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Comprehensive Guide to Searches

Find, filter, and save custom user lists to email, report on, or update—right from the feature where you’ll use them..

Updated this week

Keywords: Search; Search Criteria; Dynamic Dates; Save Search; Pin Search; Using Searches

Overview

Searching in Better Impact allows administrators to quickly locate and group users based on a wide variety of criteria, from profile details to participation history. Searches can be run for one-time use, saved for future access, pinned to your homepage for quick launching, or set up with Dynamic Dates to automatically adjust to the current date range. Whether your goal is to email participants, run reports, update profile data, or view activity engagement, Better Impact’s search tools give you the flexibility to find exactly who you need, when you need them.

Where to Search

Before starting any search, think about what you plan to do with the results. Better Impact offers different search locations depending on your goal, and it’s important to remember:

Saved searches are menu-specific.
A search saved in one menu (e.g., People) cannot be used in another menu (e.g., Reports or Communicate). If you need the same criteria in multiple areas, you’ll need to recreate and save the search in each relevant menu.

Search Area

When to Use

Send an Email

(Communicate >> Send Email)

Find users to email as a group.

People Search

(People >> Search)

Pull a clickable list of profiles to view or edit individually. Great for quick lookups or targeted profile work.

Bulk Update

(People >> Bulk Update [options])

Identify users for updating custom fields, qualifications, or general interests.

Reports

(Reports >> [Any Report that allows to report on a specific group])

Create exportable lists for use outside Better Impact.

Name Tag Wizard

(Reports >> Name Tag Wizard)

Create name tags, badges, or printable items.

Tips:

  • If the report doesn’t start with a search, look for the blue “Report on a specific group” button at the top to open one.

  • Searches run in Send Email, People Search, or Personal Profile Raw Data Report can be saved and pinned for reuse.

  • Use Dynamic Dates if your saved search includes time-based criteria so you don’t need to update it manually later.

Running a Search

Search interfaces are available in multiple areas of Better Impact, allowing administrators to filter users by applying specific search criteria. Searches can also be saved and pinned for future use.

Where Searches Can Be Used

  • People Search: Get a list of volunteers who match your criteria.

  • Sending emails or texts: Filter users to target communications.

  • Generating reports: Narrow down users before running a report.

  • Applying bulk updates: Identify users for profile updates or qualifications.

Steps to Run a Search


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  1. Navigate to any feature that includes a search option (e.g., People >> Search, Communicate >> Send Email).

  2. Select Module and Status Filters to include the desired user statuses.

    • For multiple statuses, choose either:

      • Any of the selected modules and any of the selected statuses

      • All of the selected modules and any of the selected statuses

  3. Optional: Apply additional filters:

    • Communication Filters: Email or text messaging status

    • Group Filters: If group scheduling is enabled, choose Individuals, Groups, or both

  4. Optional: Click [Add Search Criteria] to add more search options

  5. Click [Search] to run the search.

Print or Export your Search

On People >> Search:

Click the print icon in the top right corner of your search results to print it.

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On Reports:

After running the search and getting the report results, click the Export Report button - this will save the report in your chosen file format to your computer, from which you can print it.

Saving, Pinning, and Running Saved Searches

Saved searches allow administrators to store frequently used search criteria for easy reuse. Pinning a search makes it quickly accessible from the admin homepage. There is no limit to the number of searches an administrator may save.

Saved searches are unique to the administrator and the feature in which it is created. Your saved searches are not available to other administrators or in other menu options.


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Saving (and pinning) a Search

  1. Run a search in any area with the search feature (e.g., Communicate >> Send Email, People >> Search).

  2. Set your search parameters.

  3. Click the [Save] button.

  4. Name the search (up to 200 characters).

  5. Optional: Check “Pin” to make the search quickly accessible from your homepage.

  6. Click [Save].

Running a Saved Search

  1. Go to any page with the saved search feature.

  2. Select a saved search from the dropdown list.

  3. Click [Load].

  4. Optional: Modify or add additional search criteria.

  5. Click [Search].

Pinning/Unpinning a Saved Search

  • Pinning makes the saved search available on your admin homepage.

