Create a login for a volunteer and assign the person to at least one program. A previously deleted volunteer may also be re-added in limited cases.
Permissions#
- Organization admins can create volunteers in any active program and can choose Volunteer or Editor access for each program.
- Editors can create volunteers only in programs they edit. New assignments receive Volunteer access; editors cannot grant Editor access.
- Volunteers cannot open Volunteers or create volunteer accounts.
Prerequisites#
- Your organization must have an active 14-day trial or paid subscription.
- At least one active program must be available to you.
- Have the volunteer's name, email address, and a temporary password ready.
Create the Volunteer#
- Open Volunteers from the navigation.
- Select Create volunteer.
- Enter First name, Last name, and Email.
- Enter a Temporary password with 8 to 128 characters.
- Complete any optional profile fields you need.
- Under Program access, select at least one program.
- If you are an organization admin, choose an Access level for each selected program.
- If a selected program uses permanent groups, optionally choose a Group.
- Select Create volunteer.
Fields and Options#
| Field or option | Details |
|---|---|
| First name | Required; 100 characters maximum. |
| Last name | Required; 100 characters maximum. |
| Required; must be a valid email address. Email matching is not case-sensitive. | |
| Temporary password | Required; 8 to 128 characters. The volunteer must change it after signing in. |
| Birthday | Optional; enter a real date from 1900 through today. |
| Gender | Optional; choose Male or Female. |
| Phone number | Optional; must be a valid 10-digit US or Canadian number. |
| Address line 1, City, State, ZIP/postal code, Country | Optional as a set. If you start an address, complete all of these fields. |
| Address line 2 | Optional even when the rest of the address is entered. |
| Parent | Marks the volunteer as a parent. |
| Staff | Marks the volunteer as staff. |
| Program access | Required. Select one or more active programs that you are allowed to manage. |
| Access level | Admin-only per-program choice: Volunteer or Editor. |
| Group | Optional. Available only when the program has groups enabled and has an active group. One group can be chosen per selected program. |
Outcome#
The volunteer appears in Volunteers with access to the selected programs. The person signs in with the email and temporary password, then must choose a new password.
If the email belongs to an existing REKNOWN account that is not already in this organization, the existing account is attached to the organization. Its existing account identity and password are retained rather than replaced by the entered temporary credentials.
If the email belongs to an eligible, previously deleted volunteer whose account belongs only to this organization, creating the volunteer reactivates the existing membership. The new profile, program access, group assignments, and temporary password replace the deleted membership's prior setup, and existing sessions are ended.
Troubleshooting and Notes#
- If Create volunteer is unavailable, create an active program first or confirm that you are an admin or an editor for an active program.
- If the form asks for a program, select at least one item under Program access.
- If an address is rejected, complete every required address field or clear the entire address.
- If the email already belongs to an active member of this organization, an admin, a super admin, an inactive user, or an account in multiple organizations, it cannot be re-added through this form.
- An editor can only select programs they edit and cannot use this form to grant editor access.