What is an inactive volunteer?
An inactive volunteer is someone who is not currently engaged with your organization, whether temporarily or indefinitely. There can be various reasons for this, and keeping track of them helps you improve your program and avoid unintentionally assigning tasks or sending communications to them.
What does the inactive status mean?
You cannot email inactive volunteers.
You cannot assign inactive volunteers to events or shifts.
Inactive volunteers do not qualify for applications and will be archived.
Inactive volunteers will still appear in all reports as historical data.
Note: Inactive status does not prevent volunteers from signing up for future opportunities. If they return, they’ll automatically return to Active status in the Directory. You can also manually change a volunteer's status back to Active at any time.
Customizing your list of inactive reasons.
In Settings, go to the Inactive Reasons tab, where you’ll see a list of common reasons why volunteers may leave a program. This list is fully customizable, so you can add, delete, or edit reasons to fit your organization’s needs.
Moving an individual volunteer to the inactive state.
To set a volunteer as Inactive, open their Profile Card, go to the Profile tab, and change their status from Active to Inactive using the dropdown menu.
Moving multiple volunteers to the inactive state.
To set a group of volunteers as inactive, go to the Directory, then use the checkboxes next to each volunteer’s name to select those you want to move. Click the Move to Inactive button in the toolbar.
A popup will appear where you can start typing to see a list of reasons to select or add a new one—press the Move to Inactive button to complete the action.
Automatically move volunteers to the inactive state.
Automate your Directory to move volunteers to the Inactive view if they haven’t volunteered or engaged within a specific timeframe. The default is 1 year (365 days), but you can adjust it to fit your organization’s needs.
To set this up, go to Settings > Preferences and turn on Auto-move to inactive. Then, set the number of days of inactivity and choose a reason to apply for automated moves. Be sure to press Save at the bottom for changes to take effect.
Once saved, your Directory will start updating based on these settings, which may take a few minutes initially. Going forward, Timecounts will scan daily for volunteers who meet the inactive criteria.
