Volunteer files
INVOLVE allows you to store files in three main areas: organisation, program, and the volunteer record. This help article refers to files on the volunteer record.
Where to find and store files on the volunteer record
Each volunteer record provides three distinct areas for uploading files: Certificates, Reimbursements, and the general Files tab. The Files tab provides a consolidated view of all uploaded documents in one place, regardless of where they were added, along with any other documents you need to store.
Files tab
The Files tab acts as the main document repository for each volunteer. Any staff member with appropriate access can view documents uploaded here. While you can upload certificates and reimbursement files to this tab, it's recommended to upload them to their respective sections (Certificates or Reimbursements) for easier reporting and organisation.
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From the list of volunteers (either organisation or program), select a volunteer to bring up their record.
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Navigate to their Files tab
Certificates
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From the list of volunteers (either your organisation's volunteers or program volunteers), select a volunteer to bring up their record.
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Navigate to their Profile tab.
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In the Certificate box, select the Add new link
Once you have uploaded the certificate file here, it will also appear in the volunteer's Files tab.
✋🏼 Important: Although INVOLVE prioritises security, it is strongly recommended that you do not upload sensitive personal identification documents (e.g., driver's licenses) online. Instead, establish a process such as having a designated person verify these documents in person, or storing them securely offline and referencing their verification online.
Reimbursements
Can be uploaded in two ways: either from the volunteer's record or from a program the volunteer belongs to.
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From the list of volunteers (either your organisation's volunteers or program volunteers), select a volunteer to bring up their record.
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Navigate to their Reimbursements tab.
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Select the Create reimbursement button
OR
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From a program, navigate to the Reimbursements tab
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Select the Create reimbursement button
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Select the volunteer in the first input field
Files uploaded here also appear in the volunteer's Files tab.
What type of files can be stored?
File types allowed to be uploaded for certificates and reimbursements:
.jpg, .jpeg, .png, .pdfImage file types allowed to be uploaded from the files tab:
.jpg, .jpeg, .png, .gif, .webpDocument file types allowed to be uploaded from the files tab:
.pdf, .doc, .docx, .xls, .xlsx, .csv, .txt, .ppt, .pptx