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Comprehensive Guide to User Profiles

Learn how to effectively manage user profiles in Better Impact, including updating contact info, qualifications, general interests, and custom fields, ensuring accurate, secure, and up-to-date records for volunteers, donors, members and clients.

Updated today

Keywords: User profiles; Update profile; Edit Profile; Volunteer Dashboard; General Availability; General Interests

Overview

Managing user profiles in Better Impact is essential for keeping accurate, secure, and actionable records of volunteers, donors, and members.

Profiles store key information such as contact details, qualifications, interests, availability, custom fields, and module assignments. Maintaining clean and up-to-date profiles ensures smooth operations, reliable reporting, proper scheduling, and effective communication across your organization.

This guide provides a comprehensive walkthrough for administrators, covering everything from updating contact information, qualifications, general interests, and availability, to managing custom fields, emergency contacts, profile statuses, archived users, group profiles, modules, and enterprise-level management.

It also includes best practices for handling duplicates, merging profiles, and safeguarding sensitive data. By following this guide, organizations can ensure accurate records, streamline workflows, and improve engagement with all participants.

User profiles in Better Impact give you a central view of volunteers, donors, clients and members, including contact details, qualifications, interests, and availability.

We’ll begin by explaining how to add users to your organization — either manually or through an online application — and then move on to the Dashboard, which provides a high-level overview of each profile. From there, you’ll learn how to review, update, and manage user information efficiently across all profile sections.

Adding Users to Your Organization

Adding users to your organization is the first step in building and maintaining your Better Impact database. Administrators can manually create profiles for volunteers, donors, clients, or members, or allow individuals to apply through your organization’s online application forms. Understanding both methods ensures that all users are set up correctly and connected to the appropriate modules, helping you manage participation and communication effectively.

Profiles can be added to your Better Impact account in one of two ways:

  1. Administrators can create a profile for the user

  2. The user can apply through your Volunteer, Donor, Client or Member application

Remember, one profile can be connected to multiple modules in your Better Impact account. If someone already has a profile in your account as a Volunteer, you can connect that existing profile to a new module such as Donor Impact. You would not need to create a new profile for them.

Add a User Profile (Volunteer, Client, Donor or Member) - By Administrator

Notes and Tips

When creating a volunteer profile, the username you specify must be unique not only within your account, but across all organizations using Better Impact. This is because volunteer profiles can belong to multiple organizations.

Login details for new users will need to be shared manually when a new profile is added by an administrator.

Optional: Check the box at the top if you are creating a profile for someone who won’t be logging on. In this case, the username and password will be automatically generated by the software.

  1. To start, navigate through People, then scroll through the sidebar to find the type of user you want to add.

    1. Add a Volunteer

    2. Add a Client

    3. Add a Member

    4. Add a Donor

  2. Fill in the fields in the “Contact Information” section. Mandatory fields are indicated with a flag. Usernames (not case sensitive) must be at least 6 characters long and unique across all Better Impact accounts. Passwords (case sensitive) must be at least 12 characters in length and contain:

    1. at least one uppercase character

    2. at least one lowercase character

    3. at least one number

  3. Optional: Compose a Personal Message to the user. This will be displayed to the volunteer on their MyImpactPage.com home page.

  4. Select a module Status from the dropdown menu

  5. If you have multiple modules in your Better Impact account, you will be able to select a status for each module if desired.

  6. Click the [Save] button

  7. Continue by adding other information to the profile if needed

Add a Group Profile

There are 2 ways for a group profile to be created.

Important

Group Profiles can only be created if group scheduling is enabled in your organization’s Schedule Settings.

Tip

The group name is determined by the first and last names on the profile.

Add Group Profile – Group Applies Online

Ideally, new volunteers, including groups, will join your organization using one of the online applications for your organization. If one of your three possible applications has been designed for groups, please ensure this link is sent to the team lead.

  1. Generate a link to the appropriate application

  2. Provide the link to whoever is responsible for your organization’s website, or send the link to the group leader

  3. Once the application is completed, click the person icon at the top of the screen and type the name on the profile into the Quick Search bar.

  4. Click on the name from the list that appears.

  5. In the “Main” tab, click on the “Miscellaneous” section

  6. In the “Volunteer” section, scroll down to “Group Settings”

  7. Group: Check the box to identify the profile as a group

  8. Group Name: type in the name

  9. Click the [Save] button

Add Group Profile – By Administrator

  1. Go to: People, then click on “Add a Volunteer” found in the sidebar under Volunteers

  2. Fill in the fields in the “Contact Information” section. Mandatory fields are indicated with a flag. Usernames (not case sensitive) must be at least 6 characters long and unique across all Better Impact accounts. Passwords (case sensitive) must be at least 8 characters in length and contain:

    • at least one uppercase character

    • at least one lowercase character

    • at least one number

  3. Select a Volunteer Status from the dropdown menu

  4. Group: Check the box to identify the profile as a group

  5. Group Name: type in the name

    • Please provide a group name for future use down the road.

    • The profile first and last name will still be used in reports and schedules and searches for the time being.

  6. Click the [Save] button

  7. Continue by adding other information to the profile if needed

Note

Existing Profiles – If you wish to make an existing profile a group profile, edit it and go to the “Miscellaneous” section under the “Main” tab. Scroll down to the “Group Settings” section under Volunteer and check the “Group” checkbox and name the group.

Login details for new users will need to be shared manually when a new profile is added by an administrator.

Add User Profile – Individual Applies Online

Ideally, new users will join your organization using one of the online applications for your organization. To do this:

  1. Generate a signup link to add to your website

  2. Provide the link to whoever is responsible for your organization’s website, or send the link directly to a potential volunteer.

Note

Users who are new to MyImpactPage.com start off by entering their contact information. If a date of birth is required on the application form, the volunteer cannot specify the current year as their year of birth. Applicants are required to enter at least one contact phone number.

Users with an existing profile bypass the entry of their contact information. The application process will check to see if the volunteer has a date of birth (if required), phone number, and primary email address entered in their existing profile. It will also ensure that they have acknowledged your organization’s policies (if required).

Adding Modules to a Profile

In Better Impact, one user profile can be linked to multiple modules — such as Volunteer, Donor, Client, or Member — within the same organization. This means that if an individual is already a volunteer, you don’t need to create a new profile for them when they also become a donor or client. Instead, you simply connect their existing profile to the new module.

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.

  2. Click on the user's name when it appears in the list

  3. In the “Main” tab, click on the “Miscellaneous” sub-tab

  4. Select the appropriate section (i.e. “Volunteer”, “Administrator”, “Client”, “Member”, “Donor”)

  5. Select the desired status for the selected module

  6. Click the [Add to Module] button

Notes

Once added, you’ll see the new module appear as a tab on the user’s profile (under Miscellaneous), allowing you to manage their details within that context while maintaining one unified record.

