Volunteers may have one role or multiple roles. As a leisure-time activity, volunteers frequently want to stop carrying out one or all of them, for many different reasons.

Assemble enables volunteers or managers to end a volunteer's role in their record. Volunteers can't leave their roles via the mobile app.

However, in most cases, volunteers contact their manager directly to let them know they're leaving, and the manager initiates and completes the leaving process.

Start the leaving process

📌 Note: To start or cancel the leaving process, you must have supervisory permissions.

Open then user record then click the Roles & Responsibilities tab.
Click Leave role.
Select the roles that the volunteer is leaving.
From the Please select the reason why this volunteer is leaving drop-down menu, select the relevant reason.
In the When would you like the volunteer to leave? field, select the relevant date.
Select whether to mark the volunteer unsuitable for your organisation.
- Only select Yes if the user isn't allowed to volunteer or work for your organisation again.
If you're not the named manager for the volunteer, select whether to notify their manager.
Click Start leaving process.

Volunteers with managerial responsibilities or more than one role

You assign responsibilities, like managing others, to specific users and not just to a user role. As long as a user remains active, for example, if they still have another role, Assemble doesn't provide a warning or prevent you from setting the user as leaving a role. If there are role-specific responsibilities, you should check the user's record and transfer them.

If the user is leaving all of their roles today or in the future, the system won’t stop you from setting the volunteer to leave the last role without transferring the responsibilities, as the person still has another open role.

📌 Note: You won't see a Leaver's Form if you select Deceased as the leaving reason.

If a named manager of a role changes and there's a pending review against the role, the manager review notification transfers to the new manager, who receives the actionable notification to complete it. The old manager should then no longer see the manager review notification.

Inactive users

As soon as a user has no active roles, they're automatically set as inactive, and won't have access to Assemble.

Once inactive, only managers with permission to manage inactive users can find or view their record. This includes the ability to see the Leaver's Form.

Leaving reasons

A standard list of leaving reasons is built into Assemble. You can't customise these for your organisation but you may have specific guidance on when to use each. The reasons to choose from are: