Granting Portal Access to a Volunteer Leader

If a contact already has login access in some other role (Volunteer, Partner Staff) you'll first have to disable their current license before you can change them to a Volunteer Leader profile.

If they have no access, you can skip that step and simply grant them access directly as shown below.

If no license is associated with the contact, you'll see a Grant Portal Login link in the Contact overview.

If no license is associated with the contact, you'll see a Grant Portal Login link in the Contact overview.

Click on "Grant Portal Login" in the Contact Overview dashboard in the HandsOn Connect Shortcuts section of the contact record.

Before you can grant portal access the following fields MUST be populated or you will get an alert saying required fields are missing.

  • Primary Address
  • Primary Phone
  • Email
  • Birthdate
  • Volunteer Type: (must be set as "volunteer")

if these are not set - then you will get a warning that required fields are missing. Correct the fields, save the record and click on the Grant Portal Login link again.

Select Volunteer Leader from the picklist

Once you select volunteer leader, the user license will be granted and email notification and login/ password info will be sent to the contact letting them know they now have access as a Volunteer Leader.

Basic Portal Users: The profile you will select will be labeled Volunteer Leader v2.

Volunteer Leader Profile login access is granted!

The checkmark appears and you'll see the profile now associated with this contact is Volunteer Leader.

The volunteer will be sent an email letting them know they have been granted Volunteer Leader portal access. They will also get an email with a new temporary password which they'll have to use before they can log in again. Their username will not change!

NOTE: Before granting Volunteer Leader portal access to a volunteer -- be sure that you have trained them or provided them with documentation on how to use the Volunteer Leader portal. It is not self-explanatory unless you've customized the portal with documentation or an instruction video on the portal homepage. So don't grant access to someone who has no idea what to do in the portal! :-)

Basic Portal Users: The profile that will appear here is listed as Volunteer Leader v2 once you've granted them access to the VL basic portal.

When Volunteer Leader Portal access is granted, two emails will be sent to the contact by the system

When Volunteer Leader Portal access is granted, two emails will be sent to the contact by the system

The first email notifies the volunteer that they have been upgraded to Volunteer Leader status and have access to that portal. (Note: the default template says 'upgraded" but this same email will be sent if you create the Volunteer Leader from a contact record that never had a login as a volunteer. So you may want to customize the email template if you regularly create volunteer leaders from scratch administratively.

The second email is the standard Salesforce notification that a login has been created. When logging in with the temporary password the user will be prompted to set a new password.

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