The Modules that display in the “Miscellaneous” section will depend on what options have been purchased by your organization.

Tips

  • Avoid creating duplicate profiles when a user takes on multiple roles — always check if they already exist in your organization first.

  • Each module has its own set of fields, statuses, and data; make sure to complete those sections after linking.

  • Linked modules share the same username, contact information, and password, keeping login and communication consistent.

  • If you manage an Enterprise account, you can also connect a user’s profile across multiple organizations or sub-accounts when needed.

Managing User Profiles

Once a user has been added to your organization, administrators can view, edit, and maintain profiles to ensure all information is accurate and up-to-date.

This section covers essential profile management tasks, including navigating the dashboard, managing usernames and passwords, handling status changes, archiving or deleting profiles, merging duplicates, adding modules, and managing users across an enterprise account.

Following these steps helps maintain clean records and ensures smooth operations across all Better Impact modules.

Viewing Profiles

There are 2 options available for reviewing a user's profile.

You can choose to "View" the profile, which will allow you to see the profile information but not edit it.

Alternatively, you can choose to edit the profile, allowing you to edit and update the user's information as needed. You can switch between these 2 options using the "View" and "Edit" icons found next to the volunteer's status when in a profile.

View one Profile

To view a profile, use the quick search bar along the top of the page to find the user. From the quick search list, select their profile.

Initially, you will be in the "edit" interface, select the 'View' icon found next to the user's status listed in the yellow header.

Note

  • Viewing a profile will only show you what has been entered. Fields or selections without a value will only appear when editing a profile.

  • The quick search bar won't show you archived volunteers.

  • Additionally, if there are more than 10 results that match your search, you may not be able to find the profile you need.

  • If you're not able to find the profile you are looking for, use the People > Search menu instead.

    • Add a Search criteria for Contact Information to search for a specific volunteer using their name or email, for example.

View multiple Profiles

  1. Go to People > Search

  2. Module and Status Filters: select the desired statuses to include in the search.

  3. Optional: Communications Filters”, select the desired option.

  4. Optional: “Group Filters”, select the desired option.

  5. Optional: Click the [Add Search Criteria] button to add other options to your search

  6. Click the [Search] button to run your search

  7. Scroll down to the “Search Results”

  8. Mouse over the Options icon to the left of a name

  9. Select “View”

  10. Click on a tab to view the contents of that section of the profile:

    • Dashboard

    • Contact Information

    • General Availability

    • Custom Fields

    • Qualifications

    • General Interests

    • Committees

    • Classifications (only visible if your organization is part of an enterprise)

    • Reports: view summary information, run reports on hours, feedback, and note log entries

    • Miscellaneous

    • Communications

Understanding the Volunteer Dashboard

The Dashboard provides a high-level snapshot of a volunteer’s profile, allowing administrators to quickly view key information, track activity, and access common actions. It serves as the first point of reference when managing a profile, offering insight into contact details, contributions, custom fields, and earned badges.

The Dashboard is only visible at the sub-account/organization level, not from the Enterprise.

This is also the fastest way of finding key information like the user's username, user ID or primary email address.

What is Shown on the Dashboard

  • Contact Information: Telephone numbers (including preferred contact number and best time to reach), primary email address, and username.

  • Next Shift: Displays the volunteer’s upcoming scheduled assignment.

  • Hours Contributions:

    • Hours contributed this year and lifetime hours.

    • Most recent hours entry (including date, hours, and time if entered via timeclock).

    • Hours contributions by month (bar chart) and by activity (pie chart of top 10 activities, with “Other” for remaining).

  • Milestones:

    • Year the volunteer first joined.

    • Last login date.

    • Birthday and anniversary alerts for the past week or upcoming four weeks.

  • Custom Fields: Displays selected fields configured for the Dashboard.

  • Badges: Shows any earned badges from hours, anniversaries, or qualifications.

Actions Available on the Dashboard

  • Send Email: Contact the volunteer directly via their primary email.

  • Send SMS: (if enabled) Send a text message to the volunteer’s preferred number.

  • Log Notes: Record important information about the volunteer.

  • Create a Personal Message: Send a direct message to the volunteer through the system.

Admin Tips for Using the Dashboard

  • Use the Dashboard as a starting point to get a quick overview of a volunteer before editing profile details.

  • Ensure that custom fields displayed on the Dashboard are relevant and updated for quick reference.

  • Review the hours charts and badges regularly to track volunteer engagement and milestones.

  • The Dashboard is only available for volunteers with a status other than Archived.

  • Review this article to set visibility rules that apply to on your user dashboards.

Editing Profiles

Start by clicking the person icon within the quick search bar at the top of the screen. Type the user’s name into the Quick Search bar.

Click the user's name from the list that appears. Once you have the profile open, you will be able to follow the steps listed below to update that user's profile.

Tips

  • Archived profiles won't show up on the search bar; you need to search under People > Search

  • The search bar will only show the first 10 profiles, if you have many volunteers with the same name, you may not find them on the search bar - use the People > Search option instead.

  • Changing Volunteer Status is the only personal profile information that can be updated in bulk; all others must be updated individually (for example, Application Form filled, Date Joined or Contact Information)

Updating Profile Contact Information (name, username, phone number, email, etc)

  1. In the “Main” tab, click on the “Contact” sub-tab

  2. Update the fields as required

  3. Click the [Save] button

Add/Edit a Date of Birth

  1. In the “Main” tab, click on the “Contact” sub-tab

  2. Scroll down and enter the Date of Birth

  3. Click the [Save] button

Updating the Language/Region Setting on a Profile

You can set the language for your Volunteer Impact (and myimpactpage.com) profile to English, French, Spanish, or Portuguese. This is controlled by the “Region” setting in the Contact section of your profile. The region setting you choose will display system information (menus, buttons, messages) in the chosen language, but will also affect how you see date and time values in the software. The setting you choose, however, will not affect how other users see information in their own profile.

