Deactivate a volunteer in the established VMS

For the established (legacy) Volunteer Management portal. These steps differ from the newer Volunteer Management interface. Staff access is determined by their assigned administrator role(s). Administrator roles have fixed capabilities; the configurable volunteer roles described here are separate from staff administrator roles.

To end a volunteer’s access, open Manage Volunteers, edit the existing volunteer, set Deactivation Date to a past date, and update. The bulk-upload screen also supports a deactivate column set to TRUE for the selected volunteer IDs. Verify the correct unit and records before using a bulk file. Deactivation is not merely hiding a row: its background process unpairs assignments, removes the linked user and roles from the volunteer record, and archives associated text conversations. Allow the queued processing to finish and verify the result. Do not describe this as deleting all historical activity or deleting the person’s entire GiveCampus account. Ask Support for a different removal goal, such as correcting an erroneous duplicate, instead of repurposing unrelated stale-record deletion tools.

How do I reactivate someone?

In the legacy Volunteer Management administration area, open Manage Volunteers, find and edit the existing volunteer, clear all the Deactivation Date inputs, and select Update. Review their volunteer roles and restore the intended roles as needed. This reactivates the volunteer record and reconnects the matching account where available.

Reactivation does not restore assignments that were removed during deactivation. Review and reassign the intended constituents separately before the volunteer resumes work. A volunteer CSV upload can also reactivate a matching deactivated volunteer when it is submitted as an active volunteer; use consistent identifiers and the correct unit to avoid creating a duplicate.