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.
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 volunteer hours or other organization-related details.
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.
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. However, they will no longer see other organizational information beyond their personal contributions.
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
Note: 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)
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. When a volunteer is archived, they lose all access to the organization's profile and data, meaning they will neither see their volunteer hours nor any organization-related details until reactivated.
Tip: Although the above information will be lost, an archived profile can be reactivated by an administrator at a later date.
Reactivating archived profiles restores their access and status. 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 DatabaseUserID or Schedule Detail Raw Data, to save essential information.
Are archived volunteer profiles recoverable?
Organizations can reactivate archived profiles, restoring access based on the profile's status.
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.