  1. In the “Main” tab, click on the “Contact” sub-tab

  2. Scroll down and select the desired Region from the dropdown list

  3. Click the [Save] button (You’ll also need to refresh the screen, if changes were made on your own profile.)

Region Settings: Date and Time Preview

Using December 31st 2020 as the date and 5:00pm (afternoon) as the date and time, here’s how they’ll display depending on the Region setting selected:

Region

Date

Time

English (Canada)

DD/MM/YYYY
(31/12/2020)

HH:MM am/pm
(5:00 pm)

English (USA)

MM/DD/YYYY
(12/31/2020)

HH:MM am/pm
(5:00 pm)

English (UK)

DD/MM/YYYY
(31/12/2020)

HH24:MM
(17:00)

English (Australia)

DD/MM/YYYY
(31/12/2020)

HH:MM am/pm
(5:00 pm)

English (New Zealand)

DD/MM/YYYY
(31/12/2020)

HH:MM am/pm
(5:00 pm)

Français (Canada)

YYYY-MM-DD
(2020-12-31)

HH24:MM
(17:00)

Español

DD/MM/YYYY
(31/12/2020)

HH24:MM
(17:00)

Português (Brasil)

DD/MM/YYYY
(31/12/2020)

HH24:MM
(17:00)

Português (Portugal)

DD/MM/YYYY
(31/12/2020)

HH24:MM
(17:00)

Edit Profile Anniversary Date (Date Joined)

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.

  2. Click on the user’s name when it appears in the list

  3. In the “Main” tab, click on the “Miscellaneous” sub-tab

  4. Select the relevant section (Volunteer, Client, Donor)

  5. Edit Date Joined

  6. Click the [Save] button

The “DateJoined” (anniversary) field is a date field and must contain a month, day and year.

This feature is not available for Member Impact.

Changing User Miscellaneous Information

The Miscellaneous Tab is only visible in organisation accounts, it is not visible at an Enterprise Level.

  1. Open a user's profile

  2. Click on the Main tab

  3. Click on the “Miscellaneous” tab in their profile

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.

  2. Click on the user’s name when it appears in the list

  3. In the “Main” tab, click on the “Miscellaneous” sub-tab

  4. In the the relevant module section (Volunteer, Donor, Member, Client), make the necessary changes:

    • Status: Select the new status for the user and click the [Update Status] button

    • Date Joined: When a volunteer fills in your application form, the “Date Joined” defaults to the date the application was completed. You can change that date here. You can also see how many years a volunteer has been with your organization.

      • Volunteer, Donor, Client only

    • Application Form: This field indicates the application form that the volunteer used to apply to your organization

      • Volunteers only

    • Log Hours Permission: You can change the option here, overriding the organization default setting for log hours permission

      • Volunteers only

    • Timeclock Permission: You can change the option here, overriding the organization default setting for timeclock permission

      • Volunteers only

    • Donor Record URL: If the volunteer is also a donor, you can enter the URL that links to their donor record

      • Donors only

    • Notes: You can enter information about the volunteer that will only be visible to other administrators

      • Volunteers only

    • Goals: While a volunteer can enter goals information, you can monitor it here and update it, if necessary

      • Volunteers only

  5. Volunteer Impact: If this profile represents a group (i.e. multiple people), scroll down to the “Group Settings” section and make the necessary changes:

    • Group: Check this box if this profile represents a group. This will enable that profile to sign up for activities and shifts in MyImpactpage.com as a group, indicating the number of people associated with that specific signup.

    • Group Name: Enter a name for the group

  6. Click the [Save] button when you are finished

Why Can’t I Edit Someone’s Contact Information?

You will not be able to edit a profile that has administrative access that doesn’t match yours.

When you edit a profile, the software will compare a list of what organization(s) you (i.e. the profile you have logged in with) are a FULL administrator of and what organization(s) the profile you are trying to edit is an administrator (any kind of administrator) of. If your Full administrative list covers ALL of the organizations in which they are an administrator, you can edit the profile.

Profile 1 – For the current user (i.e. the administrative profile you are logged on with), the account permissions are comprised of:

  • List of all the enterprises in which I am a FULL admin

  • List of all the organizations in which I am a FULL admin

Profile 2 – For the profile you want to edit, the account permissions are comprised of:

  • List of all the enterprises in which the user is ANY kind of admin

  • List of all the organizations in which the user is ANY kind of admin

If the administrator (“Profile 2”) has anything in their list (organization or enterprise) that the current user (“Profile 1”) does not, the Profile 1 user is not allowed to edit the Profile 2 administrator’s contact information. This includes resetting login information, as this would potentially give administrative access to an account that the Profile 1 user did not previously have.

_________________________________

Add or Edit User's Emergency Contact Information

Having up-to-date emergency contact information associated with your user's profiles is crucial to ensuring quick and effective communication in critical situations.

Even though this information is not present on the Contact Information tab of a profile, you can still get this information from your users.

To do that, you need to use Custom Fields.

You can update the user's emergency contact information by updating the Custom Field on their profile.

  1. Open the user's profile;

  2. Go to the Custom Fields tab found under the Main tab;

  3. Find the Custom Field you want to edit;

  4. Click the grey button next to it's name;

  5. Choose Edit;

  6. Edit the information you need;

  7. Click Save.

Volunteers can also update it on their side:

  1. Go to My Profile Menu

  2. Choose Additional Info

  3. Update the desired information

  4. Click Save

How to Make a Custom Field Displayed on the Profile's Dashboard

Sometimes it can be useful to have a Custom Field displayed on the user's Dashboard to see it immediately when you open their profile.

  1. Go to Configuration > Profile Customisation > Custom Fields

  2. Click on the grey button next to the Custom Field

  3. Choose Edit

  4. Under Display, select Profile Dashboard

  5. Click the Save button

Managing Usernames and Passwords

Usernames and passwords control access to Better Impact accounts.

Admins can update usernames, reset passwords, and guide users on maintaining secure credentials.

Usernames

  • Admins can view or update a username in the user’s Contact Information tab.

  • Usernames must be unique across all Better Impact accounts, not just within your organization.

Change a User's Password

These steps will work for users and administrators profiles:

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search.

  2. Click on the person’s name from the list that appears.

  3. In the “Contact” section of the “Main” tab, click the [Change Password] button on the right-hand side of the page

  4. Enter the new temporary password you would like to create

  5. Confirm the new password

  6. Click the [Save] button

Important

Passwords are case sensitive and must be at least 12 characters in length. Passwords must also contain at least one uppercase character, one lowercase character, and one number.

It is not possible to change the password for another Enterprise Administrator unless their account is also an admin in an Organisation within the Enterprise, only then will you be able to open their profile and reset their password. This will need to be done from the Organisation they belong to.

Administrators with SSO enabled won't be able to change their passwords or have another admin do it for them. A password is not required to log in.

How Users Can Change Their Own Password

  • Users can log into MyImpactPage.com and change their password under their account settings.

  • Users must follow password rules (minimum 12 characters, at least one uppercase letter, one lowercase letter, and one number).

  • Password resets requested by users can also be initiated via the Forgot Password link on the login page.

Understanding and Updating Statuses

The status of a user will dictate what content and features they have access to within their profile.

