Volunteer Management FAQ

This page answers common questions about PawPlacer's volunteer management features. If you don't find your question here, please contact support for additional assistance.

General Questions

What's the difference between volunteers and staff members?

Volunteers are unpaid helpers who contribute their time to your organization. They are managed through the Volunteers section of PawPlacer and typically don't have access to the PawPlacer system itself.

Staff members are paid employees or key personnel who have login access to your PawPlacer system. Staff members are managed through the Settings > Members section and can be assigned different role permissions.

How many volunteers can I add to my PawPlacer account?

The number of volunteers you can add depends on your subscription plan:

• Basic plan: Up to 50 volunteers
• Standard plan: Up to 200 volunteers
• Premium plan: Unlimited volunteers

Can volunteers log into PawPlacer?

No, volunteers don't have direct login access to your PawPlacer system. However, you can provide them with:

• An application link for initial signup
• A self-service portal for updating availability (if you enable this feature)

Volunteer Applications

How do I share my volunteer application with potential volunteers?

1. Go to Volunteers > Application Link
2. Copy the provided URL
3. Share this link on your website, social media, or via email

Can I have different application forms for different volunteer roles?

Yes, you can create multiple custom form templates for different volunteer types:

1. Create templates for each role in Settings > Volunteer Form
2. Set the appropriate template as default during specific recruitment periods
3. Alternatively, create separate application links for different programs if needed

What happens when someone submits a volunteer application?

When an application is submitted:

1. It appears in your Volunteers list with "Pending" status
2. You'll need to review and either approve or decline the application
3. If approved, the volunteer status changes to "Active"
4. If declined, the volunteer is removed from your active list

Can I edit a volunteer application after it's submitted?

Yes, once an application is in your system:

1. Click on the volunteer's name to open their profile
2. Click "Edit" to modify any information
3. Make your changes and save the profile

This works for both pending and approved applications.

Scheduling

How do I set up a recurring volunteer schedule?

To set up a recurring schedule:

1. Go to the volunteer's profile
2. Navigate to the Availability section
3. Select the days of the week they will volunteer
4. For each day, set start and end times
5. Click "Update Schedule" to save

Can volunteers select their own availability?

Currently, volunteers cannot directly set their availability in the system. However, you can:

1. Collect availability information during the application process
2. Have volunteers email or call with schedule updates
3. Update their profile with any changes they request

How do I view all scheduled volunteers for a specific day?

To see who's scheduled for a particular day:

1. Go to Volunteers > Schedule
2. Navigate to the date you want to view
3. All scheduled volunteers will appear on the calendar
4. Alternatively, your dashboard shows today's scheduled volunteers

Can I export the volunteer schedule?

Yes, to export the schedule:

1. Go to Volunteers > Schedule
2. Click the "Export" button in the top right
3. Choose your preferred format (PDF, CSV, or calendar format)
4. The schedule will download to your device

Volunteer Management

How do I mark a volunteer as inactive?

To set a volunteer as inactive:

1. Go to the volunteer's profile
2. Click the "..." (more options) button
3. Select "Set to Inactive"
4. Confirm your choice in the dialog
5. The volunteer will now be marked as inactive but remain in your system

Can I delete a volunteer completely?

Yes, to remove a volunteer from your system:

1. Go to the volunteer's profile
2. Click the "..." (more options) button
3. Select "Delete"
4. Confirm your choice in the dialog
5. The volunteer will be permanently removed from your system

How do I reactivate an inactive volunteer?

To restore an inactive volunteer:

1. Go to the Volunteers list
2. Use the filter to show inactive volunteers
3. Click on the volunteer's name
4. Click the "..." (more options) button
5. Select "Set to Active"
6. The volunteer will now be returned to active status

Is there a limit to how many documents I can upload for each volunteer?

No, there is no fixed limit to the number of documents you can attach to a volunteer profile. However, individual documents are limited to 10MB each.

Technical Questions

Can I import volunteers from another system?

Yes, PawPlacer supports volunteer importing:

1. Go to Volunteers > Import
2. Download the template spreadsheet
3. Fill in your volunteer data according to the template
4. Upload the completed spreadsheet
5. Review the import preview and confirm

How secure is volunteer information in PawPlacer?

PawPlacer takes data security seriously:

• Access is limited to authorized staff members
• Regular security audits and updates are performed

Can I customize the volunteer application form?

Yes, PawPlacer offers extensive form customization:

1. Go to Settings > Volunteer Form
2. Create or edit templates
3. Add custom sections and fields
4. Arrange the form order as needed
5. Set your custom form as the default

See our Custom Volunteer Forms guide for detailed instructions.

Does PawPlacer integrate with other volunteer management systems?

PawPlacer offers API integrations with several systems. Contact support for specific integration options for your existing tools.

Support and Training

Is there training available for volunteer coordinators?

Yes, PawPlacer offers several training options:

• Live webinar training sessions (scheduled monthly)
• On-demand training videos in the Help Center
• Custom training sessions for your team (premium feature)

How do I get help if I have questions about volunteer management?

Support is available through multiple channels:

1. In-app help: Click the "?" icon for contextual guidance
2. Knowledge base: Visit our comprehensive help center
3. Email support: Contact support@pawplacer.com
4. Live chat: Available during business hours
5. Phone support: Available for premium subscribers