Help & Support

# Managing Users

In this section you will learn about how to

# Managing Roles of Users

Whenever a user creates an account in the portal, they will be assigned Volunteer role by default.

As a portal administrator, you can change the role of a user as follows:

  • From a Volunteer => Event Coordinator/Event Administrator/Portal Administrator.
  • From an Event Coordinator => Event Administrator/Portal Administrator.

As an Event Administrator, you can change the role of a user as follows:

  • From a Volunteer => Event Coordinator

NOTE

  • A lot depends on how well event coordinators and event administrators fulfill their responsibilities. It is very critical that right people are assigned right roles. And continuous monitoring of people will help keep the volunteering spirit a long way.
  • Since these changes will affect the way the volunteer will interact with an event, update the role only when the volunteer is not actively participating/managing in an event.

# Who Can Perform This Task?

  • Event Administrator
  • Portal administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Volunteers.
  4. List of users (volunteers, event coordinators, and event administrators) will appear along with the contact details of each volunteer.
  5. For the user who you want to promote, select EDIT.
  6. In the Role field, select the new role that you want to assign to the user.
  7. Select SAVE.
  8. The role of the user is changed.

# List Users

It is sometimes useful to download the list of organizations into spreadsheet for offline management.

# Who Can Perform This Task?

  • Event Coordinator
  • Event Administrator
  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Volunteers.
  4. A list of volunteers registered in the portal appears.
  5. If needed, select Download Volunteers button.
  6. A spreadsheet will be prepared and will appear as downloadable file in your browser.

# Create Users

Sometimes it so happens that volunteers have participated in the event who do not have an account on the portal. In order to award volunteering hours to them we need to create accounts for them. However, the volunteers may not be in position to create an account themselves during an event.

The portal provides a mechanism for Event Coordinators typically to create new users who have performed on the spot registration to participate in the event.

# Who Can Perform This Task?

  • Event Coordinator
  • Event Administrator
  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Volunteers.
  4. To create new accounts, click on Create Accounts button.
  5. CREATE USER ACCOUNTS dialog window appears now.
  6. You can create accounts by adding volunteer details one by one in the UI or you can use a spread sheet template to fill in all details and upload to create accounts in bulk.
  7. In case you are planning to use UI to create accounts, you have to select an organization that the volunteers need to be associated with.
  8. Click on ADD.
  9. An empty slot will appear. Fill in with accurate details.
  10. Repeat this process until all the people are accounted for.
  11. In case any user is associated with incorrect organization cancel their entry and repeat from step 7.
  12. And then Submit.
  13. A status report will be sent to your email address indicating status of account creation and also shows reasons for failures if any.
  14. The successfully created user accounts will be set with default passwords and they will appear in the list.
  15. In case you are planning to use spreadsheet to create accounts download the template available for download.
  16. Add details of all users who need accounts in the columns specified in the template.
  17. Upload the sheet.
  18. The UI will parse and validate the date provided and throws errors if any.
  19. Otherwise you can click on Submit.

NOTE

After creating an account notify users to change their passwords without fail to avoid misuse of their accounts.

# Suspend a volunteer

There may be cases when a volunteer is not following volunteering guidelines and causing problems for others. In such cases administrator can suspend a volunteer until the issue with the particular volunteer is resolved. During suspension, the volunteer can't login to the portal, can't create new accounts with same email address and also will not receive weekly newsletter. The suspension can be temporary or permanent depending on the nature of the offense.

# Who Can Perform This Task?

  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Volunteers menu item.
  4. Find the volunteer that you want to suspend and open its details page.
  5. To suspend this volunteer, select SUSPEND.
  6. Select a reason for suspending the volunteer. This will appear in the volunteer details page.
  7. Click on confirmation dialog and select SUBMIT.
  8. The volunteer is suspended.
  9. You will now see the status of the volunteer as Suspended in the details page.

# Revoke a volunteer

The volunteer can be revoked after suspension if chosen to do so. It will make the volunteer active once again.

# Who Can Perform This Task?

  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Volunteers menu item.
  4. Find the volunteer that you want to suspend and open its details page.
  5. To revoke this volunteer, select REVOKE.
  6. Click on confirmation dialog and select SUBMIT.
  7. The volunteer is revoked.
  8. You will now see the status of the volunteer as Active in the details page.

# Admin Reset Password

Usually users would be able to reset their password on their own in case they have forgotten. However this step requires the user to still have access to their email accounts to follow password reset instructions. In rare cases, where users do not have access to their email accounts and do not remember their passwords admin can reset password of any account to a specific password.

# Who Can Perform This Task?

  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Volunteers menu item.
  4. Find the volunteer that you want to suspend and open its details page.
  5. To reset password, click Reset Password link.
  6. Select a new password and click on RESET.
  7. The password will be reset.
  8. The volunteer will now be able to login to the portal and they can update their email address with an accessible one.

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