The user's status can also affect what actions an administrator is able to take on a profile. For example, an 'In Process' volunteer may not have access to viewing your organization news depending on the settings that you select, and an administrator won't be able to communicate with an Archived user through Better Impact.

Important

Volunteers can resign from any organisations they are volunteering with.

When they do this, their status is automatically changed to Archived - Resigned.

You'll receive a notification if you have that enabled on your profile.

Volunteer Account Statuses and Access Rights

  • Accepted Volunteers: Have full access to their Better Impact accounts, including activities, news updates, and other organizational features.

  • Inactive Volunteers: Retain limited access to features like mission statements, qualifications, and contact pages, but may lose visibility to activities or news based on organizational settings.

  • Archived Volunteers: Lose all access to the organization's profile and data (including scheduling).

Notes

  • If a user belongs to multiple modules, they will have a separate Status, Date Joined and Date of Last Status change value for each module.

  • If you have an Enterprise account and a user belongs to multiple sub accounts, they will have a separate Status, Date Joined and Date of Last Status change value for each sub account.

  • Better Impact only tracks the current status of the user and the date of their last status change. If you need to keep track of additional information, we suggest using Custom Fields for this. A common example is using a Custom Field to track the date a volunteer completed their onboarding and was moved to the 'Accepted' status.

  • Adding a custom field to track actual service end dates can help manage records accurately, especially because archival dates reflect later administrative actions.

  • Even though there is no automation behind status changes, if a volunteer resigns from your organization, their status will automatically be changed to Archived - Resigned.

    • This option cannot be removed from the volunteers' side

    • Activity and schedule information will be removed from the user's profile

    • If you don't want to be caught by surprise, please be sure to communicate with your volunteers about the need to give you a warning (so you can run the necessary reports and export data).

    • Make sure you have the "Volunteer status change notifications" enabled on your Miscellaneous tab. See this article for more information about that.

Access Retention After Organization Deactivation

Even if an organization's Better Impact account is deactivated, volunteers who logged hours for that organization can still access their profiles and view their logged hours (through the reports tab). However, they will no longer see other organizational information beyond their personal contributions.

Change One User’s Status

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.

  2. Click on the person’s name from the list that appears.

  3. In the “Main” tab, click on the “Miscellaneous” section

  4. Select the relevant module tab (Volunteer, Donor, Client, Member, Donor) select the desired status for the profile

  5. Click the [Save Status] button

Tip

The Quick Search bar does not search archived users. If you would like to retrieve someone from an archived status, search for that user by starting at People >> Search and then editing the profile.

Change Status of Multiple Users in a Module

  1. Go to People, then click on the relevant page in your sidebar

    • Bulk Volunteer Status Change

    • Bulk Client Status Change

    • Bulk Member Status Change

    • Bulk Donor Status Change

  2. Search for the desired profiles to change

  3. Check the box beside each person requiring a status change (or check the “Select All” box at the bottom)

  4. Click the [Update Status] button

  5. Select the desired status to apply from the dropdown menu

  6. Click the [Update Status] button

_________________________________

Archiving vs Deleting Profiles - what's the best option?

When an individual is no longer part of your organization, there are 2 ways to handle their profile, you can archive or remove (delete) them.

We would recommend only removing (Deleting) a profile for the following reasons:

  • Someone has a duplicate profile in your account.

  • A profile removal (Deletion) request has been received from an individual.

  • A dummy profile was created to test the software.

Notes and Tips

  • Archiving a profile will remove activity information (such as signups, assignments, backup list information) as well as general interests and committee memberships.

  • An archived profile can be reactivated by an administrator at a later date

    • The information mentioned above won't be restored.

  • When a volunteer is archived, they lose all access to the organization's data and scheduling information. The only information they will be able to see is the Home and Reports tab. From here, they'll be able to run an hours report. They can also see their Lifetime hours

    • Hours are never removed (unless manually deleted by an admin).

  • Reactivating archived profiles restores their access and status (keeping the same username and password).

  • Administrators can change the status of archived volunteers back to "Accepted" for them to resume activities, though previous assignments will not be restored.

  • Removing a profile cannot be undone. It will remove everything apart from a history of logged hours (for volunteers) and past donations (for donors) and you will have no way of retrieving the profile or any other information about them after they have been removed (Better Impact is not able to recover any lost information).

  • We highly recommend saving critical data via reports, such as volunteer hours or scheduling details, before removing or archiving a profile to ensure future accessibility if required.

Important

If you remove someone from the last module (Client, Donor, Member or Volunteer) of which they are a member, by default they are removed completely from your organization.

Frequently Asked Questions (FAQs)

  • Can an inactive volunteer participate in new activities?

    Depends on the organization's visibility settings for Activities to allow access.

  • Can archived volunteers be reactivated?

    Admins can change the status of archived volunteers to "Accepted," restoring their profile's status and access.

  • How should critical data be maintained before archiving?

    It's recommended to run reports, such as Personal Profile Raw Data report or Schedule Detail Raw Data, to save essential information.

  • What happens to logged hours if an organization deactivates its account?

    Logged hours remain visible to volunteers on their profiles, ensuring personal records are preserved. Hours are never removed from the Organization unless manually deleted from the volunteer's profile.

Archive User Profiles

Important

Archiving a volunteer will remove Activity information (signups, assignments, backup list), General Interests and Committee memberships.
Please be certain that this is what you wish to do when archiving one or more profiles.

Before archiving a Donor be sure to cancel any active recurring donation subscriptions. You will not be able to archive a Donor if they have an active subscription.

Archive one User

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.

  2. Click on the person’s name from the list that appears.

  3. In the “Main” tab, click on the “Miscellaneous” section

  4. In the relevant module section (Volunteer, Client, Donor or Members), select “Archived” from the Status dropdown list

  5. Volunteer Impact: Select a Reason from the dropdown list

  6. Click the [Save Status] button

Archive Multiple Users

  1. Go to People, then click on the relevant option in your side bar

    1. Archive Volunteers

    2. Archive Clients

    3. Archive Donors

    4. Archive Members

  2. Search for the desired profiles to change

  3. Check the box beside each person requiring a status change (or check the “Select All” box at the bottom)

  4. Click the [Archive Volunteers] button (or Clients, Donors, Members)

  5. Volunteer Impact: Select the reason to apply to all selected volunteers

  6. Click to confirm that you understand that this process cannot be reversed

  7. Click the [Archive Volunteers] button (or Clients, Donors, Members)

Reactivate Archived Users

Reactivate One User

  1. Go to: People, then click on “Search”

  2. Search for the user you would like to make active again

  3. Mouse over the Options icon beside the volunteer

  4. Click on “Edit”

  5. In the “Main” tab, click on the “Miscellaneous” section

  6. In the relevant section (Volunteer, Client, Donor or Member), select a Status from the dropdown menu

  7. Click the [Save Status] button

Reactivate Multiple Users

  1. Go to People, then click on one of these options found in your sidebar

    1. Bulk Volunteer Status Change

    2. Bulk Client Status Change

    3. Bulk Donor Status Change

    4. Bulk Member Status Change

  2. Search for the desired profiles to change

  3. Check the box beside each person requiring a status change (or check the “Select All” box at the bottom)

  4. Click the [Update Status] button

  5. Select the status to apply to all selected users

  6. Click the [Update Status] button

Remove/Delete User Profiles

Important

Removing a user profile is final and cannot be undone.

