Managing Volunteer Documents

PawPlacer's document management system helps you maintain important volunteer paperwork digitally. This guide explains how to upload, organize, and manage documents for your volunteers.

Types of Volunteer Documents

PawPlacer supports various document types commonly needed for volunteer programs:

• Waivers and Liability Forms: Legal documents signed by volunteers
• Identification: Copies of driver's licenses, ID cards, or other identification
• References: Letters of recommendation or reference forms
• Other: Any additional documentation relevant to your program

Viewing a Volunteer's Documents

To access a volunteer's documents:

1. Navigate to the volunteer's profile by clicking their name on the Volunteers page
2. Scroll down to the "Documents" section
3. All uploaded documents will be displayed here, showing:

• Document name
• Document type
• Upload date
• Action buttons for viewing, downloading, or managing the document

Uploading Documents

To add a document to a volunteer's profile:

1. Navigate to the volunteer's profile
2. Scroll to the "Documents" section
3. Click the "Upload Document" button
4. In the dialog that appears:

• Click "Choose File" to select a document from your device
• Select the document type from the dropdown (Waiver, ID, Reference, or Other)
• Add a description if needed
• Click "Upload" to add the document

Supported file formats include:

• PDF files (.pdf)
• Images (.jpg, .jpeg, .png)
• Document files (.doc, .docx)
• Text files (.txt)

Viewing and Downloading Documents

To access document content:

1. Navigate to the volunteer's profile
2. Go to the "Documents" section
3. Click the "View" button next to any document to open it
4. Use the "Download" button to save a copy to your device

Editing Document Information

To update document details:

1. Navigate to the volunteer's profile
2. Go to the "Documents" section
3. Locate the document you want to update
4. Click the "Edit" button (pencil icon)
5. In the dialog that appears:

• Update the document type if needed
• Edit the description
• Click "Save" to apply your changes

Note that you cannot edit the actual document content - you would need to delete the document and upload a new version.

Removing Documents

To delete a document:

1. Navigate to the volunteer's profile
2. Go to the "Documents" section
3. Locate the document you want to remove
4. Click the "Delete" button (trash icon)
5. Confirm the deletion when prompted

Be careful when deleting documents, as this action cannot be undone.

Managing Waivers and Terms

PawPlacer includes special handling for volunteer waivers and terms:

Viewing Signed Waivers

1. Navigate to the volunteer's profile
2. Go to the "Waivers" section
3. Click to expand the "Terms and Conditions" accordion
4. View the waiver content and signature information

Setting Up Default Waiver Terms

To customize the standard waiver text for all volunteers:

1. Navigate to Settings > Contracts
2. Select the "Volunteer" tab
3. Edit the waiver content using the text editor
4. Use the formatting options to create professional-looking terms
5. Click "Save" to update your organization's standard volunteer waiver

This waiver text will be presented to all new volunteer applicants and can be viewed in existing volunteer profiles.

Document Security

All documents in PawPlacer are securely stored:

• Only authorized organization staff can access volunteer documents
• Access is logged for security purposes

Best Practices for Document Management

For effective volunteer document management:

1. Standardize naming: Use consistent naming conventions for your documents
2. Categorize properly: Assign the correct document type to each upload
3. Review regularly: Periodically check that all required documents are present and current
4. Update as needed: Replace outdated documents with current versions
5. Require completion: Ensure all volunteers have submitted required documentation

Following these practices helps maintain a complete and organized record of volunteer documentation.