The Volunteer Profile is the detail view for a single volunteer. It pulls together everything your organisation knows about them — personal details, programs, activities, tasks, availability, attendance and communications — into one dialog with a tab for each slice.
For the list view of all your volunteers and how to find, filter and export them, see Using Your Volunteer Database.
Opening a profile
The usual entry point is the Volunteer Database — click a volunteer's row to open their profile. Some columns are direct shortcuts into specific tabs: clicking the Programs column jumps to the Programs tab, clicking the Comments icon jumps to Comments.
You can also open the profile from other places in Volaby where a volunteer's name is clickable — the Rosters page, the Incoming Volunteers tab, and so on.
The profile dialog
The profile opens as a fullscreen dialog with a sidebar of tabs on the left and the content on the right. The header shows the volunteer's name and any status badges (Retired, Flagged, Imported Volunteer, Manually Added), along with two action buttons — Contact and Options — for taking action on the volunteer directly.
Each tab shows a different slice of the volunteer's information.
Profile
The first tab. Shows:
Avatar, with edit / upload / remove controls for Admins
Personal details — first, last and preferred name, email, contact number, date of birth
Roles, with completion status
A short manager-only comments area for quick notes (separate from the Comments tab)
Alerts and flags, if any are set
Most personal details can be edited by Admins and Program Managers. Email and phone are protected — they can only be changed by the volunteer themselves.
Comments
Longer-form comments the organisation keeps on the volunteer. Includes both application comments (from their incoming-volunteer stage) and later manager comments. Add, edit or delete comments from here.
Complete Tasks
Every task the volunteer has submitted. Click a task to see its details — the submitted content, who last edited it, and when. From here you can:
Edit the submission to update the information on file
Mark as Not Applicable to exempt the volunteer from this task
Revoke Task to send it back to the volunteer to redo
Incomplete Tasks
Tasks that apply to the volunteer but haven't been submitted yet. Tasks turn up here based on how they're set up in Task Management — via category, and segmentation by program, role, activity or permission level. Tasks aren't assigned to individual volunteers from the profile; they appear here because the volunteer matches the segmentation rules.
Click any task to open its completion dialog, where you can:
Complete on their behalf — fill in and submit the task yourself
Mark as Not Applicable
Revoke Task
See Task Segmentation for how to control which volunteers see which tasks.
Availability
A shortcut into the Availability Centre for this volunteer, scoped to their enrolments. Use it to set availability or leave periods on their behalf. See Managing Volunteer Unavailability and Leave for the full flow.
Programs
The programs the volunteer is currently a member of. From here you can Add them to additional programs or remove them from programs they no longer belong to.
Activity Enrolments
The activities the volunteer is on. Each enrolment card shows the schedule, roles assigned, and capacity forecast. From here:
Click an activity to open the Activity Enrolment dialog with the full detail — upcoming rosters, when they were added, who added them, and their availability status for each upcoming date
Add a new enrolment
Remove the volunteer from an activity
Toggle between Current and Historical to see activities they were previously on
Activity Applications and Waitlistings
Two separate tabs for activities the volunteer has applied for or been waitlisted on. From each you can add new entries, and approve, reject, move, or enrol the volunteer directly from the action menu on each card.
Rosters & Attendance
An export tool for the volunteer's attendance records. Use the Export menu to download attendance data for a fixed period:
This Month, This Year, All Time — past records
Next Month, Next Year — upcoming rosters
The exported CSV has one row per session, with the activity, program, attendance status, scheduled times and hours.
Communications
Every email and SMS the volunteer has received from your organisation, newest first. Each email shows the subject, send time, sender, and delivery status (Sent, Delivered, Opened, Clicked, Bounced). Click into any message to see its full content.
Impact
High-level numbers on what the volunteer has done with your organisation — total hours, activities attended, locations visited, and years of service (for volunteers over a year old).
Contact and Options
The two buttons in the profile header drive the actions you can take on the volunteer directly.
Contact opens a short menu for reaching out:
Email — opens an email dialog that uses your organisation's configured templates
SMS — opens an SMS dialog (only visible if your organisation has SMS enabled)
Options holds the volunteer lifecycle actions. Depending on the volunteer's current status and your permissions, you may see:
Retire — deactivate the volunteer; they no longer count as active, but their history is preserved
Reactivate — bring a retired volunteer back to active
Flag and Exit — flag a volunteer and mark them as exited (used for problem exits). Once flagged, no further lifecycle actions are available
Admins can always access these. Program Managers can do so within their own programs.
Cross-links
Using Your Volunteer Database — for finding volunteers and opening their profiles from the list view
Volaby Permissions — who can see and manage which volunteers
Tracking Incoming Volunteers — for volunteers still going through sign-up
Managing Volunteer Unavailability and Leave — for the availability centre flow on a volunteer profile
Task Segmentation — how to control which volunteers see which tasks