If you remove someone from the last module (Client, Donor, Member or Volunteer) of which they are a member, by default they are removed completely from your organization. This means that there is no longer a connection between your Better Impact account and this user's profile. The removed user's profile will still exist within Better Impact's system.

For Volunteers: The hours will remain for reporting purposes only.

For Donors: The recorded donations will remain for reporting purposes only.

Before removing a Donor be sure to cancel any active recurring donation subscriptions. You will not be able to remove a Donor if they have an active subscription.

Since this is a very final action, it has been placed in its own interface to avoid accidental removal of a user profile. Depending on the circumstance, you might want to consider archiving the profile instead.

Remove/Delete One User

  1. Go to People, then click on “Remove Volunteers” (or Remove Donors, Client, Members) found in the sidebar under Volunteers

  2. Search for the volunteer you would like to remove

  3. Mouse over the Options icon beside the volunteer

  4. Click on “Remove”

  5. Click the [Remove] button to confirm

Remove Multiple Users

  1. Go to People, then click on “Remove Volunteers” (Or Remove Donors, Clients, Members) found in the left menu

  2. Search for the users you would like to remove

  3. Check the box beside each user you would like to remove (or check the “Select All” box at the bottom)

  4. Scroll to the bottom and click the [Remove Volunteers] (or Clients, Donors, Members) button

  5. Confirm that you understand that this process cannot be undone (which even includes if you phone us and ask really, really nicely). Please be certain you want them gone for good

  6. Click the [Remove Volunteers] (or Clients, Donors, Members) button

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How to Request Complete Profile Deletion

To permanently delete a user's profile from Better Impact, the user must email [email protected] specifying their request. This ensures the removal of their profile from the Better Impact system entirely.

Adding Back a Removed User

If you have removed a user profile and now would like to have that user back in your organization, you’ll need to:

  1. Generate a link to your application form

  2. Send that link to the user that was removed

  3. Have them re-apply, starting on the right-hand side of the page, labelled “I already have a username”

  4. Once the application has been re-submitted, you will once again see their profile in your account.

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Users Involved in Multiple Organizations

Users may use one profile to apply to many different organisations. When this happens, they will see information for all of them on their side.

How can a user use their current profile to apply to your organization?

If a user already has a profile on MyImpactPage.com (i.e. they are volunteering with another organization who uses Better Impact), they can complete your online application form by entering their existing username and password on the right, under the heading “I already have a username”.

Notes

If a user happens to create two profiles, they can merge their profiles at any time. However, they cannot merge two profiles belonging to the same organization.

If you create a new account with the same email address, the system shows a warning but allows the creation if the username is unique

What does the volunteer see?

Home Page

When a volunteer belongs to multiple organizations (via one username), they will see all of the organizations they volunteer with and the associated volunteer news on their main dashboard on MyImpactPage, listed in alphabetical order.

_______________________

Opportunities

They will have the option to select the organization when searching for opportunities:

_______________________

Schedule

The organization name will be clearly displayed on their schedule:

_______________________

Hours

They will be able to select the organization from a drop list when logging hours:
​

_______________________

Contacts

They will be able to select from a list of Administrators in each organization to email one of them from the Contact tab:

_______________________

Organizations they belong to

My Profile >> Organizations (lists all the organizations they are connected to):


​

Note

Volunteers will be able to Resign from the Organisation(s) they belong to on this menu as well.

Once a volunteer resigns, they will be Archived (Reason: Resigned) on the admin's side.

_______________________

Reports - Hours and Feedback

Volunteers will see a summary of their total combined hours on the main Report tab, followed by a 12-month breakdown by organization. They also have the ability to run and export a detailed hours or hours and feedback report that breaks down the total hours by organization for a desired time period.

Managing Duplicate Profiles

If you ever find yourself in a situation where one person has multiple profiles, here’s what you can do.

Option 1: Remove the duplicate profile from your organization. Note that this will remove data from the profile, so you might want to copy (manually) any data from that profile into the one that will be kept.

  • This is the only option if both profiles belong to the same organization.

Option 2: Have the user merge their profiles. This is something that only the volunteer can do, since they may be using that profile with another organization.

Important

Admins cannot merge profiles; this needs to be done by the volunteer/user.

If the profiles belong to the same Organization, it's not possible to merge them. An admin will need to remove the duplicate first.

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Managing User Profiles from the Enterprise

Enterprise administrators can oversee user profiles across all connected organizations, ensuring consistency and reducing duplicate data. From the enterprise level, you can add users to multiple organizations, change their status in sub-accounts, or remove them when necessary—all while maintaining a single, unified profile record.

Add a User to Another Organization within your Enterprise

This cannot be done in bulk; it must be done one at a time, from the enterprise level. The profile will be added to that organization with the status of either “Accepted” or “Applicant”; depending on the settings (i.e. “New volunteers require approval”) for “Volunteer 1” (application form 1) in the selected organization.

  1. Click the person icon at the top of the screen and type the user’s name into the Quick Search

  2. Click on the user’s name from the list that appears

  3. Click on the “Organizations” tab in their profile

  4. Mouse over the Options icon to the left of the desired Organization

  5. Select “Add to Organization as….”

  6. Click the [Confirm] button

Tip

To make a person an administrator in a specific organization, you must first add them to that organization, then log on to the organization and add them to the Administrator Module.

Change a User’s Status in a Sub Account

  1. Click the person icon at the top of the screen and type the user’s name into the Quick Search

  2. Click on the user’s name from the list that appears

  3. Click on the “Organizations” tab in their profile

  4. Mouse over the Options icon to the left of the desired Organization

  5. Select to change the user’s status (e.g. “Change Volunteer Status”)

  6. Select a new module status from the available dropdown menu

  7. Click the [Change…Status] button (e.g. [Change Volunteer Status])

Remove a User from a Sub Account

While a user can be removed from an account at the Organization account level, you can also remove a person from an account at the Enterprise level.

