
If the Attendance Records column is included, the export also honours the date range you've set.
Volunteer states
A volunteer in Volaby is always in one of three states:
Active — the volunteer can log in, submit availability, be rostered and report on their shifts. The default state for everyone.
Retired — the volunteer can't log in until reactivated. Their history is preserved. Useful for volunteers on an extended break or who have stepped away from the organisation.
Flagged & Exited — the volunteer has been exited from your organisation and flagged against attempting to log back in or re-apply. Used for problem exits.
Flagging and exiting a volunteer cannot be undone. Volunteers aren't notified by email or SMS when they're retired or flagged and exited.
To change a volunteer's state, open their profile from the database and use the Options menu in the profile header. See Viewing Volunteer Information for the full walkthrough.
Cross-links
Viewing Volunteer Information — the profile dialog and all its tabs
Volaby Permissions — who can see and manage which volunteers
Tracking Incoming Volunteers — for volunteers still going through sign-up