  • You can pin a search either when saving it or later:

    1. Click [Manage Saved Searches] - Go to any feature where saved searches are available.

    2. Mouse over the Options icon next to a saved search.

    3. Select Pin Search or Unpin Search.

    4. Click [Close].

Running a Pinned Search

  1. Go to the Home page by clicking the house icon.

  2. In the Pinned Search section, click the desired search name (listed alphabetically).

  3. You will be taken to the associated feature, and the search will automatically run.

  4. Tip: Hover over the Options icon and select View to see the filters and criteria of the pinned search.

Managing Saved Searches

  1. Go to a feature with saved searches (e.g., Communicate >> Send Email, People >> Search) and click [Manage Saved Searches].

  2. Click the Options icon next to a saved search and choose the desired action:

  • View – see the search criteria

  • Rename – update the search name

  • Load – load the search to modify or run

  • Load and Go – run the search immediately

  • Delete – remove the saved search

  • Pin/Unpin Search – choose whether you want your search to appear on your admin homepage

Dynamic Dates

Dynamic Dates allow administrators to save date-based search criteria without having to manually update the dates each time the search is run. This is useful for recurring reports or searches based on time frames like “this month” or “last 6 months.”

How to Use Dynamic Dates

  1. Start a basic search, selecting the desired modules/statuses, and optional group or communication filters.

  2. When adding a date criteria, click the [Change to Dynamic Date] button to the right of the date field.

    • To revert to a standard date, click [Change to Date].

  3. Click the date field to open the pop-up box.

  4. Choose the type of dynamic date search:

    • Basic: Select from predefined options like “Start of the Current Month” or “End of the Current Week.”

    • Advanced:

      • Enter a number increment and choose type (Day(s), Week(s), Month(s), Quarter(s), Year(s))

      • Select Before or After

      • Choose an anchor date from the dropdown

  5. A hint shows the exact date currently represented by your selections.

  6. Click [Set] to apply, then continue adding criteria or run your search.

Available Dynamic Date Choices (Basic):

  • The Current Day

  • Start/End of the Current Week

  • Start/End of the Current Month

  • Start/End of the Current Quarter

  • Start/End of the Current Year

Tip: Dynamic Dates make saved searches and reports automatically update based on the current date, ensuring recurring searches remain accurate without manual edits.

Video Demos

📽️ Video Demo – Basic Dynamic Dates: Saving and Pinning an Email Search for volunteers who have logged at least 1 hour in the last month

📽️ Video Demo – Advanced Dynamic Dates: Saving and Pinning an Email Search for volunteers who have not logged hours in the last 6 months

Using Search Criteria – Searching by…

Search criteria allow administrators to filter users based on specific attributes or activities. Depending on your goal, you can narrow down results by profile information, qualifications, hours logged, communications, and more.

Tip: You can combine multiple search criteria to create precise lists for emails, reports, or bulk updates.

Searching by Profile Information

Searching by Volunteer Anniversary (Years of Service)

The automated Anniversaries feature is calculated from the profiles’ Date Joined; found in the Miscellaneous section of all profiles. The Date Joined is the original date the application form was completed and submitted to the organization.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Volunteer Anniversary” from the dropdown list

  5. You can either search by entering exact dates (month and day values) or by using dynamic dates

  6. Years of Service: Select a desired option from the dropdown menu, and enter a number of years into the associated field(s)

  7. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Volunteer Application Form Number

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Application Form” from the dropdown list

  5. Application Form:

    • Select the desired type of match from the dropdown list

    • If “Is equal to”, “Is not equal to” or “Is empty or not equal to” was selected, choose the application form (1, 2, 3) from the dropdown list

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Date of Last Profile Status Change

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select the relevant option from the dropdown list

    • Date of Last Volunteer Status Change

    • Date of Last Client Status Change

    • Date of Last Member Status Change

    • Date of Last Donor Status Change

  5. Optional: Enter a date to search for the Date of Last Status Change On or After or On or Before a specific date. If you enter a date for both, you can search for the Date of Last Status Change within a date range