  1. Click the person icon at the top of the screen and type the user’s name into the Quick Search

  2. Click on the user’s name from the list that appears

  3. Click on the “Organizations” tab in their profile

  4. Mouse over the Options icon to the left of the desired Organization

  5. Select “Remove from Organization”

  6. Click the [Confirm] button

Note

You can only remove a user from an organization here if they belong to more than one organization, with the same Module, in your enterprise. To remove a user from the last (only) organization to which they belong, log into the organization account and proceed with removing them from there.

Updating and Maintaining User Profiles

Once a user profile has been created and properly managed, administrators can update and maintain key information to keep records accurate, complete, and actionable. This section covers updating custom fields, emergency contacts, qualifications, general interests and general availability.

Updating Custom Fields

Important

If you do not see this feature, it is because you don't have access to it - you may have a Limited Admin Role applied to your admin profile, or this feature is managed at the Enterprise level.

Please contact a full admin of your account to help you with that.

Update a User's Custom Field(s)

  1. Open the user's profile

  2. In the “Main” tab, click on the “Custom Fields” sub-tab

  3. Optional: Filter by the desired module(s) to display the custom fields associated with your selection

  4. Update the field(s) as required

  5. Click the [Save] button

Update Multiple Profiles in Bulk

  1. Go to: People > Volunteers > Custom Fields > Bulk Update User Custom Fields

  2. Search for the desired profiles to change

  3. Once the search is complete, select the Header from the dropdown list

  4. Select the Custom Field from the dropdown list

  5. Value: Select the new option to be applied to the selected profiles:

    • Set the desired value for every selected person, or

    • Remove the existing option for every selected person Click the [Update] button

  6. Check the box to confirm the changes

  7. Click the [Set the Value] button ​

Note

The “Bulk Update User Custom Fields” feature will replace any existing data in a field with the new data specified; once changed, this cannot be undone. If, however, you are using this feature to update “long text” in a Custom Field, the data you enter will be added to the existing text in that field.

Upload a File to a Custom Field

If you need to upload a file to a user’s profile, you can create a Custom Field with the type “File”. For each of these Custom Fields you can upload one file; maximum 4MB.

For more information on valid file types please this help article.

The maximum file name length for an uploaded file is 255 characters.

  1. Go to the “Custom Fields” section in the “Main” tab

  2. Scroll to the field where you want to upload a file. If a file has already been uploaded to the field, you’ll see its name underscored (you can click on that link to open the file). There’s also a checkbox to enable you to remove that file before uploading a new file.

  3. Beside the field you wish to upload a file to, click the button to select a file. Depending on the browser you are using, this button may have a different name:

    • Google Chrome: the button is called [Choose File]

    • Mozilla Firefox / Internet Explorer: the button is called [Browse…]

    • Follow the steps in your browser’s file manager to select the desired file to upload and click the [Open] button

  4. Back in the Custom Fields section, click the [Save] button.

Accepting/Rejecting Custom Fields

If your Custom Fields are set to Read/Write with approval, they will end up pending on your admin dashboard and you'll need to manually approve them.

One Custom Field

  1. Go to: People > Volunteers > Custom Fields > Approve Custom Fields

  2. From the Admin Home Page, click on the “Custom Field Approvals” in the Status Update section.

  3. Mouse over the Options icon beside the entry

  4. Click on “Approve” or “Reject”

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One Custom Field from an Individual’s Profile

  1. In the “Main” tab, click on the “Custom Fields” sub-tab

  2. Click the green [Approve] or [Reject] button

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Multiple Custom Fields

  1. Go to: People > Volunteers > Custom Fields > Approve Custom Fields

    • Or, from the Admin Home Page, click on the “Custom Field Approvals” in the Status Update section

  2. Optional: Use the module filters to see pending approvals for specific modules

    • Click the [Filter] button

  3. Check the box beside each entry you would like to approve or reject

  4. Scroll to the bottom and select the desired value from the “Change Selected” dropdown list

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Updating Qualifications

Important

If you do not see this feature, it is because you don't have access to it - you may have a Limited Admin Role applied to your admin profile, or this feature is managed at the Enterprise level.

Please contact a full admin of your account to help you with that.

Update One Volunteer’s Qualifications

  1. In the “Main” tab, click on the “Qualifications” sub-tab

  2. Update the qualification(s) as required

  3. Click the [Save] button

Update Multiple Profiles in Bulk

  1. Go to: People > Volunteers > Qualifications > Bulk Update User Qualifications

  2. Search for the desired profiles to change

  3. Once the search is complete, select the Qualification from the dropdown list

  4. Value: Select the new option to be applied to the selected profiles:

    • Set the desired value for every selected person, or

    • Remove the existing option for every selected person

  5. Click the [Update] button

  6. Check the box to confirm the changes

Updating Expiring Qualifications

Tracking qualification expiration ensures volunteers meet eligibility requirements and helps maintain organized records for compliance.

Managing Expiring Qualifications

  1. Go to: People > Volunteers > Qualifications > Expiring Qualifications

    • Or, from the Admin Home Page, click on the “Expiring Qualifications” in the Status Update section

  2. Mouse over the Options icon to the left of a profile

  3. Select the action you would like to take from the available dropdown menu

Admins can use these tools to ensure volunteers remain eligible by timely updating their qualifications.

Managing Expired Qualifications

  1. Go to: People > Volunteers > Qualifications > Expired Qualifications

    • Or, from the Admin Home Page, click on the “Expired Qualifications” in the Status Update section

  2. Mouse over the Options icon to the left of a profile

  3. Select the action you would like to take from the available dropdown menu

Admins should review and, if necessary, update expired qualifications to ensure no volunteers are excluded unnecessarily.

Accepting/Rejecting Qualifications

One Qualification

  1. Go to: People > Volunteers > Qualifications > Approve Qualifications

    • Or, from the Admin Home Page, click on the “Qualification Approvals” in the Status Update section

  2. Mouse over the Options icon beside the entry

  3. Click on “Approve” or “Reject”

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One Qualification from an Individual’s Profile

  1. In the “Main” tab, click on the “Qualifications” sub-tab

  2. Click the [Approve] or [Reject] button

___________________________

Multiple Qualifications

  1. Go to: People > Volunteers > Qualifications > Approve Qualifications

    • Or, from the Admin Home Page, click on the “Qualification Approvals” in the Status Update section

  2. Check the box beside each entry you would like to approve or reject

  3. Scroll to the bottom and select the desired value from the “Change Selected” dropdown list ​

_________________________________

Updating General Interests

Update One User's General Interests

  1. Open the user's profile

  2. In the “Main” tab, click on the “General Interests” sub-tab

  3. Update the General Interest(s) as required

  4. Click the [Save] button

___________________________

Update Multiple User Profiles in Bulk

  1. Go to People > Volunteers > Bulk General Interest Management

  2. Search for the desired profiles to change

  3. Once the search is complete, select the General Interest from the dropdown list

  4. Action: Select the new option to be applied to the selected profiles:

    • Add general interest to volunteer(s)

    • Remove general interest from volunteer(s) Click the [Update] button

  5. In the pop-up box, check to confirm you are certain of the action, and then click the [Add general interest to volunteer(s)] or [Remove general interest from volunteer(s)] button

Updating General Availability

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search bar

  2. Click on the person’s name from the list that appears

  3. In the “Main” tab, click on the “General Availability” sub-tab

  4. View the person’s availability or make any changes necessary

  5. Click the [Save] button

Additional Profile Management Tasks

- Printing, Adding Notes and managing Group Profiles -

Beyond updating basic profile details, administrators can perform several additional actions to keep records organized and communication effective.

