Overview: This article intends to provide an overview and sequential steps on the Access Tab in the Volunteer Module. This is intended for Zone, Regional, and Branch users to view a volunteer's profile and edit information for administrative support related to the prison ministry.
Type of Administrative Access: The Access Level (Permission) needed to follow this article is: Zone, Regional, or Branch
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Step 1 From the Navigation Panel, select Volunteers.
Step 2 In the Volunteers Landing Page, enter the name of the volunteer you are searching into the Search area. Click Search when complete.
- Note: To refine your search further, click on More Options and select additional criteria by expanding each section by clicking the carat next to the criterion. Once all selections have been made, click the Done button to begin your search. Otherwise, click cancel to return to the Volunteers Landing Page.
Step 3 From the results, select the Volunteer to view and/or edit by clicking on the volunteer’s Name or clicking the More Actions ellipses and clicking Edit.
- Note: To browse through results, you can select the number of rows per page that can be displayed or scroll through the pages using the right chevron (arrow).
Step 4 Click on the volunteers Access tab.
Step 5 In the User Account card, you can select Disable in Account Status to temporarily disable the user's access. If the user's Account Status is set to Disable, you can select Active, and the user will be able to access Gate Access once again.
- Note: Within this card, you can click Send Password Reset to provide the volunteer an email message to reset their password.
Step 6 In the Administrative Access card, you can change the volunteer’s role in Gate Access by clicking the Access Level dropdown.
- Note: Your ability to change a volunteer’s access level will be dependent on your role. For example, a Zone level user will only be able to change the access level of a volunteer to Facilities. A Regional level user can assign a volunteer to Facilities or Zone level access.
Step 7 In the My Ministry Access card, you can select if the volunteer is approved for Interested Inmates and/or Initial Contact Letter Writing by clicking each toggle switch respectively.
- Note:
- If the toggle switch is to the left (white), then that aspect is not approved. If the toggles switch is to the right (grey), then that aspect is approved.
- This will directly impact what aspect of the ministry is available for selection in the Edit Facility Access drawer.
Step 8 The Facility Access card will display which facilities the volunteer has been assigned. Click the Add Facility button to add a facility the volunteer can gain access to the ministry.
Step 9 The Add Facility Access drawer will open to the right. You can add a new facility by selecting a facility By Name or By Location.
Step 10 To select a Facility By Name, click the Facility dropdown menu. Enter the Badge Expiration date for the volunteer by entering it in YYYY-MM-DD format or using the calendar tool. Click to Check the respective boxes for the types of ministry the volunteer is Approved For.
Step 10 To select a Facility By Location, select the appropriate State, City, and Facility from each respective dropdown menu. Enter the Badge Expiration date for the volunteer by entering it in YYYY-MM-DD format or using the calendar tool. Click to Check the respective boxes for the types of ministry the volunteer is Approved For.
Step 11 For each facility, the volunteer's specific Facility Access and activity type can be adjusted as needed. In the Facility Access card, select a facility by clicking on the facility Name or the Chevron to the far right of the row.
Step 12 The Edit Facility Access drawer will open to the right of the screen. Here you can modify what activity the volunteer is approved for by facility.
- Note: Access and changes will be dependent on the settings in the My Ministry Access card. To adjust, return to Step 7. For example, if a volunteer is approved for Initial Contact Letter Writing in their My Ministry Access card, then for the facilities, the volunteer can now be approved and assigned for ICLW in the Edit Facility Access drawer. Once changes are complete, click Save.
Step 13 To remove a volunteer's access to a facility, click Remove Facility from the Edit Facility Access Drawer.
- Note: A confirmation will appear upon successful removal.
Last Updated: May 12, 2023