    • You can either search by entering exact dates or by using dynamic dates

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Last Login Date

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Login Date” from the dropdown list

  5. Status: Select either “Has logged in” or “Has not logged in”

  6. Optional: Enter a date to search for Login Dates On or After or On or Before a specific date. If you enter a date for both, you can search for Login Dates within a date range

    • You can either search by entering exact dates or by using dynamic dates

  7. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Miscellaneous Volunteer Notes

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Miscellaneous Volunteer Notes” from the dropdown list

  5. Select the desired Match Type:

    • Does not have volunteer notes

    • Has volunteer notes

    • Volunteer notes contains (Enter the desired text to include in your search)

    • Volunteer notes does not contain (Enter the desired text to include in your search)

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Date Joined

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select the relevant option from the dropdown list

    • Volunteer Date Joined

    • Client Date Joined

    • Member Date Joined

    • Donor Date Joined

  5. Enter a date to search for the Date Joined On or After or On or Before a specific date. If you enter a date for both, you can search for the Date Joined within a date range.

    • You can either search by entering exact dates or by using dynamic dates

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Personal Profile Information

Searching by Age

The automated Age feature is calculated from the birthdates provided in the Contact Information section of the profiles. The software will only be able to utilize information that has been entered into this field.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Age” from the dropdown list

  5. Age: Choose what you consider a match for your search from the dropdown menu

    • Enter the numeric value(s) you consider a match for your search, in the available field(s); this step is not necessary if you selected “Is empty” or “Is not empty” in the menu

  6. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Birthday

The automated Birthday features are calculated from the birthdates provided in the Contact Information section of the profiles. The software will only be able to utilize information that has been entered into this field.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Birthday” from the dropdown list

  5. Birthday: Select (or enter) the month and date for your search. This will enable you to look for people with birthdays between two dates without having to enter the year of birth (e.g. to search for those with a birthday in the month of December). You can either search by entering exact dates or by using dynamic dates

  6. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Classification

This option is only visible on Enterprise accounts and if specific Classifications have been created.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select the desired Classification from the dropdown list

    • Activity Classification

    • Community Classification

    • Organization Classification

    • Suitability Classification

    • Duration Commitment Classification

    • Time Commitment Classification

  5. Choose to retrieve results that match “All”, “Any” or “None” of the Classifications you select

  6. Select the checkbox(es) beside the desired Classification(s)

  7. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Committees

This option is visible only if Committees have been created.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Committees” from the dropdown list

  5. Choose to retrieve results that match “All”, “Any” or “None” of the Committees you select

  6. Select the checkbox(es) beside the desired Committee(s)

  7. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Contact Information

When performing a search using Contact Information as your search type, the following fields include multiple fields in the search:

1. First Name searches “First Name” and “Legal First Name”
2. Phone Number searches “Home Phone”, “Work Phone” and “Cell Phone”
3. Email Address searches “Email Address”, “Secondary Email Address” and “Mobile email”

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Contact Information” from the dropdown list

  5. Enter what you consider a match for your search:

    • All name fields, username, email address and post/postal/zip code – A match is created if what you type in matches the whole field or the beginning of it. e.g. Typing in “Janet” and searching will match on Janet. Typing in “Jan” and searching will match on Janet and Jane and Jan

    • All other text fields – A match is created if what you type in is contained anywhere in the field. e.g. Typing in “Bloomington” will match on City of Bloomington

  6. Choose to retrieve results that match “All”, “Any” or “None” of the fields you have selected

  7. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Date of Birth

The automated Birthday features are calculated from the birthdates provided in the Contact Information section of the profiles. The software will only be able to utilize information that has been entered into this field.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Date of Birth” from the dropdown menu

  5. Date of Birth: Choose what you consider a match for your search from the dropdown menu

    • Complete the date field(s), including month, day and year, if applicable to your menu selection

      • You can either search by entering exact dates or by using dynamic dates

  6. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by General Availability

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “General Availability” from the dropdown menu

  5. Choose to retrieve results that match “All”, “Any” or “None” of the criteria you select

  6. Select the day(s) of the week and time(s) of day to include in your search

  7. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search
    ​

Searching by General Interests

This option is visible only if General Interests have been created.

