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Using Your Volunteer Database
Using Your Volunteer Database

The Volunteer Database is packed with functionality to audit, export and filter your volunteers.

Nicholas Marchesi avatar
Written by Nicholas Marchesi
Updated over a week ago

The volunteer database by default will show you all active volunteers, and allow you to filter by every If you would like to add anything to your volunteer onboarding set up, see our article here.

Default Columns

  • Name: (Preferred name, last name) or (first name, last name) if there is no preferred name

  • Email: the email associated the volunteer’s account on Volaby. All relevant Volaby emails will be sent to the email address

  • Phone: the volunteer’s phone number

  • Programs: all the programs that the volunteer is currently enrolled in. Volunteers can belong to one or more than one programs.

  • Privilege Level: what permission do they have in Volaby

  • Statuses: a way of understanding what your volunteers have completed in Volaby

  • Created: when their application was approved in Volaby by a manager

  • Comments: a space for you to leave comments pertaining to the volunteer only visible to Program Managers (of programs the volunteer is enrolled in) and Admins


  • Show: where you can switch your view between Active, Retired and Flagged & Exited volunteers

  • Columns: in the Filter table you can select which of the above default columns to focus on (this might be really helpful for auditing)


  • Impact: drop down this menu to see more views of your volunteers' individual contribution to the organisation

  • Tasks: see at a glance the submissions of the volunteers' onboarding (a really good way to see expiry dates of qualifications at a glance)


Volunteer states refer to their activeness in Volaby actioned by a manager. You can use the Status column to see their last action in Volaby, but to change their state, you will need to action this.


  • Active: currently that volunteer can log in and show availabilities to be rostered/reported on

  • Retired: this volunteer will not be able to log in until reactivated by an admin (reverse the below actioning steps to achieve this)

  • Flagged & Exited: this volunteer has been exited from your organisation and therefore flagged against attempting to log back in or re-apply. N.B: Flagging & Exiting is an action that CANNOT be undone.

Please note: Volunteers will not be notified by email or SMS when they are either 'Flagged and Exited' or 'Retired' in Volaby.

Actioning the States

  1. Click on the volunteer whose state you would like to change.

  2. Click on the 3 horizontal dots in the top right corner.

  3. Click the new state of choice.

N.B: Flagging & Exiting is an action that CANNOT be undone.

Can't retire a volunteer? Here's why.

The error message "Unable to retire volunteer" appears when the volunteer you are attempting to retire is no longer a part of a program. If this error occurs, please add the volunteer back into a program, and retire them.


Decide whether you would like a CSV of your active volunteers

or your whole database.

Active Volunteers:

  1. Active Volunteers List is the default list.

  2. Click the cloud icon to download the list into your downloads folder.

All Volunteers:

  1. Click on Active Volunteers to bring up the dropdown options.

  2. Select All Volunteers this will bring up a list of your volunteers Active, Retired and Flagged & Exited volunteers.

  3. Depending on what you need to export, use the above filters and their toggles to visualise the data.

    There are quite a few filtering options available to you to export:

    a. General Volunteer Data - email address, contact number, etc.

    b. Impact - volunteer contributions at an individual level.

    Click on the 'Impact' filter.

    Next, click on the slider next to the information you need to download.

    c. Tasks - what they each submitted at the time of their onboarding.

    Click on the 'Tasks' filter.

    Next, click on the slider next to the information you need to download.

  4. Once visualised, export using the Cloud icon. This will export the file to a CSV which can be imported to a spreadsheet or reporting system of your choosing.

Hint: Use the Columns icon to collapse or view certain columns which may help your view.

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