These include printing profiles for recordkeeping, adding internal notes or managing group profiles.

Printing a User Profile

Administrators can print user profiles to share offline records or review information in meetings. The printable version includes contact details, qualifications, hours, and other key data.

You can follow these steps to print/save a profile as a PDF.

  1. Click the person icon at the top of the screen and type the person’s name into the Quick Search.

  2. Click on the person’s name from the list that appears.

  3. Click on the printer icon to the right of the individual’s name.

  4. Select a printer (or available PDF option); and adjust settings if needed.

  5. Click 'Print' (or available print/save PDF option)

Note

The printing option is only available when viewing a profile.

Volunteer Notifications

  • Volunteers don’t receive notifications about any changes made to their profile or schedule in the system.

  • However, volunteers can opt in to receive a weekly schedule reminder by email.

  • This email is sent weekly, over the weekend, and it shows the volunteer’s schedule for the next two weeks.

Refreshing Profile Data

If recent hours or activity data do not appear immediately on a user’s profile, refreshing the data ensures totals and statistics display accurately.

Steps:

  1. Open the user’s profile.

  2. On the Main tab, click the Refresh button.

  3. Updated totals will appear on the dashboard.

Tip

Use this whenever you’ve recently logged hours or modified activity records, and totals haven’t updated automatically.

Adding Notes to a User Profile

Note sections are available in multiple areas of the software.

  • Notes can only be added to personal profiles

  • Notes can't be added to non-personal sections, such as individual activity shifts for example

Different types of Notes

You have three ways to add notes to a User's profile: the Note Log, the Miscellaneous tab or as a Custom Field.

Here are the differences between those:

  • Note Log: This area is found under the Communicate tab of a profile.

    • These notes are permanent, uneditable, and only visible to admins who have access to the Note Log feature. (You can limit access via Limited Admin roles.)

  • Notes: This area is found under the Miscellaneous tab of a profile.

    • These notes can be edited and/or deleted and are not visible to volunteers.

  • Custom Field: You can add a long text custom field to hold Notes.

    • These notes can be edited and/or deleted and, depending on the settings, can be made visible to volunteers if you so choose.

The Note Log

The Note Log provides a space for permanent and confidential notes, that are not visible to users. Only Administrators with access to the Note Log will see the history of the notes entered into the profile.

Note log notes are permanent and cannot be edited or deleted (even by support).

Add a note in a user's profile

  1. Open the User's profile

  2. Click on the “Communications” tab

  3. Click on the “Note Log” sub-tab

  4. In the “Add a Note to the Log” section, enter your notes in the “Entry” box

  5. Select the modules associated with the note (this will determine the administrators who will be able to see the note)

  6. Click the [Save] button

  7. Check the box confirming you wish to add the permanent note to the volunteer profile

  8. Click the [Save] button

Add a note to multiple profiles

  1. Go to Communicate, then click on “Log Notes”

  2. Search for the desired profiles

  3. Optional: For search results of less than 1000, open the “Search Results” section if you want to de-select any names that are listed

  4. In the “Log Notes” section, enter your notes in the “Entry” box

  5. Select the modules associated with the note (this will determine the administrators that will be able to see the note)

  6. Click the [Save] button

  7. Check the box confirming you wish to add the permanent note to the volunteer profiles

  8. Click the [Save] button

The Miscellenous tab

The "Notes" field is for admin use only and is never displayed to the volunteer.

  1. Open the User's profile;

  2. Go to the Main tab and to the sub-tab Miscellaneous;

  3. Scroll down to the Note section;

  4. Add the note you want to;

  5. Click the [Save] button

Tip

You can edit these notes by following the same steps above.

Using Custom Fields

You can use a Long Text type Custom Field A Custom Field to add a note to a user's profile.

These notes can be edited and/or deleted and, depending on the settings, can be made visible to users if you so choose.

  1. Go to Configuration > Profile Customisation > Custom Fields

  2. Mouse over the Options icon in the “Custom Field” bar and click on “+ New Custom Field” (or click the [+ New Custom Field] button at the bottom of the page)

  3. Enter a Custom Field name (maximum 200 characters)

  4. Select the Header for the Custom Field from the drop-down list

  5. Modules: Select the module(s) that will need the Custom Field

  6. Permissions: Select what the volunteer can do with the Custom Field;

  7. Display: Choose where you want to display this custom field - If you choose "MyImpactPage" it will be visible to users.

  8. Type: To create Notes it is best to select the "Long Text" type as it allows for longer notes.

How to Help Your Volunteers

The first step to be able to help your volunteers would be to understand how they access their profiles. So, here is where we start.

How Does a Volunteer Access their Profile? – Video Overview

Change Management – How to Introduce Volunteers to the Software

Many organizations have volunteer programs comprised of individuals with varying levels of computer proficiency. Grouping your volunteers into different categories can help you introduce them to MyImpactPage.com through tailored approaches that suit their needs and will help all levels feel comfortable with the new software. We offer the following suggestions to help:

  1. Highly Proficient: Begin with the highly proficient computer users; provide a self-study training manual or direct them to the MyImpactPage.com help pages

  2. Some Proficiency: For the moderately proficient users, provide an in-class training session or webinar meeting

  3. Low Proficiency: For those not particularly comfortable with computers; provide one-on-one hands-on support/training. Introducing a Peer Support Program (instructions below) can help you match these individuals with those in the first two groups.

Built-in MyImpactPage.com Support for Volunteers

All volunteers have access to a Help page with support documents that Better Impact creates and maintains. These include short videos and step by step instructions that demonstrate everything a volunteer needs to do in MyImpactPage.com.

Volunteers can access the support documents by clicking on the [? Help] link in the top right-hand corner of any page on MyImpactPage.com.