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “General Interests” from the dropdown menu

  5. Choose to retrieve results that match “All”, “Any” or “None” of the General Interests you select

    1. Optional: Filter by the active status of your General Interests (Active [default], Inactive, Don’t Filter)

  6. Select the checkbox(es) beside the desired General Interest(s)

  7. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields

These options are visible only if Custom Fields of the type specified have been created.

Searching by Custom Fields: Check Boxes

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header, select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search, either “Is checked” or “Is not checked”

  8. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields: Dates

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header, select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search from the dropdown menu

  8. Match Value: Choose what you consider a match for your search by completing the date field(s), if applicable to your Match Type selection

    • You can either search by entering exact dates or by using dynamic dates

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields: Drop-down Lists

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header, select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search from the dropdown menu

  8. Match Value: Choose what you consider a match for your search from the dropdown menu; this step is not necessary if you selected “Is empty”, “Is not empty” or “is empty or not equal to” in the Match Type

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields: File Type and Signed Documents

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search, either “Is empty” or “Is not empty”

  8. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields: Number Field

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header, select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search from the dropdown menu

  8. Match Value: Enter the numeric value(s) you consider a match for your search, in the available field(s); this step is not necessary if you selected “Is empty” or “Is not empty” in the Match Type

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields: Text Fields

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header, select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search from the dropdown menu

  8. Match Value: Enter the text you consider a match for your search; this step is not necessary if you selected “Is empty” or “Is not empty” in the Match Type

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Custom Fields: Yes/No

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Custom Fields” from the dropdown list

  5. In Header, select the Custom Field Category where the desired custom field was created

  6. Select the Custom Field you want to use

  7. Match Type: Choose what you consider a match for your search from the dropdown menu

  8. Match Value: If “Is Equal To” or “Is empty or is not equal to” was selected for the Match Type, choose “Yes” or “No”

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Qualifications

At least one Qualification must be created for this option to be visible.

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Qualifications” from the dropdown list

  5. Qualifications: Select desired option from dropdown list

  6. Match Type: Choose what you would consider a match:

    • Ranked Qualifications (Is equal To, Is greater than or equal to, Is less than or equal to, Is empty, Is not empty, Is empty or not equal to)

    • Exact Match Qualifications (Is equal to, Is not equal to, Is empty, Is not empty, Is empty or not equal to)

  7. Level: Select the match level from the dropdown list

  8. If the Qualification has an expiration date, select the desired Expiry Date Match Type:

    • Is not currently expired

    • Is currently expired

    • Is expired as of

      • Enter date

    • Will expire between dates

      • Enter date range

    • Ignore expiry

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Hours and Feedback

Searching by Feedback Fields

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Feedback Fields” from the dropdown list

  5. Select the desired Feedback Field from the drop-down list that appears.

  6. Complete the fields associated with the selected Feedback Field. The available options will depend on the data type of the selected Feedback Field

  7. Optional: Enter a date to search for feedback logged On or After or On or Before a specific date. If you enter a date for both, you can search for feedback logged within a date range.

  8. You can either search by entering exact dates or by using dynamic dates

  9. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Hours Logged

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Hours Logged” from the dropdown list

  5. Select: Hours logged “Is greater than or equal to” or “Is less than or equal to”

  6. Enter the desired number of hours into the associated field

  7. Optional: Enter a date to search for hours logged On or After or On or Before a specific date. If you enter a date for both, you can search for hours logged within a date range.

    • You can either search by entering exact dates or by using dynamic dates

  8. Optional (For Enterprise Only): Filter for a specific Activity Report Group. If this is left at “Do not filter”, all Activities within all Activity Report Groups will be considered.

  9. Optional: Filter for a specific Activity Category. If this is left at “Do not filter”, all Activities within all Activity Categories will be considered.

  10. Optional: Filter for a specific Activity within the Activity Category selected above. If this is left at “Do not filter”, all Activities within the selected Activity Category will be considered.

