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The Client Module - All you need to know

A complete admin guide to the Client Module in Better Impact, covering configuration, reporting fields, client–volunteer associations, encounter logging, reporting tools, and activity links to help manage client support and documentation.

Updated yesterday

Keywords: Client Module; Client Encounters; Client Reporting Fields; Volunteer–Client Connections; Connection Settings; Client Activity Associations

📌 Tip for administrators: Use the Table of Contents on the right to quickly jump to the section you need.

Overview

The Client Module in Better Impact enables organizations to document and report on interactions between volunteers and the clients they support.

Administrators can configure what clients and volunteers see, define what information must be collected during encounters, connect volunteers to clients, and associate clients with activities. The module also includes reporting tools to export encounter data, analyze associated activities, and monitor engagement.

Configuration sets the groundwork for how data flows through the system: what information is visible on MyImpactPage, which reporting fields appear to volunteers, and how encounters can be logged. Once configured, admins and volunteers can log interactions, review historical records, manage client–volunteer relationships, and run client-specific reports.

Creating Client Profiles and the Application Process

Client profiles store information about the individuals or recipients supported by your volunteers. A client profile must exist before volunteers can be connected, encounters logged, notes added, or activities associated. Client profiles can be created directly by administrators or submitted by clients through an application form, depending on how your organization is configured.

Adding a Client Profile Manually

Administrators can create client profiles directly in Better Impact. This is commonly used when client information is collected offline, transferred from another system, or entered by staff on behalf of a client.

  1. Go to: People > Clients > Add Client

  2. Enter the client’s details, such as name and contact information.

  3. Complete any additional fields configured for client profiles.

  4. Set the client’s status as needed.

  5. Click Save.

Note:
Only clients with Accepted status will appear in connection lists and be available for associations.

Allowing Clients to Apply

Instead of creating profiles manually, organizations can allow clients to submit a Client Application Form. This is useful when clients self-register or when intake is handled digitally.

How client applications work

  • Clients access a public application link shared by your organization.

  • The client completes and submits the form.

  • A client profile is created in Better Impact with a status based on your application workflow (for example, Pending until reviewed).


Client applications create client profiles, not volunteer profiles, and are reviewed and managed by administrators.

  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 Client.

Client Application Form Settings

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Click on the “Client” tab

  3. Customize the General Settings section:

    • Approval: Check box if clients require approval; automatically give the ‘Applicant’ status, instead of ‘Accepted’ status, once this application is completed

    • Send Email: Check box if you would like an email automatically sent to each new applicant following the completion of the form

      • Enter your custom message in the text box

    • Disable this application form: check to prevent applicants from using this application form

      • Disabled Application Form Message: Enter your message in the text box

    • Click the [Save] button at the top of the page and continue to “Step One Settings”

  4. Customize the Step One Settings section:

    • Birthdate: Check to display and require applicants to enter a birthdate

    • Required Fields: Check to display only required Contact Information fields (name, address, email and one phone number).

      • Note: Contact Information fields, including those which are required, cannot be changed or removed

    • Policy Settings

      • Policy Acceptance: Check to require clients to accept your policies as the first step in completing the application form

      • Display Policy: Check box if you would like these client policies displayed at the top of the user registration page

      • Policy Title: Enter a new label if desired (default: “Organization Policies”)

      • Policy Acceptance Checkbox Label: Enter a new label, if desired (default: “I agree with the organization’s policies”)

      • Policy Button Text: Enter new text, if desired (default: “View Policy”)

      • Client Policies Text: Enter policy information into text box

    • Click the [Save] button and continue to “Step Two Settings”

  5. Customize the Step Two Settings section:

    • Custom Fields:

      • Custom Field Form Header: If desired, enter custom text that will display above this section on the application form

      • View Custom Fields that are set to display on this application form

        • To edit, click on the [Modify Custom Fields] button

        • Check the boxes to the left of each Custom Field you would like to change

        • Scroll to the bottom, and click on the dropdown menu

      • Select an option and confirm the change by clicking the button at the bottom right of the dialogue box

    • Override Notice (Optional): Enter text to customize the default message reminding applicants to complete the entire application form.