Creating Customized Help Documents for Volunteers

Organizations can create their own customized help document, webpage and/or video for volunteers to utilize specific to the functions they will be using on MyImpactPage.com

The examples below are provided by the Assiniboine Park Conservancy:

Once the customized the help document or webpage is created, they can be made accessible to volunteers online.

Notes

Better Impact can create customized help documents for your volunteers for an additional fee. Please contact us for more details.

Better Impact Support is not a feature available for your Clients, Donors, Members or Volunteers because your organization is unique and so are your services.

We understand this can be frustrating for all involved, but we prefer to err on the side of caution. By limiting our contact, you remain their primary contact for all issues related to their service with your organization.

Some common questions we have seen relate to logging on, which an administrator can help with by sending the organisation-specific links or by resetting the username and/or password.

We can, however, help you, help them, when you can’t resolve the issue. If this happens, please ask the individual to send you a screenshot of their screen, including the URL and any error messages they receive, along with a detailed description of the problem. Having this information will help us diagnose the issue as quickly as possible when you reach out to our team.

Add Custom Help Link for Your Volunteers

  1. Upload it online (one commonly used method is cloud storage like Dropbox, Google Drive or OneDrive) or create a webpage

  2. Send your document URL or website URL and document name to Better Impact at [email protected]. Note: the document name will become the name of the link that your volunteers will be able to click on to access your help page.

  3. Let us know if you would like this help page to replace or supplement the volunteer help articles that are already provided by Better Impact

  4. We will enable this link to your custom help page on MyImpactPage.com

  5. The Support Team will let you know when it is ready to go

Create a Peer Support Program

When transitioning to any new software, there are often segments of your volunteer population that are more proficient with computers than others. Setting up a Peer Support volunteer role (through Activities) can enable these volunteers to help their peers learn the software features, while fostering collaboration and a team approach within your organization.

Create a Category

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. Mouse over the Options icon in the “Activities” header and click on “New Category” (or click the [+ New Category] button at the bottom of the page)

  3. Enter the Activity Category name, “MyImpactPage.com Training”

  4. Optional: Enter a Description

  5. Click the [Save] button

Create a Trainer Volunteer Role (for volunteers to sign up to deliver the training)

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. Mouse over the Options icon in the “Activities” header and click on “New Activity” (or click the [+ New Activity] button at the bottom of the page)

  3. Enter the Activity name, “MyImpactPage.com Trainer”

  4. Select the options for Category, Application Form, Active Status, Hours Logging and Group Sign up. (Activity Report Group will also be available for members with an Enterprise Account).

  5. Option: Enter Descriptions:

    • Pre-assigned: Seen by those not yet assigned/scheduled

    • Post-assigned: Seen by assigned/scheduled volunteers

    • Internal: Visible only to Administrators

  6. Click the [Next] button to choose your schedule options

  7. Continue through the tabs to finish creating the activity; click the [Save] button once complete

Create a Trainee Volunteer Role (for volunteers to sign up to receive the training)

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. Mouse over the Options icon in the “Activities” header and click on “New Activity” (or click the [+ New Activity] button at the bottom of the page)

  3. Enter the Activity name, “MyImpactPage.com Trainee”

  4. Select the options for Category, Application Form, Active Status, Hours Logging and Group Sign up. (Activity Report Group will also be available for members with an Enterprise Account).

  5. Option: Enter Descriptions:

    • Pre-assigned: Seen by those not yet assigned/scheduled

    • Post-assigned: Seen by assigned/scheduled volunteers

    • Internal: Visible only to Administrators

  6. Click the [Next] button to choose your schedule options

  7. Continue through the tabs to finish creating the activity; click the [Save] button once complete

Volunteer Impact User Manual - Assiniboine Park Conservancy.pdf

Training Videos - Assiniboine Park.pdf

Best Practices and Troubleshooting

Maintaining accurate, consistent, and well-managed user profiles ensures reliable reporting, smooth scheduling, and effective communication. Following best practices helps prevent errors, reduce duplicates, and keep volunteer and donor records in top shape.

Topic

Key Points / Overview

Action / Recommendations

Keeping Data Accurate and Up to Date

Regular profile review ensures accurate reporting. Archive instead of deleting when possible.

Maintain consistent data entry practices.

- Review/update profiles quarterly or after major events.

- Verify qualifications, interests, and availability.

- Encourage volunteers to review MyImpactPage details.

Understanding Profile Visibility and Permissions

Permissions determine what admins and users can see or edit.

- Full admins: manage all profiles in their org.

- Enterprise admins: manage across sub-accounts.

- Users: view/edit only their own profiles.

- Restricted fields remain hidden.

Recent Hours or Totals Not Showing

Hours may be missing due to logging issues, unapproved hours, or filters.

- Check Hours tab for correct entries.

- Approve pending hours if required.

- Verify auto-log settings on activities.

- Confirm report filters.

- Refresh the profile to update totals.

Handling Duplicate Profiles

Only users can merge profiles;

Admins must remove duplicates in the org first.

- Remove extra profiles (cannot be undone; copy important data first).

- Instruct user to log in and merge

Volunteer Can’t Log In

Most login issues are due to mismatched usernames/passwords or case sensitivity.

- Confirm username matches the profile.

- Manually retype credentials (no copy/paste).

- Check CAPS LOCK.

- Reset password if issue persists.

- Volunteer reset

- Admin reset

- Extra spaces before or after usernames and passwords will make a difference; make sure no extra spaces are present when troubleshooting login issues.

Password Requirements

Ensure secure credentials.

- Minimum 12 characters.

- At least one uppercase, one lowercase, one number.

- Case sensitive.

- Admin Tip: Use simple temporary passwords (e.g., org initials + number) for initial login.

General Tips for Managing User Profiles

  • Maintain consistency: Use standard naming conventions, formats, and data entry practices across all profiles to improve reporting and reduce errors.

  • Update regularly: Review profiles after major events, quarterly, or whenever changes occur in contact info, availability, qualifications, or module assignments.

  • Archive instead of delete: Archiving preserves some historical data while removing active access. Only delete profiles when absolutely necessary.

  • Verify accuracy: Double-check critical fields before running reports.

  • Monitor duplicate profiles: Periodically search for duplicates using names, emails, or usernames to maintain clean records.

  • Encourage user involvement: Ask users to review their own MyImpactPage details to confirm accuracy.

  • Leverage role-based access: Assign permissions carefully to ensure admins have the access they need without exposing sensitive fields unnecessarily.

  • Document unusual cases: Use profile notes for context on exceptions, group profiles, or special arrangements - this improves continuity if other admins take over management.

Related Articles
Comprehensive Guide to Activities
Permission and Display Options for Custom Fields and Qualifications
Glossary and Abbreviations
Comprehensive Guide to eLearning Modules
Comprehensive Guide to Volunteer Recognition
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