    • Select whether to search only “Active” activities (default), “Inactive” activities or “Don’t Filter”

  11. Optional: Select an option to include only “Approved Hours” or “Unapproved Hours”

  12. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Note: If this search is conducted in an account associated with an Enterprise, that utilizes Activity Report Groups, an additional dropdown will be available to filter further if necessary. If available, we typically do not recommend that this filter be used in combination with the Category filter in the same search criteria.

Searching by Time Clock Status

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Time Clock Status” from the dropdown list

  5. Choose the desired status – either “is on the clock” or “is not on the clock”

  6. If “on the clock” is selected, you can apply additional filters

    • Optional: Filter for a specific Activity Category. If this is left as “Do not filter”, all Activities within all Activity Categories will be considered.

    • Optional: Filter for a specific Activity within the Activity Category selected above. If this is left as “Do not filter”, all Activities within the selected Activity Category will be considered.

  7. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Activity Information

Searching by Activity

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Activity” from the dropdown list

  5. Schedule Status: Select the desired box(es) for Signed Up, Assigned or Backup List.

  6. For shifts that are: For scheduled activities, select whether to consider shifts that occur “On or after today only”, “Before today only” or “Don’t Filter” (default)

  7. For the following activities: Select whether to consider only “Active” activities (default), “Inactive” activities or “Don’t Filter”

  8. Click the [+] button for the desired Activity Category to select one or more Activities belonging to that Category. You can select any number of Activities within any of the Categories.

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Activity Category

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Activity Category” from the dropdown list

  5. Schedule Status: Select the desired box(es) for Signed Up, Assigned or Backup List.

  6. For shifts that are: For scheduled activities, select whether to consider shifts that occur “On or after today only”, “Before today only” or “Don’t Filter” (default)

  7. For the following activities: Select whether to consider only “Active” activities (default), “Inactive” activities or “Don’t Filter”

  8. Select one or more Categories; or “Select All”

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Activity Shift

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Activity Shift” from the dropdown list

  5. Schedule Status: Select the desired box(es) for Signed Up or Assigned

  6. Select a Shift: Select the Category from the dropdown list. If there are Activities in the selected Category, the Activity drop-down will display

  7. Select the Activity from the drop-down. You can select whether to consider only “Active” activities (default), “Inactive” activities or “Don’t Filter”. If the selected Activity is scheduled, the Shift drop-down will display

  8. Select a single shift from the dropdown list

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Backup List (see who is on the Backuplist)

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Activity” from the dropdown list (you can select “Activity Category” if you wish to include multiple Activities from a category)

  5. In “Schedule Status”, check the box for “On the backup list”

  6. Optional: Select the desired option(s) for “For shifts that are” and “For the following activities”

  7. Click the category heading to display the Activities in that category

  8. Select the desired Activity from the category

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Pending Signups

If you want to see who has signed up (expressed an interest) for a specific activity but has yet to be assigned to it, you can run a search:

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. In the “Module and Status, Communication and Group Filters” sections, choose who you would like to include in the search

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Activity” [this is the first part of the search]

    • You can select “Activity Category” if you wish to include multiple Activities from a category

  5. Schedule Status: check the “Signed Up” box

  6. Scroll down to the “For the following activities” section and select the desired Activity

    • “In the selected category(ies)” if “Activity Category” was chosen

  7. Click the [Add] button

  8. Search Type: “Activity” [this is the second part of the search]

    • You can select “Activity Category” if you wish to include multiple Activities from a category

  9. Schedule Status: Check the “Not Assigned” box

  10. Scroll down to the “For the following activities” section and select the desired Activity (i.e. the one you chose above)

    • “In the selected category(ies)” if “Activity Category” was chosen

  11. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching for Volunteers Qualified for an Activity

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Qualified for Activity” from the dropdown list

  5. Select “Qualified for activity” or “Not qualified for activity”

  6. Select the desired Category

  7. Select the Activity from the drop-down. You can select whether to consider only “Active” activities (default), “Inactive” activities or “Don’t Filter”

  8. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search ​

Searching by Schedule Date

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Schedule Date” from the dropdown list

  5. Choose whether you want to search for volunteers that are either “On the Schedule”, “Not on the Schedule”, “On the Schedule but not confirmed” or “On the Schedule and confirmed”

  6. Enter the starting date and time (Between) along with the ending date and time (And) for Activity assignments to include in your search. You can either search by entering exact dates or by using dynamic dates.