      • Check box if you would like the message to be placed inside a “notice” container

      • Check box if you would like your text to display at the top and bottom of the application form

    • Click the [Save] button and continue to “Application Complete Settings”

  6. Customize the Application Complete Settings section:

    • Customize the message that will display to applicants once they complete the application

  7. Click on the [Save] button

Tips and Notes

  • Click on the [Interactive Sample Form] button of your application forms to see the preview. You do not need to fill anything in when you go through the sample form.

  • Your banner graphic will appear at the top of the page when members apply but it does not show up here.

  • You can click on the [Generate Link] button at the top right of screen, to access the link and QR code for your live application form.

Reviewing and Accepting Client Applications

After a client application is submitted, administrators can:

  • Review the submitted information

  • Edit the client profile if needed

  • Update the client’s status (for example, to Accepted)

Once accepted, the client profile can be:

  • Connected to volunteers

  • Associated with activities

  • Used for encounter logging and client notes

Important Notes About Client Profiles

  • Clients do not have volunteer permissions.

  • Client access to MyImpactPage is limited to the Client Portal experience you configure.

  • Creating a client profile does not automatically connect the client to volunteers or activities — these steps are managed separately.

How does a Client access their profile?

Connection Settings

Connection Settings define how volunteers and clients experience the Client Module within MyImpactPage. Before configuring reporting fields or logging encounters, it is important to establish what information should be visible, how much detail volunteers can access, and what clients will see when viewing their associated volunteers. These settings help organizations balance transparency, safety, and operational workflow.

Note: By default, only the client name and notes display to volunteers unless you enable contact information visibility.

Tip: Review these settings in collaboration with your privacy or safeguarding officer, especially if volunteers work directly with vulnerable individuals or if client data is sensitive.

Adjusting Client–Volunteer Visibility Settings

Adjusting Client–Volunteer Visibility Settings allows you to define what information clients and volunteers can see when they access MyImpactPage. These settings shape how both groups interact with their connections, helping you balance transparency with privacy and ensuring that each person only accesses the details relevant to their role.

Settings for the Volunteer Portal

These settings determine how much client information volunteers can access on MyImpactPage.

  1. Go to Configuration > Connection Settings

  2. In the “Settings for Volunteer Portal” section:

    • Connected Clients Form Header
      Text shown above the volunteer’s “Connected Clients” list.

      Tip: Use this to set expectations (e.g., program-specific wording).

    • Volunteers can see associated client’s contact information
      Enables visibility of client address, telephone, and email.
      Default is unchecked.

    • Volunteers can view past recorded client encounter feedback
      Allows volunteers to view their previously submitted entries.

      Tip: This can be beneficial when volunteers provide recurring support and need context from prior interactions.

    • Prevent volunteers from logging client encounters in the future
      Stops volunteers from entering future-dated encounters.

  3. Scroll down and click [Save].

Settings for the Client Portal

These settings affect what clients see when they log into MyImpactPage.

  1. Go to Configuration > Connection Settings

  2. In the “Settings for Client Portal” section:

    • Connected Volunteers Form Header

      This text displays to clients in the Contact section of their profile when they are viewing the list of volunteers they have been connected to.


      ​Tip: Use this to set context or provide supportive phrasing such as “Your Volunteer Support Team.”

    • Clients can see associated volunteers’ names

      Displays the volunteer’s name to the client, helping them identify who is supporting them.

    • Clients can see associated volunteers’ profile pictures

      Shows the volunteer’s uploaded profile photo.
      This may help clients recognize volunteers more easily, especially in in-person programs.

      Tip: Showing volunteer photos can help clients recognize the volunteers supporting them, improving comfort and rapport.

  3. Scroll down and click [Save].

Note

Volunteers will only be able to see information on clients with whom they are associated.

Client Reporting Fields

Client Reporting Fields determine the information volunteers record when logging an encounter with a client. These fields allow you to collect structured, consistent data that can later be reported on and analyzed. They are fully customizable and can be tailored to the type of service your volunteers provide.

Note: Volunteers must be connected to a client in order to log an encounter and see the reporting fields you've set up.
​
Think of Reporting Fields as the “questions” you want volunteers to answer after each interaction. Clear, purposeful questions lead to more meaningful reporting data.

Client Reporting Fields:

  • Allow volunteers to enter information following a client interaction

  • Are displayed only when a volunteer logs a client encounter

  • Are available only to organizations with the Client Module enabled

Tip

Before creating fields, outline what information your organization actually needs for operational oversight or reporting. Too many fields can reduce data quality.

Add New Client Reporting Fields

  1. Go to Configuration > Client Reporting Fields

  2. Click the [+] icon in the “Reporting Field” header or [+ New Client Reporting Field].

    Configure the following:

    • Display on reports as

      • The label that appears in raw-data reports (max 50 characters).

    • Display to volunteers a

      • The question volunteers will see when logging an encounter (max 200 characters).

      • Be precise to avoid ambiguity.

    • Active

      • Enable or disable the field without deleting data.

    • Required

      • Volunteers must complete the field when logging an encounter if enabled.

    • Type of answer

      • Number

        • These are totalled in reports. Valid numbers only with optional decimal place (no leading zero)

        • Please note: A “Number” field is recommended only for information you will perform mathematical calculations on.

        • For telephone numbers, membership IDs, etc., please use “Short Text”.

      • Short Text

        • Reports will show a list of all responses and a list of response for a particular volunteer

        • Up to 100 characters (a leading zero can be used)

      • Long Text

        • Reports will show a list of all responses and a list of response for a particular volunteer

        • Longer text or paragraphs

      • Drop-Down List

        • A custom list of choices, displayed in alphabetical order; the number of responses for each option are totalled in reports.

        • Only one value can be selected from a drop-down list feedback field when providing feedback in an hours log entry

    • Description (optional)

      • Visible to volunteers as helpful context or instructions.

  3. Click [Save].

Tip

Use “Required” sparingly. Required fields improve data completeness but can frustrate volunteers if the question is not always applicable.

View / Print Client Reporting Fields

  1. Go to Configuration > Client Reporting Fields

  2. Mouse over the Options icon beside the Custom Field

  3. Click on “View”

    • To print, click the Print icon in the top left

  4. Click the [Close] button when finished

Edit Client Reporting Fields

  1. Go to Configuration > Client Reporting Fields

  2. Mouse over the Options icon beside the Custom Field

  3. Click on “Edit”

  4. Make the desired changes

  5. Click the [Save] button

Important

Editing the Display on reports as or Display to volunteers as fields will update the label for all past and future encounter entries. The recorded responses remain unchanged, but the field name shown in reports and encounter history will reflect the new label.

Delete Client Reporting Fields

  1. Go to Configuration > Client Reporting Fields

  2. Mouse over the Options icon beside the Custom Field

  3. Click on “Delete”

  4. Click the [Delete] button to confirm

Important

Deleting a field removes it permanently. If you want to stop using it but keep historical data intact, mark it Inactive instead.

Show Past Client Reporting Field Responses to Volunteers

If the information entered during a client encounter is not sensitive in nature, you can let your volunteers view the information they have entered in the client reporting fields for past client interactions. It might be beneficial to seek input from your organization’s privacy officer before choosing to enable this feature.

  1. Go to Configuration > Connection Settings

  2. In the “Settings for Volunteer Portal” section, check the box to enable volunteers to view past recorded client encounter feedback

  3. Scroll down and click the [Save] button

Additional Tips

  • Review your Reporting Fields annually. Programs evolve, and questions that were once useful may no longer provide value - or may need refinement.

  • If you plan to report on the fields regularly, test-run your reporting exports before rolling fields out to volunteers. This ensures the data appears properly in the raw-data reports.

Feedback Fields vs. Client Reporting Fields

Feedback Fields and Client Reporting Fields both allow you to capture information about interactions—but they serve different purposes. Understanding when to use each helps ensure accurate reporting and efficient workflows.

Feedback Fields

👉 Feedback Fields are entered along with logged hours.

Use them when you need encounter information to appear in the same report as volunteer hours.
These are ideal when your program requires combined reporting such as:

  • Volunteer details

  • Logged hours

  • Information about services or tasks completed

Client Reporting Fields

👉 Client Reporting Fields are entered separately from logged hours.

They appear only in Client Encounter reports and are useful when:

  • The interaction does not require hours to be logged

  • You need different or additional information about the client

  • You want encounter documentation separate from time tracking

Tip

When an Activity has a Client associated with it, any logged hours and Feedback Fields for that activity will also appear on the Client’s profile.
This makes it easier to review support history directly from the client record.

Managing Client Encounters

Client Encounters record meaningful interactions between a volunteer and a client. These entries help track services provided, monitor engagement, and support accurate reporting. Encounters can be logged by administrators or volunteers, and administrators can review, edit, or delete entries when necessary.

Client Encounters are most effective when used consistently. Clear expectations and training for volunteers help ensure the data collected is reliable and supports your reporting needs.

Who Logs Client Encounters (and Where)

Client Encounters can be logged only by administrators or volunteers. Administrators enter encounters directly from the client’s profile, while volunteers enter them from the Logging tab in MyImpactPage. Clients do not log encounters; they can only view their connected volunteers in the Contact tab.

  • Administrators log encounters on the client profile:
    ​Client Profile > Connections > Encounters

  • Volunteers log encounters through MyImpactPage:
    ​Logging > Connections

  • Clients may log into MyImpactPage but can only view their connected volunteers in the Contact tab (name and/or profile picture depending on settings)

Log Encounter by an Administrator

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click on the “Encounters” sub-tab

  4. Click the [Log a Client Encounter] button

  5. In the “Log a Client Encounter” dialogue:

    • Select the name of the associated Volunteer from the drop-down list

    • Enter the Encounter Date

    • If applicable, in the Details section, enter the desired responses to the Client Reporting Fields

  6. Click the [Save] button, or [Save and Log Another] to continue logging additional Encounters

Note

You can only log a Client Encounter within the profile of a Client that is associated with a Volunteer.

Log Encounter by a Volunteer

When a volunteer has associated clients, the “HOURS” tab is replaced with a “LOGGING” menu that has “Hours” and “Connections” as the options. Volunteers can log their own interactions by following the instructions below:

  1. Log on to MyImpactPage.com

  2. Click on the “LOGGING” tab and select “Connections”

  3. If you volunteer in multiple organizations, select the desired organization from the dropdown list and click the [Select Organization] button

  4. Select the Client name you interacted with from the dropdown list

  5. Enter the Encounter Date

  6. In the “Details” section, enter the responses to the client reporting fields listed

  7. Click the [Save] button

Tip

Encourage volunteers to log encounters promptly. Timely entries are more accurate and reduce the chance of missing information.

View Client Interactions

Admins can view encounters for a single client or across multiple clients.

View Interactions for One Client

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click on the “Encounters” sub-tab Optional: Filter the list of encounters

  4. Mouse over the Options icon beside the encounter

  5. Select “View”

__________________________

View Multiple Client Interactions

  1. Go to People > Client Encounters

  2. Optional: Filter the list of encounters

  3. Mouse over the Options icon beside the encounter

  4. Select “View”

Edit Client Interactions

Edit Interactions for One Client

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click on the “Encounters” sub-tab Optional: Filter the list of encounters

  4. Mouse over the Options icon beside the encounter

  5. Select “Edit”

  6. Make the desired change(s)

  7. Click the [Save] button

__________________________

Edit Multiple Client Interactions

  1. Go to People > Client Encounters

  2. Optional: Filter the list of encounters

  3. Mouse over the Options icon beside the encounter

  4. Select “Edit”

  5. Make the desired change(s)

  6. Click the [Save] button

Delete Client Interactions

Delete Interactions for One Client

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click on the “Encounters” sub-tab Optional: Filter the list of encounters

  4. Mouse over the Options icon beside the encounter

  5. Select “Delete”

  6. Click the [Delete] button to confirm

__________________________

Delete Multiple Client Interactions

  1. Go to People > Client Encounters

  2. Optional: Filter the list of encounters

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

  4. Scroll to the bottom and select “Reject/Delete” from the Change Selected dropdown list

  5. Check the box to confirm that you understand that this process cannot be undone

  6. Click the [Reject/Delete] button

Note

This process cannot be undone.


Instead of deleting entries, consider adding internal notes to document corrections unless removal is specifically required for data compliance.


​

Notes for Clients

Client Notes provide a secure way for administrators to share client-specific information with volunteers who are directly connected to a client. These notes are intended for context, guidance, or reminders that support the volunteer’s work, without being part of encounter logging or reporting.
​

Notes are stored on the client profile and are visible only to volunteers associated with that client, helping ensure relevant information is shared appropriately.

Adding Notes for Volunteers Connected to Clients

Client Notes are added on the client profile and are intended for volunteers working directly with that client.

How to add notes

  1. Search for the Client using the search bar at the top of the screen.

  2. Open the client profile.

  3. Navigate to the Connections tab.

  4. Locate the Notes for Volunteer section.

  5. Enter the notes.

  6. Click Save at the bottom of the page.

Volunteer View of Client Notes

Volunteers view these notes when logged in to MyImpactPage.

  • The notes appear in the Contact tab

  • They are shown alongside the client’s contact information (if enabled)

Note

Notes for the Volunteer are Private: These notes provide a secure way to communicate client information to volunteers because:

  • A volunteer must be logged in to view the information

  • Only volunteers directly connected to a specific client will be able to view these notes.

Client - Volunteer Connections

Client–Volunteer connections determine which volunteers can log encounters for which clients and what information is visible in MyImpactPage. These associations form the backbone of the Client Module, ensuring that volunteers are linked only to the clients they support and that administrators have clear oversight of these relationships.


Both volunteers and clients must have the status Accepted to appear in association lists. When viewing a client or volunteer profile, however, all statuses will display.


Maintaining accurate associations is essential for correct encounter logging, reporting, and visibility settings. Outdated or incorrect connections can lead to logging errors or privacy concerns.

Associations can be created from either the client’s profile or the volunteer’s profile. The outcome is the same - both individuals will appear in each other’s Connected lists.

Review this playlist for all videos related to the Client-Volunteer Connections.

Associate Volunteer with Client

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click the “Associated Volunteers” sub-tab (if there are volunteer associations, they will be displayed)

  4. Click the dark [+] button next to Volunteer.

  5. Enter a few letters of the first and/or last name of the volunteer you wish to associate with this client

  6. Optional: Check to “include archived volunteers in search”

  7. Click the [Search] button

  8. Select the desired volunteer by clicking the circle to the left of the name

  9. Click the [Associate Volunteer] button

    • Note: A volunteer can be associated with multiple clients

Important

This does not associate the volunteer with all the activities with which the client is associated. It does, however, enable the administrator to filter by activities related to that volunteer’s clients when assigning the volunteer to activities in their profile.

Associate a Client with a Volunteer

  1. Open the Volunteer's profile

  2. Click on the “Connections” tab

  3. Click the “Associated Clients” section (if there are client associations, they will be displayed)

  4. Click the [Associate a Client with this Volunteer] button

  5. Enter a few letters of the first and/or last name of the client you wish to associate with this volunteer

  6. Optional: Check to “include archived clients in search”

  7. Click the [Search] button

  8. Select the desired client by clicking the circle to the left of the name

  9. Click the [Associate Client] button

    • Note: A volunteer can be associated with multiple clients

Note

If the client is associated with any activities, they will be displayed below in the “Clients” section.

___________________________

View Volunteer and Client Associations

Once associations are created, administrators can view them from either the volunteer or client perspective.

Important

Both volunteers and clients must have the status “Accepted” to appear in these lists of associated volunteers/clients. When editing the client or volunteer’s profile, however, associated volunteers and clients of all statuses will display.

Volunteers and Associated Clients

View a list of your volunteers who are associated with clients.

  1. Go to People > Volunteers and Associated Clients

  2. Mouse over the Options icon beside a volunteer or client to “View” or “Edit” their profile, or “Send Email” to email the person

Tip

Click the [Print] button at the bottom of the screen to print the list of Volunteers and their associated Clients.

This view is helpful for supervisors managing volunteer caseload distribution.

Clients and Associated Volunteers

View a list of your clients that are associated with volunteers.

  1. Go to People > Clients and Associated Volunteers

  2. Mouse over the Options icon beside a volunteer or client to “View” or “Edit” their profile, or “Send Email” to email the person

Tip

Click the [Print] button at the bottom of the screen to print the list of Clients and their associated Volunteers.

Use this list when reassigning volunteers to ensure clients always have appropriate support.

