VolunteerMatters Support

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Managing Credentials

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A credential is something a volunteer must attain in order to perform certain actions within the volunteer portal or kiosk. Some credentials are required of all volunteers (signing a waiver, agreeing to a code of conduct, attending a training) and other credentials must only be attained to sign up for a specific project need. For example, you may require a background check for volunteer work that requires interaction with children.  There are three different types of credentials – agreements, certifications, and background checks. Credentials can be automatically approved upon application (e.g., electronically signing an agreement) or have an approval process (an administrator must review documentation before granting approval.

  • Agreement Credentials
    Agreement credentials provide the ability to post an electronic statement to which a volunteer may “sign”. Depending on the credential setup, the signature can be achieved by checking a box (“I agree”), by entering their initials, or by typing their full name.

  • Certification Credentials
    Certification credentials can prompt the volunteer to submit the name of the certifying organization (e.g., American Red Cross), the issue date of the certification, and (if so configured) allows the volunteer to submit file uploads to support the certification claim.

  • Manual Background Check Credentials
    Background check credentials are either manual or integrated. Manual background checks are checks that are performed outside of our system. They provide the ability to post an electronic statement (i.e., background check consent and disclosure statement) to which a volunteer may “sign”. It also allows an administrator to define the issuing organization, issue and expiration dates.

  • Integrated Background Check Credentials
    Background check credentials are either manual or integrated. Integrated background checks are checks that are performed through our system with the aid of a 3rd party partner, such as Verified Volunteers. So for example, when a volunteer applies for the background check, they are temporarily passed to Verified Volunteers to complete their submission, then Verified Volunteers automatically notifies our system of the check’s progress. If the check comes back blank (without any misdemeanors or felonies), the system automatically approves the background check credential. If there is anything on the background check, the system will set it’s status to “review” so that an administrator may review the report and approve or decline the application based on their findings. Additionally, Verified Volunteers checks the volunteer’s record monthly for a year and notifies our system if anything should change. Their system can be configured to prompt the volunteer to pay for their own background check or for the organization to assume the cost.

 

Create a Credential

 

  • Log into your VolunteerMatters system with the proper security access roles and then click on "Configuration" in the menu and then click on "Credentials" when the menu expands under "Configuration". 

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  • This will open up the credentials page with a list view of your system credentials.  To add a new credential click the "New" button ().

    credential_new.jpg

    This will open the Credential Configuration page where an administrator will configure the credential settings.  Please note only support can setup an integrated credential.  Please contact support if you have questions.

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    • Credential Type - Agreement, Background Check, or Certification.

    • Name - The display name for your credential.

    • Issued By (Background Check and Certification Type Only) - Default value for Issued By field.  This administrator only field is used on Background Check and Certification type credentials.  An admin can provide a default value for the field (if desired), or can enter the "Issued By" organization (ie Red Cross, Florida DMV, etc.) when approving a credential.

    • Volunteer Instructions - These are the instructions for the volunteer on how to complete the credential or what they need to do.  These instructions are available when the credential is being applied for and from the credential on the volunteer's profile.  This will hyperlink any URLs in the instructions.

    • Agree-To Statement - This is the language that the volunteer is consenting/agreeing to.  This should be where any legal information you need the volunteer to agree to should be placed.  After the application process, this statement is shown on the credential on the contact record and on the volunteer's my profile page. 

    • Signature Type - This setting is the what will be displayed to the volunteer and what is required from them to submit.  The options are:

      • None - This should only be used for the "Certification" type credentials as there is no "Agree-To Statement".
      • Checkbox - The volunteer simply needs to check a box to agree.
      • Initials - The volunteer needs to enter their initials to agree.
      • Full Name - The volunteer needs to enter their Full Name to agree.

    • Age of Consent -  This setting will allow the administrator to enter an age where if the volunteer falls below that age, an additional "Signature Type" box will automatically appear onscreen (same as the selection made) for the Parent/guardian's signature.



    • Default Status - This is the initial status for your credential after the volunteer applies for the credential. Business rules for certain situations may override this setting.  Click here for more information on the different statuses. The statuses available are:

      • Submitted
      • Review
      • Approved

    • Expiration Policy - This setting allows you to determine the manner in which the credential is automatically expired by the system. For "Agreement" type credentials (liability waivers, etc.) you would select "None".  Basically anything that is a one time event.  For any that expire and require a renewal, you can set either "Duration" or "Annual" according to your needs.

      • None - The credential never expires.
      • Duration - The credential will expire after X number of months.  This will be placed in the "Expires After" field below "Expiration Type".
      • Annual - Allows you to set a month and date that the credential will expire each year. This will be placed in the "Expiration Month" and "Expiration Day" fields below "Expiration Type".  

    • Exemption Age Limit - This value is used to determine exemptions for this credential based on age. The value of this field, in conjunction with the "Exemption Age Direction" value, determines if a volunteer is exempt. If "Exemption Age Direction" is "Below," then a volunteer with an age below the "Exemption Age Limit" will be exempt until they reach that age. If "Exemption Age Direction" is "Above," then a volunteer with an age above the "Exemption Age Limit" will be exempt from the credential (without expiration). However, if an admin updates the credential, other expiration policies may apply.

    • Exemption Age Direction - This value is used to determine exemptions for this credential based on age. The value of this field, in conjunction with the "Exemption Age Limit" value, determines if a volunteer is exempt. If "Exemption Age Direction" is "Below," then a volunteer with an age below the "Exemption Age Limit" will be exempt until they reach that age. If "Exemption Age Direction" is "Above," then a volunteer with an age above the "Exemption Age Limit" will be exempt from the credential (without expiration). However, if an admin updates the credential, other expiration policies may apply.

    • Allow File Uploads (Background Check and Certification Type Only) - Determines whether to allow the Volunteer to upload files to be attached to the credential application.

    • Credential Always Required - This determines is the credential is required of ALL volunteers.  This will make it part of the application process and will be applied automatically to all project needs.  Those not required will be placed on specific project needs when they are necessary.

    • Enable Strict Mode - If set to True, this credential will be treated in strict mode when applying for a volunteer opportunity. If required for an opportunity, a volunteer will not be able to sign-up unless the credential has been approved or exempted. If not in strict mode, a volunteer may sign up when the credential is not denied, canceled, or expired.  
  • When you are satisfied with your credentials click the "Save" button () to return to the credential configuration list view. 


NOTE: All credentials default to where the volunteer can self update once expired.  However, there are times on Certification type credentials where you may want to the volunteer to update at any time if they have new certifications.  If you would like to set your Certification type credentials to allow volunteers to "Always" update please contact support.

 

Edit a Credential

 

  • Log into your VolunteerMatters system with the proper security access roles and then click on "Configuration" in the menu and then click on "Credentials" when the menu expands under "Configuration". 

    credential_new_1.jpg

  • This will open up the credentials page with a list view of your system credentials.  To edit an existing credential click the "Edit" button ().  

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  • Then make your necessary changes and click "Save".  If you do not wish to make any changes, click "Cancel".



Deactivate a Credential

 

  • Log into your VolunteerMatters system with the proper security access roles and then click on "Configuration" in the menu and then click on "Credentials" when the menu expands under "Configuration". 

    credential_new_1.jpg

  • This will open up the credentials page with a list view of your system credentials.  To deactivate an existing credential click the "Edit" button ().  

    credential_new_3.jpg

  • Then scroll down to the "Active" drop-down and select "False".   Then click the "Save".

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