The available administrative roles within VolunteerMatters are Contact, Credential, Security, Configuration, Project, Organizer, and Account.

For more information on those roles and the abilities each has, click here. 

There are two ways to grant administrative access within VolunteerMatters, depending on whether the individual already exists in your system as a contact:

1. Assign Roles to an Existing Contact
   If the person already has a contact record (for example, they are a volunteer or existing user), you can simply assign them one or more administrative roles.
    
2. Invite a New Administrator (No Existing Contact Required)
   If the individual does not yet exist in your system, a Security Administrator can create and invite them directly using the Invite Administrators feature. This method bypasses the standard registration process and allows the user to set up their account via an email invitation.

Use the method that best fits your situation. The steps below will walk you through both options.

Assigning Administrative Roles to an Existing Contact
 

If the individual already exists in your system:

1. Log into your VolunteerMatters system with the Security Administrator access and then click on Contacts from the left-hand side navigation menu.
   
   
    
2. Navigate to the contact you wish to provide additional administrative access for and click on their name or the 'Detail View' icon (). Either will take you to their contact record.
   
   
   
   For locating the desired contact you can utilize existing List Views, Advanced Search, or Quick Find.  For more information on filter options click here. 
    
3. On the contact record, scroll down and on the right there will be a metabox labeled "Site Access". This will detail the contact's Site User Record's (system access) status* as well as the Roles already assigned.  Everyone has "Volunteer" by default.  Click on the "Manage Site Access" button. 
   
   
   
   *If the box says "No Access" for the Site User Record, this means this is a contact record that was created manually by an administrator or via import at some time. Without a site user record they can not log into the system, reset a password, or be provided with administrative access.  They will need to go to the registration URL (https://customercode.volunteermatters.org/register) and then enter their email. VolunteerMatters will recognize their email as one from a system contact and ask them to verify their identity by email and start the registration process.   However, the preferred option will be to use the Contact Portal Invitation tool. This will skip the verification email step for the volunteer. 
   
   Note: The placement of this metabox depends on the width of your browser on your device.  For example on a desktop it is on the bottom of the column on the right and on a mobile phone it may be further down the page under the credentials due to there being only one column. 
    
4. This will open the Contact Site User Account page.  Here you can turn on the additional access level roles needed:
    
   • Contact
   • Credential
   • Security
   • Configuration
   • Project
   • Organizer*
   • Account
     
     You just need to toggle the setting for each role in the Administrative Roles section that you wish to add for the contact.  There is some brief contextual help text for each role.  For more information on those roles and the abilities each has, click here. 
     
     
      
5. Once you have the roles desired, click the "Update Account" button ().
   
   
    
6. When successful, you will see the "Site User record saved" message.  To return the contact record click the "Cancel" button ().
   
   

NOTES:

• For Enterprise and Enterprise Atlas subscriptions, once you click "Update Account", and a contact record has administrative roles, the "Contact Segment" configuration drop-down and "Branch Restriction" configuration drop-down will appear.  Here you can set the desired Contact Segmentation filter for that administrator as well as the Branch Restriction for the Project area.  
  
  For more information on managing and assigning Contact Segments, click here. 
  
  Branch Restriction will limit the Organizer and Project administrative roles to projects that fall under the branch(es) selected when a subscription has more than one branch license.
   
• *With the Organizer role, you will still need to assign the Organizer to specific projects for them to have access to that project. 
  
   

Inviting a New Administrator (No Existing Contact Required)

If there is no existing contact record for the person you wish to make an administrator, a Security Administrator can skip the typical registration process by using the Admin Invitations tool.

1. Log into VolunteerMatters with Security Administrator access and click on "Security" in the left-hand side navigation menu and then select "Invite Administrators".
   
   
    
2. This will bring you to the Admin Invitation page. Click the "New Invitation" button.
   
   
    
3. On the Invite an Administrator page, enter the new administrator’s:
    
   • First and Last Name
   • Email
   • Administrative Roles
   • Contact Segment Filter (if applicable)

   • Branch Restriction (if applicable)
      

     
      

4. When you have all the necessary information filled out, click the "Save" button.
   
   
    
5. You will then be taken to the "Invite an Administrator Email" page. The email is pre-populated from a template in your system. You can further customize the message, if needed, via the "Special Message" box and "Update Preview" button.  When you are ready, you can send the email by clicking the "Send" button.
   
   
    
6. Sending the email will send the new administrator a password creation email so they can begin their login process with the administrative roles and access provided.  Upon sending the email, you will be returned to the main "Admin Invitations" page with a success message and the "Email Sent" timestamp for the time the email was sent.  This will update if you resend the email. 
   
   
    
7. If you are not ready to send the invitation email, you can click the "Cancel Email" button. You can return later to Security > Invite Administrators to view open invitations and send or resend the email. Invitations remain listed there until the administrator creates their password and logs in.
   
   
    

Admin License Availability

If you receive the message “It appears there may not be Admin Licenses available at this time” after clicking New Invitation or when you attempt to assign administrative roles to an existing contact, there are no available administrative licenses in your current subscription.

If you have the Account role security access, you can check your available and used license count from the "Account" page in the left-hand side navigation menu.

To review existing administrators, you can utilize the "Security Administration Dashboard".

To access the dashboard, log into VolunteerMatters with Security Administrator access, click on "Security" in the left-hand side navigation menu and then select "Administrators".
 

From there, you can sort by "Last Login" to identify administrators who:

• Have not logged in recently
• No longer need access
• Show Invalid Date (never logged in since account creation)

Removing administrative roles from users who no longer need them will free those licenses for reassignment.

Please note that after removing administrative access, the license may take up to 15 minutes to become available for a new invitation or to grant an existing user administrative access roles.

If you need additional administrator licenses added to your subscription, live chat with us now from your VolunteerMatters Portal or submit a support ticket via email. 

However, we recommend first reviewing whether any existing licenses can be repurposed.