  7. Optional: Filter for a specific Activity Category. If this is left at “Do not filter”, all Activities within all Activity Categories will be considered.

  8. Optional: Filter for a specific Activity within the Activity Category selected above. If this is left at “Do not filter”, all Activities within the selected Activity Category will be considered.

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Identify Volunteers Not on a Schedule

To find individuals who have not signed up for a specific activity or schedule:

  1. To start your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button

  4. Search Type: Select "Schedule Date" from the drop-down

  5. Choose "Not on the Schedule"

  6. Enter the starting date and time (Between) along with the ending date and time (And) for Activity assignments to include in your search. You can either search by entering exact dates or by using dynamic dates.

  7. Optional: Filter for a specific Activity Category. If this is left at “Do not filter”, all Activities within all Activity Categories will be considered.

  8. Optional: Filter for a specific Activity within the Activity Category selected above. If this is left at “Do not filter”, all Activities within the selected Activity Category will be considered.

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Tip: This search only works for scheduled activities. If you want to find volunteers not signed up/assigned to unscheduled activities, you must run a search using "Activity" as the criteria and "Not Signed Up" or "Not Assigned" under Schedule Status.

Troubleshooting Common Issues

If the search results are not as expected:

  • Double-check that the correct search criteria, such as dates or status filters, have been selected.

  • Ensure that all categories or shifts relevant to your search goal are included.

Searching by Pending Signups - See who signed up

Note: You can also see a list of all the Pending Signups by going to Assign >> From Pending Signup List or, from the Admin Dashboard, by clicking on Pending Signups.

If you want to see who has signed up (expressed an interest) for a specific activity but has yet to be assigned to it, you can run a search:

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. In the “Module and Status, Communication and Group Filters” sections, choose who you would like to include in the search

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Activity” [this is the first part of the search]

    • You can select “Activity Category” if you wish to include multiple Activities from a category

  5. Schedule Status: check the “Signed Up” box

  6. Scroll down to the “For the following activities” section and select the desired Activity

    • “In the selected category(ies)” if “Activity Category” was chosen

  7. Click the [Add] button

  8. Search Type: “Activity” [this is the second part of the search]

    • You can select “Activity Category” if you wish to include multiple Activities from a category

  9. Schedule Status: Check the “Not Assigned” box

  10. Scroll down to the “For the following activities” section and select the desired Activity (i.e. the one you chose above)

    • “In the selected category(ies)” if “Activity Category” was chosen

  11. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search


​

Searching by Communication History

Searching by Email Message Records Search

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Email Message Records Search” from the dropdown list

  5. Select the desired Match Type:

    • Has email

    • Has an email with a subject that contains (Enter the desired text to include in your search)

    • Has an email with a subject that starts with (Enter the desired text to include in your search)

    • Has an email with a subject that is equal to (Enter the desired text to include in your search)

    • Does not have email

    • Does not have an email with a subject that contains (Enter the desired text to include in your search)

    • Does not have an email with a subject that starts with (Enter the desired text to include in your search)

    • Does not have an email with a subject that is equal to (Enter the desired text to include in your search)

  6. Optional: Enter a date to search for Emails sent On or After or On or Before a specific date. If you enter a date for both, you can search for emails sent within a date range.

    • You can either search by entering exact dates or by using dynamic dates

  7. If your organization is part of an enterprise, you’ll may also have these options to:

    • Include email message records from the enterprise in this search

    • Include email message records from other organizations in the enterprise in this search

  8. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search.

Searching by Note Log Entries

  1. To begin your search, go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module and Status, Communication and Group Filters select status(es) and option(s) to include.

