What is Vols and Staff feature?

1. The place where you can view and update your own and view other users profile information (if permitted).
   
2. The place for Admins or Supervisors to enter user information and manage security settings (add/edit user profiles).
   
3. Only people with a user profile can sign on to iCarol.
   
4. Minimum information required in the profile is: first name, last name and email address (real or fictitious). 
   
5. It also provides the ability for Admins create and track skills, achievements and milestones at the user level. For example, "Police background check completed," "Trained in CPR" or even a recurring requirement like "Attended annual training session."
   
6. If applicable for your agency, user profiles can also be assigned to roles and programs.

Navigating: 

The Volunteer-Staff feature has common navigation tools and workflows, including:

1. Sub-menu: The sub-menu at the top of the page includes additional pages and features available based on security level and permissions
   

1. Action Bar & Buttons: The Action Bar located under the Sub-menu is where actions are taken, such as creating new records, saving changes, and when available where bulk actions may be performed.
   

1. Focus Panel: The Focus Panel is collapsible and includes filter options when in list view and quick navigation links when viewing record 
   

How to use List View:

Filtering the List View:

Some filters allow for a single choice, such as “Account Status,” while others allow multiple choices using checkboxes and dropdown lists. When using a dropdown list filter such as “Supervisors”, users can limit the suggestions by typing into the search field. Clear the filter by clicking the “X”.

List of Records

Column Options

To choose columns to display

1. click on "Column Options" from the top right
   
2. From the pop up window
   
1. click "+Add a column" to add up to 20 columns
   
2. Choose from the dropdown list which field to display in that column.  Typing into the dropdown list search field will refine the suggested fields.
   
3. Click "X" to remove a column
   
3. Click "Save" to save your selections or "Cancel" to go back

To change the column order

1. Click and hold on the column header/title
   
2. Drag the column title to another column location. (Note: Two small arrows will be displayed to indicate the new location)

To Sort by a column

1.  Click on the column header. This will sort the column from ascending to descending. Click again to sort from descending to ascending

Filter by a column

1. Click on the column Header
   
2. Click on the filter icon 
   
3. From the pop up panel
   
1. select the values to display using the checkboxes
   
2. Type into the search field to limit the list of suggested values
   
3. Click on "Text Filters" for advanced filtering options such as "Equals", "Not Equal", "Starts with", "Contains", etc.
   
4. Click on "OK" to apply filters, "Cancel" to go back, or "Clear Filter" to clear applied filters
   

How to search Vol-Staff records

1. Type into the Search field and click "Enter" or the search icon (magnifying glass)
   
2. To clear the search click the "X" within the search field
   

How to View Details of a Vol-Staff record:

How to select one or more Vol-Staff records:

1. Click the checkbox or anywhere within the listed row (except the open button)
   
2. The row will highlight, and the checkbox will display as selected. 
   

Click the checkbox from the checkbox column header

Bulk Actions

Bulk actions allow you to send multiple messages or make mass changes to all selected volunteer-staff records.

1. Click on the “Actions” button in the Actions Bar
2. Choose an action to complete, then follow the steps displayed

Available Bulk Actions

1. Send Welcome Email to All
2. Send Email
   
3. Send SMS
   
4. Send Password Reset
   
5. Add Skills & Achievements
   
6. Update Programs
   
7. Update Details
   

Send Welcome Email to All

Send Email:

Allows you to send an email to the selected volunteer-staff users. From the popup window, enter the desired message content, then click “Send” or click “Cancel” to go back.

Send SMS:

Allows you to send an SMS message (when enabled) to the selected volunteer-staff users.  From the popup window, enter the desired message content, then click “Send” or click “Cancel” to go back.

Send Password Reset:

Allows you to reset the password for multiple volunteer-users.  From the popup message, click “Ok” to reset, or “Cancel” to go back

Add Skills & Achievements

Allows you to assign one or more of your configured Skills & Achievements to selected volunteer-staff users.  From the popup window:

      1.  Select the skills or achievements you would like to assign then click "next"

      2. Choose a Due Date and Status to update all skills or achievements or modify each individually.

      3.  Click “Add” to assign the selected skills and achievements, “Back” to modify your selections, and “Cancel” to go back to the list view without making changes.

Update Programs:

Allows you to modify the assigned Programs (when subscribed) for multiple volunteer-staff users.  The popup window will include one row for each of the selected volunteer-staff users.

      1. Click on the checkbox under each Program to select or unselect that volunteer-staff user from the Program

NOTE: The “Follow-ups can be assigned by” dropdown list is enabled by a setting in admin tools.

Click on Admin tools > Contacts and Profiles> Follow up Activities Settings> "Allow volunteers to be excluded from "Follow-up Assigned to" List

      2.  Click the checkbox at the top of the checkbox column for any Program to select or unselect all volunteer-staff users from the Program.

      3.  Click “Save” to apply your changes, or “Cancel” to go back

Update Details:

Allows you to update all of the supported fields, for all selected volunteer-staff users at the same time. From the popup window:

      1. Select the filed you want to update

      2. Select the value to change

      3. Click "Update" to save, or "Cancel" to go back