VolunteerMatters for YMCA

All the training and support you need to take full advantage of your YMCA volunteer management system.

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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 also 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 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, Verified Volunteers. 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 “under 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. The system can be configured to prompt the volunteer to pay for their own background check or for the organization to assume the cost.

 Once the Credential is defined, it is available in the List View drop down either as a view that is available to all or as a private view which is unique to the user creating the view.

 

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 "Configration". 



  • 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 Type - Agreement, Background Check, or Certification.

    • Unique Short Name - A unique credential name in your system.  It can not have any spaces.  Enter a name starting with a letter followed by alpha-numeric characters, '_', '-', or '.'.

    • Name - The display name for your 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 only seen when the credential is being applied for.  It will not be shown on the credential on the contact record or on the volunteer's my profile page.    This will hyperlink any URLs in the instructions.

    • Default Status - This is the default status for your credential after the volunteer applies for the credential.  Click here for more information on the different statuses.  The statuses available are:

      • Incomplete
      • Submitted
      • Under Review
      • Approved
      • Expired
      • Denied
      • Exempt

    • Expiration Type - This setting allows you to configure the expiration policy on the credential. For "Agreement" type credentials (liability waivers, etc.) you would select "None".  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 "Expired 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". 

    • Volunteer Self Update - This setting configures if and when the volunteer can self-update the credential after the initial application. The selections available are:

      • None - The volunteer can never self-update.   
      • Always - The volunteer can self-update the credential at any time.
      • After Expiration - The volunteer can only self-update after the credential has expired. 

        Note: If a credential is allowed to expire or if an admin manually changes the credential to incomplete, the credential itself must have the "Volunteer Self Update" setting configured to "After Expiration" or it will cause an error if the volunteer attempts to apply upon login. 

    • 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.



    • Exemption Age Limit - The setting allows the administrator to enter an age where if the volunteer falls below that age, the credential is automatically exempted for the volunteer. This is similar to being approved in that the volunteer can proceed with the project assignment. However, when the volunteer's age exceeds the age of exemption, the system will automatically expire the volunteer’s credential and they will no longer be exempt, requiring them to re-apply.   If the volunteer is above the limit they will proceed as normal with the credential application.

    • 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.

  • When you are satisfied with your credentials click the "Save" button () to return to the credential configuration list view. 

 

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 "Configration". 



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



  • 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 "Configration". 



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



  • Then scroll down uncheck the "Active - Credential is Active" box and click "Save".  




 

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