  3. Click the [Add Search Criteria] button.

  4. Search Type: Select “Note Log Entries” from the dropdown list

  5. Select the desired Match Type:

    1. Does not have any note log entries

    2. Has at least one note log entry

    3. Has a note log entry that contains (Enter the desired text to include in your search)

    4. Does not have note log entries that contain (Enter the desired text to include in your search)

  6. Optional: Enter a date to search for Note Log Entries made On or After or On or Before a specific date. If you enter a date for both, you can search for emails sent within a date range.

    1. You can either search by entering exact dates or by using dynamic dates

  7. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Searching by Donations

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. In the “Module and Status, Communication and Group Filters” sections, choose what you would like to include in the search

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Donations” from the dropdown list

  5. Select Amount:

    • Donated greater than or equal to: enter the minimum donation amount

    • Donated between: enter the amounts for the range of donation

    • Donated less than or equal to: enter the maximum donation amount

    • Did not donate

  6. For donations that are: Optional: Enter a date to search for the Donations On or After or On or Before a specific date. If you enter a date for both, you can search for the Donations within a date range

    • You can either search by entering exact dates or by using dynamic dates

  7. For the following donation programs: Select whether to consider only “Active” Programs (default), “Inactive” activities or “Don’t Filter”

    • Optional: Select the desired donation program(s) by checking the appropriate box(es) or check the “Select All” box to choose all donation Programs

  8. For the following donation sources: Select whether to consider only “Active” Sources (default), “Inactive” activities or “Don’t Filter”

    • Optional: Select the desired donation source(s) by checking the appropriate box(es) or check the “Select All” box to choose all donation Sources

  9. For the following donation types: Select whether to consider only “Active” Types (default), “Inactive” activities or “Don’t Filter”

    • Optional: Select the desired donation type(s) by checking the appropriate box(es) or check the “Select All” box to choose all donation Types

  10. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search

Note: If you are running this search at the Enterprise level, you will not be able to include Donation Programs, Sources or Types in your search criteria.

Searching by Donation Subscription

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. In the “Module and Status, Communication and Group Filters” sections, choose what you would like to include in the search

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Recurring Donations” from the dropdown list

  5. Select Subscription Amount:

    • Has a subscription

    • Has a subscription with a donation amount greater than or equal to: enter the minimum donation amount

    • Has a subscription with a donation amount between: enter the amounts for the range of subscription amount

    • Has a subscription with a donation amount less than or equal to: enter the maximum donation amount

    • Does not have a subscription

  6. For the following payment services: Select the payment service you wish to filter by (Stripe or PayPal)

    • Only visible if you have both services integrated with your account

  7. With the Following Status: Select the subscription statuses to include

    • Active

    • Cancelled

    • Paused

    • Pending Change

    • Error

    • Disconnected

  8. For the following donation programs: Select the desired donation program(s) by checking the appropriate box(es) or check the “Select All” box to choose all donation Programs

    • Use the drop down to view “Active” Programs (default), “Inactive” activities or “Don’t Filter”

  9. Click the [Add] button to add additional options to your search, or click the [Add and Go] button to run your search


​


​

Searching by Client and Volunteer Associations

Clients Associated with Volunteers

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module, Status and Communication: select status(es) and option(s) to include

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Client Connections” from the dropdown list

  5. Select the desired Status from the dropdown list:

    • Client is associated with volunteers

    • Client is not associated with volunteers

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Volunteers Associated with Clients

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module, Status and Communication: select status(es) and option(s) to include

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Volunteer Connections” from the dropdown list

  5. Select the desired Status from the drop-down list:

    • Volunteer is associated with clients

    • Volunteer is not associated with clients

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Searching by Client Association with Activities

  1. Go to any option that requires a search (i.e. Communicate >> Send Email; People >> Search, etc.)

  2. Module, Status and Communication: select status(es) and option(s) to include

  3. Click the [Add Search Criteria] button

  4. Search Type: Select “Client Activities”

  5. Select the desired Match Type from the drop-down list:

    • Client is associated with activities

    • Client is not associated with activities

  6. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

Related Articles
Schedule Reports
Client Reports
Schedule Volunteers - Managing Assignments
Comprehensive Guide to Surveys
See who signed up - Searching by Pending Signups
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