Overview
In addition to the registration/application form, credentials are a part of the volunteer vetting and onboarding process. A credential is something a volunteer must attain in order to perform certain actions within the volunteer portal or kiosk. Think of them as pre-requisites to volunteering - something they must do or attain prior to their volunteer work. For high-level overview of credentials see: https://support.volunteermatters.com/hc/en-us/articles/230873368
*Integrated credentials cannot be configured entirely by you, the subscriber. Integrated credentials (e.g., integrated background checks, online courses) require the help of the VolunteerMatters support team. Please reach out via live chat or by submitting a support ticket for assistance.
Create a Credential
- Log into your VolunteerMatters system with the "Configuration" security access role and then click on "Configuration" in the menu and then click on "Credentials" when the menu expands under "Configuration".
- This will open up the credentials page with a list view of your system credentials. To add a new credential click the "New" button (
).
- This will open the initial Credential Configuration page where an administrator will configure the credential name and type and click the "Save" button (
). This creates the credential.
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- Credential Type - Agreement, Background Check, Certification, Learning, or References. For more help understand credential types see: https://support.volunteermatters.com/hc/en-us/articles/230873368
- Name - The display name for your credential. Volunteers will see this.
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- This will open the second Credential Configuration page where an administrator will configure the rest of the available credential settings.
- Integration Code - This is the unique identifier for this credential that is used for imports and specialized integrations. This is created automatically by the system.
- Active - The options are True or False. True means the credential is active and in use and False means it is no longer used. The default value to start is "False".
- 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 field features a Rich Text Editor with limited editing tools available for your instructions. This includes the ability to add links as well.
- Agree-To Statement - This is the language that the volunteer is consenting/agreeing to. This is where you add the language to which the volunteer should agree/attest. After the application process, this statement is shown on the credential on the contact record and on the volunteer's my profile page (the exact language to which they attested). This field features a Rich Text Editor with limited editing tools available for your instructions. However, because this is the statement that the volunteer is agreeing to, it does NOT include the ability to add links as the statement when the volunteer signs will be on their record and you do not want links within that type of information.
- Disclosure Statement (Background Check Type Only)- This is the disclosure language to which the volunteer is consenting/agreeing. In the US, there are state and federal requirements for the language in the Consent (AKA Agree-to Statement) and Disclosure statements for a background check. Please consult your background check provider and legal counsel for the appropriate/required language. After the application process, this statement is shown on the credential on the contact record and on the volunteer's my profile page. This field features a Rich Text Editor with limited editing tools available for your instructions. However, because this is another statement that the volunteer is agreeing to, it does NOT include the ability to add links as the statement when the volunteer signs will be on their record and you do not want links within that type of information.
- Signature Type - This setting is the what will be displayed to the volunteer and what is required from them to submit. The options are:
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- None - You may present an "Agree-To" statement that is implicitly affirmed by the fact that it will be presented to the volunteer but they only have to click "continue" to proceed. This should not be used for any agreement or credential where an explicit affirmative response is required.
- 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.
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- 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.
- Allow File Uploads - Determines whether to allow the Volunteer to upload files to be attached to the credential application. Click here for more information on credential file uploads.
- 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 (roles/positions). Those not required will be placed on specific project needs when they are necessary.
- 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:
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- Approved (no approval process required - typically for electronic agreements only)
- Review (an administrator must review and approve)
- Submitted (typically reserved for a multi-step review process where an administrator may have to take some sort of action internally before marking it for review)
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- Expiration Policy - This setting allows you to determine the manner in which the credential is automatically expired by the system. Credentials set to "None" are forever (once they attain the credential it never has to be repeated). Any credentials that expire over time, set either "Duration" or "Annual" according to your needs. Available in the Professional subscription and above.
- 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 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.
- 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.
- When you are satisfied with your credentials click the "Save" button (
) to return to the credential configuration list view.
Support Notes:
- Only support can setup an integrated credential. Please submit a support ticket via email if you have questions.
- 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 submit a support ticket via email.
Edit a Credential
- Log into your VolunteerMatters system with the "Configuration" security access role and then click on "Configuration" in the menu and then click on "Credentials" when the menu expands under "Configuration".
- This will open up the credentials page with a list view of your system credentials. To edit an existing credential click the "Edit" button (
).
- This will open the initial Credential Configuration page where an administrator will make the necessary changes and click the "Save" button (
). If you do not wish to make any changes, click the "Cancel" button (
).
Deactivate a Credential
- Log into your VolunteerMatters system with the "Configuration" security access role and then click on "Configuration" in the menu and then click on "Credentials" when the menu expands under "Configuration".
- This will open up the credentials page with a list view of your system credentials. To deactivate an existing credential click the "Edit" button (
).
- This will open the Credential Configuration page. Scroll down to the "Active" drop-down and select "False".
Then click the click the "Save" button (). If you do not wish to make any changes, click the "Cancel" button (
).
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