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Manage Users: Add, Deactivate, Delete, & User Permissions

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Add a New User

To add a new user in VolunteerLocal, follow the steps below:

  1. From the Menu bar, navigate to Account > Manage Users
  2. From the Manage Users page, click the Add user button in the top right
    Screenshot 2025-06-10 at 11.27.21 AM.png
  3. Enter the user’s details, including:
    • First name
    • Last Name
    • Email address
    • Phone (optional)

Step 2: Set Permissions

What can the user do?

In the What can the user do? section, assign permissions to determine what areas of the account the user can access.

💡 Tip: Each permission toggle is explained in detail in the final section of this article. 

Step 3: Provide Access

What events can the user manage?

Select which Applications, Events/Programs, Jobs, or Shifts* the user should have access to.

  • Check the appropriate boxes (a blue checkmark indicates access).

💡 Tip: If you do not see all of your events or the scheduling page, click Show all events.

*Job-level access permissions are available within the Grow Plan

**Shift-level access permissions are available within the Enterprise Plan

✏️ Note: The option to select Signup notifications is available with the Enterprise Plan or the Leader Captain Add-on.

Step 4: Send Access Instructions

Under Send instructions?, you can choose to send the user an email (from you) with instructions on how to access their account by selecting the checkbox.

Once selected, an additional text box will appear where you can include any additional details or instructions. Content entered here will be saved so you can use it for future users.

When you're finished, click Save User. Your settings will be saved, and the email will be sent automatically.

Deactivate or Delete a User

An administrator can deactivate a user if they temporarily leave the organization or no longer need access.

To deactivate or delete a user:

  1. From the Menu bar, navigate to Account > Manage Users
  2. On the Manage Users page, toggle the switch on the right side of the user’s name to deactivate them.
  3. If the user is not expected to return, click the trash can icon to delete the user.

✏️ Note: A user cannot be deleted if they are the owner of any email or SMS message templates. See the next section for details.

If a User Owns Message Templates

If a user owns email or SMS message templates, those templates must be reassigned to another user or deleted before the user can be deactivated or deleted.

Once the templates are reassigned or removed, the option to deactivate or delete the user will become available.

💡 Tip: Be sure to review the Confirmation Messages on Events/Programs or Applications before removing or deactivating a user

Need Help?

If the user has already left the organization and you are unable to reassign the email templates, please email support@volunteerlocal.com with the following information:

  • Your organization name or ID
  • The user’s name
  • Who should take ownership of the email/SMS templates
  • The action needed (deactivate or delete)

Export User List

Create a CSV report with a list of all users, including activity information and permission settings, to quickly review all users within the account. To generate the report, follow the steps below:

  1. From the Menu bar, navigate to Account > Manage Users
  2. From the Manage Users page, click the Export Users button in the top right

Access Permissions Explained

Account Permissions

Administrator*
Full access to all account settings and features, including the ability to manage users and permissions.

Settings
Ability to adjust settings within the VolunteerLocal account, including:

  • Landing page settings
  • Volunteer experience settings (hours visibility, volunteer profile page)
  • File Library (Grow/Enterprise only)
  • Design Wrapper
    Account options
  • Flagged volunteer list

Billing & Payments
Ability to manage billing details, including:

  • Review current plan information and expiration
  • Update billing contact information
  • Update payment method
  • View payment and invoice history

Events & Programs Permissions

Manage Applications
Ability to create, edit, and delete applications (volunteer forms).

Manage Events
Ability to edit and delete events/programs, including:

  • Create and edit Jobs & Shifts
  • Update Event/Program settings
  • Update Event/Program details
  • Turn the Event/Program on and off

Create New Events
Ability to create new Event/Programs

Check-In/Out Tools
Access to check-in tools, including:

  • Administrative check-in screen
  • Ability to create and edit check-in kiosk(s)

✏️ Note: Users do not need this permission to use the administratively scanned QR code.

Communication Permissions

Email & SMS Communications
Ability to send and manage communications, including:

  • Send broadcast messages
  • Send pre-created email templates from the volunteer profile
  • View communication reporting

Manage Message Templates
Ability to create and manage owned templates, including editing, changing ownership, copying, and sharing access.

✏️ Note: Users with Email & SMS Communications enabled can send shared templates.

Volunteers Permissions

Search
Ability to search the volunteer database

Reports
Ability to view volunteers within the applications/events the user has access to, and use interactive tools such as:

  • Assign
  • Copy
  • Email
  • Text
  • Add volunteers

✏️ Note: User will need access to Email & SMS Communications to send Email or Text messages from this view

Export
Ability to download CSV reports for events/applications the user has access to.

Import (Grow/Enterprise only)
Ability to import and update data, including:

  • Volunteer contact information
  • Mass volunteer assignment
  • Create events
  • Update jobs & shifts
  • Hours import

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