How do I add a new Volunteer to a Helpline

The first thing that needs to be done is that the volunteer needs to be set up in the system. Volunteers should normally be entered as Non-Client accounts, and Not Staff. Only those on the agency's Payroll should be realistically entered as Staff, but that is up to the agency on how they want to handle it. If they are to be set up as a Non-Client, the Non-Client/Individual Account Type must be set up for Staff Teams and Security Roles. If they are to be set up as staff, it will save you a click or two, but either account type should work.

• Make sure you are in the approprate Account Role that grants you permission to set up new accounts
• Open the Non-Clients Page (Non-Clients Accounts)
• Click Add
• Make sure the Account Type is listed as 'Individual Account'
• Enter the volunteer’s name
• Click 'Check for Accounts' with similar names
• As long as there are none, click 'Create New Account'
• In the account that opens, select the General Information tab
• Enter the volunteer’s email address and any mailing address or phone number you may have for them
• Look for the Security Role panel*
• Click the + to add the Volunteer and/or Volunteer – Peer Combination Role account roles
• Click Save to save the security roles
• Look for the Staff Teams panel*
• Click the + to add the Breast Cancer Helpline and the Metastatic Breast Cancer Helpline teams*
• Click Save to save the team
• Click Apply on the blue bar at the top of the page to save your entries and remain on the same page
• Click the Manage Password button (the icon on the blue bar that has a key on it)
• Select Password Option 1 and click Proceed (when the user tries to log in for the first time, after entering in their email address as the login account, they should enter any letter in the password field, along with their email address, and the system should prompt them to create a new password)
• Click Save on the Blue bar – the volunteer’s account is now created in the system and has been assigned to an account role.

[NOTE: * had you done this entry by selecting Staff Member instead of the Non-Client/Individual Account, you could have selected the account role and the teams after you clicked on Add , and would have saved yourself a few clicks]

After the account is set up, the volunteer now needs to be assigned to a helpline.

• Open the Helplines page
• Locate the Breast Cancer Helpline
• Click on ‘here’ to view the details
• Under the Account tab, click on the + to add the volunteer to the helpline
• Search for their name
• Select the account
• Click Save
• Locate the account in the list of accounts on that helpline
• Click Edit
• Select their role on the helpline: 'Volunteer'
• Enter any desired Role Comments like “Volunteer/Peer“
• Click Save to save their role on the helpline
• Click Save the blue bar at the top of the page to save your changes for that helpline
• Repeat these steps for adding the volunteer to any other helplines they may be volunteering for
• Be sure to click save when you are done adding them to the helpline

Your volunteer is now created in the system and added to a helpline... and ready to start receiving calls.

Please note, if they cannot get into the system using the password for whatever reason, please go back into the edit mode on the account and select the manage passwords icon… select one of the other password options. Option #2 is good (but the user should really not use copy and paste – they should retype that password in).. or option 4 is also good…when the system generated password is displayed, you can change it before it is sent to them. If they are online with you, option 5 works the same way as if they clicked on Forgot Password on the front screen.