The Document Hub is where you can store all resources, documents and policies to support volunteers and volunteer managers. Its design makes it much easier for volunteers to find what they're looking for and for you to present resources.

Each file is assigned roles or teams. In this way a Welcome Volunteer, for example, doesn't need to go through folders of instructions only needed for a treasurer or admin volunteer. With fewer resources visible, it's easier for volunteers to see what's important.

To manage the Document Hub you need to have the relevant permission. Please contact your organisation if you have any questions about this.

Select the Hub Home and click the Add folder link at the top of the page and follow the onscreen instructions.

Select the folder where you want to add the sub-folder and click the Add folder link.

You can add as many folders and sub-folders as you need. Volunteers will only see a folder if there's an item in it that they have access to.

Empty folders will only be visible by managers with the edit permission.

To delete an item, select it and click the Delete button at the top of the page. The link will only be displayed if the selected item can be deleted and you have the edit permission.

To upload a file:

You can upload most file formats, but we recommend to PDF most items, including Powerpoint presentations. Word forms can be saved with form fields too.

Use tagging and other accessibility tools for screen readers to work smoothly.

When the file is successfully uploaded, you will be redirected to the file edit mode screen. Even if you don't save details here, the file has been uploaded so you'll need to delete it if you've uploaded the wrong file.

You can change access to a file, edit its description or replace it with a new version at any time.

To open the edit screen, find the relevant file in the Document Hub and click Edit.

You can change this to be a more user-friendly name, although it's best to keep it close to the file's actual name. When downloaded, the file name will show in the volunteer's downloads folder.

Add a few sentences to explain clearly what the file is. The contents of the description, as well as the Display name, are used in the search. Carefully writing this description, using all of the terms that a volunteer may use, is really important to enable the correct results to be presented following a search.

If you add a date here, the file will no longer be visible to volunteer users after that time. It is not deleted and you can add a later date after its expired.

You can record who the owner of the file is. It's a good idea to record a job title, team or department here to allow for staff changes.

Entering a date here allows your files to be reviewed periodically for accuracy and relevance. A review date does not affect the display of the file to volunteers. The information is available in the Document Hub Report export.

Check the folder or folders that you want the resource to be available in. Please note, multiple locations will give access to all of those locations to the volunteers eligible to see the file.

If you want to restrict a file to one or more team, select them here. Do not select any team if you want everyone to have access.

If you want to restrict a file to one or more role, select them here. Do not select any role if you want everyone to have access.Selecting a team and role will allow everyone in that team and everyone with that role to see the file.

This button will only be available to click if you have made changes.
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Click the Delete button and follow the onscreen instructions.

The main search bar and the contextual search on the Document Hub page will search the file title and description to retrieve on the results, file content won't be considered.