___________________________

Removing Associations

Removing an association immediately prevents volunteers from logging future encounters for that client. Past encounters remain intact.

Remove Associated Client Connections

  1. Open the Volunteer's profile

  2. Click on the “Connections” tab

  3. Click on the “Associated Clients” sub-tab

  4. Check the box beside each person you would like to remove the association for (or check the “Select All” box at the bottom)

    • To remove one client, mouse over the Options icon to the left of their name and select “Remove Association”

  5. Click on the dropdown list at the bottom and select “Remove Association”

  6. Check the box confirming that this action cannot be undone

  7. Click [Remove Association]

Remove Associated Volunteer Connections

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click on the “Associated Volunteers” sub-tab

  4. Check the box beside each person you would like to remove the association for (or check the “Select All” box at the bottom)

    • To remove one volunteer, mouse over the Options icon to the left of their name and select “Remove Association”

  5. Click on the dropdown list at the bottom and select “Remove Association”

  6. Check the box confirming that this action cannot be undone

  7. Click [Remove Association]

___________________________

Communicating with Associated People

Administrators can message volunteers connected to a client or clients connected to a volunteer.

Communicate with Associated Clients

  1. Open the volunteer's profile

  2. Click on the “Connections” tab

  3. Click on the “Associated Clients” sub-tab

  4. Check the box beside each person you would like to communicate with (or check the “Select All” box at the bottom)

    • To email one client, mouse over the Options icon to the left of their name and select “Send Email”

  5. Click on the drop-down list at the bottom and select the desired communication option

Tip

Ensure communication adheres to your organization’s privacy and safeguarding policies.

Communicate with Associated Volunteers

  1. Open the Client's profile

  2. Click on the “Connections” tab

  3. Click on the “Associated Volunteers” sub-tab

  4. Check the box beside each person you would like to communicate with (or check the “Select All” box at the bottom)

    • To email one volunteer, mouse over the Options icon to the left of their name and select “Send Email”

  5. Click on the drop-down list at the bottom and select the desired communication option

Tip

Useful for notifying volunteers about client updates, schedule changes, or follow-up needs.

Client - Activity Associations

Client–Activity associations allow you to link specific activities to specific clients. This is especially useful in programs where volunteers support individual clients through scheduled or unscheduled activities (e.g., home visits, mentoring sessions, support calls).


An activity can be associated with only one client, but a client can be associated with multiple activities.


Associating a client with an activity provides structure for volunteer scheduling and ensures logged hours can be tied back to the client. This is helpful for case management, reporting, and ensuring volunteers only sign up for activities relevant to their assigned clients.

Associating a Client with an Activity

This process links a client to an activity so volunteers assigned to that activity are supporting the correct client.

  1. Go to Configuration > Manage Activities

    To create a new activity:

    • Click the [+] button in the Activities header > New Activity

    • Enter activity details

    • Open the Client tab

    To edit an existing activity:

    • Hover the Options icon next to the activity > Edit

    • Open the Client tab

  2. Then:

    • Enter a few letters of the client’s name.

    • (Optional) Include archived clients.

    • Click Search.

    • Select the desired client.

  3. Click [Save].

Notes

Use clear, client-specific names or descriptions for activities - this helps volunteers identify which activities correspond to which client.


Limited Administrators require permission for “Associate Clients with Activities.” Without Client Module access, their view is restricted (no client names appear).

Removing a Client–Activity Association

You may need to remove the client link when a program ends or the activity is repurposed.

  1. Go to Configuration > Manage Activities

  2. Mouse over the Options icon to the left of an Activity

  3. Select “Edit”

  4. Click on the “Client” tab in the Activity

  5. Click the [Remove Association] button to the right of the client’s name

    • If there are hours logged against the Activity, the hours and any feedback will not be deleted, but it will no longer be associated with the client (that is associated with the Activity)

  6. Click the [Remove Association] button to confirm

Notes

If hours have been logged against an activity, those hours and any feedback will not be deleted, but they will no longer be associated with the client.


Removing an association may impact reporting visibility. Confirm that you have already exported or reviewed the data before removing it.

