Setting up volunteer permissions and adding volunteer users

Landscape has special settings available so that volunteers can create and access site visit information, but only to sites to which they are assigned as team members. Here's how you can ensure that they will have proper access to the materials they need in order to perform those site visits

You'll need to apply these settings prior to adding volunteers as users:

Add a 'Volunteer' permissions group (if you don't already have one) and check to see that the settings are correctly applied.

From Settings (must be an administrator) go to the 'Account' tab, then select 'Permissions' on the left panel. If there is already a 'Volunteer' permissions group, then you can click on it to review it, otherwise click on the plus button to add a new permission group:

There are two settings in the permissions page that must be set correctly in order for the permission group to have the ability to add and edit site visit data. If either of these are not set correctly, the user will not be able to add or edit site visit data:

1. The permission settings will be displayed on the right side of the screen. You can set all fields to No/None except for Portfolio Records > Can Edit > When on team or lead on associated record or project

2. And then under Work Items > Site Visits > Can Create > When on team or lead on associated record or project / Can Edit > When on team or lead on associated project / Can Delete > When user created the item

These settings are just recommended for standard volunteer workflows. You may wish to change them based on your own requirements.

Adding volunteer users

Go to the 'Users' page in Settings (must be an administrator) and click on the '+' button next to 'User List' to add a new user.

Enter the email address of the user as the user name, then choose a contact record to associate with that user. If the user is not in your account as a contact, you may have to add a new contact by selecting 'add new'

Select the 'Volunteer' permissions role for the user.

Select the 'Portal' interface

Click 'OK'

You will be prompted to email them an invitation. When a user receives an invitation, they also receive their temporary password. They can change their password after they log in for the first time.

Once a user is added, you may want to also edit their 'Time Spent Role' to be 'Volunteer' so that you can tally up total volunteer time later.