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.
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 accounts 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 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.
Change One User’s Status
Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.
Click on the person’s name from the list that appears.
In the “Main” tab, click on the “Miscellaneous” section
Select the relevant module tab (Volunteer, Donor, Client, Member, Donor) select the desired status for the profile
Click the [Save Status] button
Note: 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
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
Search for the desired profiles to change
Check the box beside each person requiring a status change (or check the “Select All” box at the bottom)
Click the [Update Status] button
Select the desired status to apply from the dropdown menu
Click the [Update Status] button
Archiving vs Deleting a Profile
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.
Archiving a profile will remove activity information (for example if they where a volunteer such as signups, assignments, backup list information) as well as general Interests and committee memberships.
Tip: Although the above information will be lost, an archived profile can be reactivated by an administrator at a later date.
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).
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.