Assign a Volunteer to Client Activity

  1. Open the Volunteer's profile

  2. Click on the “Assign” tab

  3. In the “Filter Activities” section, check the box “Only include activities that are associated with this volunteer’s clients”

  4. Optional: Select any other filters desired

  5. Click the [Filter Activities] button

  6. Click on the link to the desired activity and assign the volunteer to the desired shift(s)

    • If this is an unscheduled or seasonal activity, you’ll only need to check the “Signed Up” box

  7. Click the [Save] button

Note

There is no filter in the Assign menu options (From Unscheduled List, From Scheduled List) to show only activities that are associated with clients. If you want to be sure you are only assigning the volunteer to activities associated with their clients, you’ll need to assign them within their profile.

Client Reporting

Client Reports allow administrators to view and export data related to client interactions, client–activity associations, and the information volunteers record through Client Reporting Fields. These reports are flexible, export-friendly, and often used for auditing, case management, and program evaluation.


Client Reports are especially powerful when used alongside consistent encounter logging and clear reporting field design. They help identify trends, measure volunteer impact, and document services delivered to clients.

Report

Description

Client Reporting Data – Column Layout Raw Data

View encounter entries (Client Reporting Fields) recorded by volunteers in a column-based report. Exportable for deeper analysis.

Clients and Associated Activities Raw Data

View clients and their associated activities, including names, addresses, phone numbers, activity details, data links, and misc fields.

Client Reporting Data - Column Layout Raw Data

Note

Information on Client Encounters can be gathered using Raw Data Reports at both the Organization and Enterprise levels as well as within an individual client’s profile.

  1. Go to Reports > Client Reporting Data – Column Layout Report

  2. Optional: Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  3. Optional: Encounter Date: Enter a date to search for Encounters, “From” or “To” a specific date. If you enter a date for both, you can search for the Encounters within a date range.

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

  4. Optional: Date Created: Enter a date to search for when Encounters were created (logged/entered), “From” or “To” a specific date. If you enter a date for both, you can search for the date Encounters were created, within a date range

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

  5. Optional: Check the box to include entries that do not have any of the selected reporting fields

  6. Choose your Sort preference

  7. Choose the desired Export File Format

  8. By default, we have selected the most common columns used in an export. In the “Columns to Include” section, you can see what columns are included and make any changes

  9. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  10. Click either the [View Client Reporting Data] button to see it on screen, or the [Export Client Reporting Data] button to export the file

Clients and Associated Activities Raw Data

  1. Go to Reports > Clients and Associated Activities Raw Data

  2. Optional: Category: Select a Category from the dropdown list

  3. Optional: Activity Status: Select to filter based on activity status

  4. Client Statuses: Select the statuses of clients you wish to include

  5. Select the desired Export File Format

  6. In the “Columns to Include”, select the information you would like to include from the following categories:

    • Name Fields

    • Address and Phone Fields

    • Activity Fields

    • Data Link Fields

    • Misc Fields

  7. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  8. Click either the [View Client Activity Data] button to see it on screen, or the [Export Client Activity Data] button to export the file

Review this playlist on Reporting on your Client-Volunteer interactions for more videos.

Best Practices for Using the Client Module

  • Keep Reporting Fields simple and purposeful. Ask only for information you truly need, and use the “Required” option sparingly so volunteers don’t feel blocked when a question doesn’t apply.

    • Adding brief descriptions beneath each field helps volunteers understand exactly what to enter.

  • Encourage volunteers to log encounters promptly. Timely entries improve accuracy and reduce missing details. Administrators should review entries periodically to catch inconsistencies early.

  • Maintain accurate associations by updating them during volunteer onboarding, role changes, and offboarding.

    • Before assigning volunteers to client-linked activities, double-check that associations are correct.

  • Ensure privacy by reviewing which information volunteers can see and limiting who can create or edit Reporting Fields.

    • Volunteers should only have access to client details essential to their role.
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  • Reinforce confidentiality expectations regularly, especially in programs involving sensitive client information.

  • Save commonly used report filters and take advantage of dynamic dates to make recurring reporting easier and more consistent.

Wrapping up

With your connection settings configured, reporting fields defined, and associations kept up to date, the Client Module provides a structured and dependable way to record interactions and understand how clients are being supported.

Regular reviews of your settings and reports help keep your processes running smoothly.

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