What you can or can't do on a user record depends on the permissions that your organisation assigns to your role. Please contact them if you have any enquiries about your permissions.

User banner

The banner at the top of the page offers an overview of the user basic details, e.g. starting date, date of birth, status, user id etc.

Length of volunteering

Assemble calculates the length of volunteering from the start date in the Details tab. This is the earliest start date for roles on Assemble however, to add historic roles, you can use an earlier start date when you import or manually add a user's record.

Users with one or more role profiles that don't have a start date set display the earliest date on their role profile.

If you update a role profile and the date on the role is before the user's starting date, this automatically updates the user's start date to the same date.

All Assemble users have a start date but only the duration of volunteering itself is displayed in the banner.

Date of birth

You can only see a volunteer's full date of birth if they're under 18 or if you have permission to see it. If you don't have permission, it shows their birthday.

This is because it can be nice to celebrate a volunteer's birthday, as we often do with staff. It's seen as good volunteer management and recognition in teams where volunteers and staff work together day to day.

On call

If you use the On call functionality, this shows users' On call status and remaining time.

User record actions

At the top of user banner, you see the other actions that you can perform against a user record, if you have the right permission.

Assume identity

If you have the permission group to allow this, you can assume the identity of the user. This allows you to see what they can see.

You can also make any changes to a user profile while impersonating them. Every time you impersonate someone, it's recorded in the user logs under Action on user, as are any changes you make while impersonating them.

If you update consent, the tool tip next to consent updated logs on password and privacy state who updated it, without you needing to check the logs.

📌 Note: You can't assume the identity of an inactive user.

Edit status

To temporarily restrict Assemble access to a user you can use the status on-hold functionality on the Contacts tab. Users are automatically set as Active when they have a valid current role and set as Inactive when they don't.

All active users need a current valid role made up of a role profile, team, named manager as well as a start date. If you have an inactive user, simply add a current valid role and they'll become active again.

Users can be put on hold (with or without contact) for up to six months at a time. This allows for volunteers taking a break or being unavailable due to health reasons. When on-hold without contact, notifications will not be sent to the user and you will not be able to send them a message. If they choose to log in and send you a message, you will be able to reply but they will not receive a notification.

You can also set a volunteer to be on hold and temporarily restrict their access to Assemble, setting them to the Access Suspended status. Please be aware that if the user tries to login into the system they will see a message stating that their account is inactive; they won't know that it has been only temporarily restricted.

Once the set end date is reached the user will be set back to the previous status they were at before being put on hold. Unselecting on hold will return the user immediately to active status.

Recognition

Adding a recognition to a volunteer lets you choose from the different built-in categories. Simply complete the details and select one of the certificates, if relevant, that your organisation has made available.

If you don't want the volunteer to see the recognition in their profile, select Hide from volunteer. You can either have it always hidden (for example, an Honours nomination is usually confidential) or you can change this at any time later to make it visible from then.

From the More tab, you can edit any recognition on the volunteer's record and you can also download the recognition certificate, if one has been added to it.

You can remove a recognition if you have the relevant permission. This is normally restricted to the volunteering team.

🤓 Tip: You can add a nomination form or externally awarded certificate as an attachment to the recognition but only certificates generated from within Assemble will be available for the volunteer to download.

Add activity

The activities tab allows the supervisor to do add, edit and delete activities on behalf of the user.

Contact sheet

You can export users basic details pdf in a printer-friendly format. Some premises eg charity shops, may not have internet access or need to keep paper files too.

📌 Note: Only the details you have permission to see will be included on the export sheet.

Export SAR

If you have the right permission, you can download a SAR (subject access request). This collects all of the information stored about the user for your data protection officer if they receive a SAR from a volunteer.

An email will be sent to the logged user who requested the SAR; the email contains a download link and a password to open the file.

Required permissions

Supervisory permission:
- View user details - date of birth.
- Manage users - recognition.
- Manage users - on-hold status.
- See on call status of other users.
- Manage users - remove recognition.