Manage VMS imports, stale records, exports, and activity reporting

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.

How to use

Use Data Management to inspect Import History, Received Files, Onboarding where offered, and Subscription Usage. Check the relevant import run and source record when data is missing. Export/report download and refresh actions are available through the authorized data-management areas.

Use reporting to inspect active/inactive and registered/unregistered volunteer groups, volunteer actions, email deliverability, and available CSV exports. The portal also exposes gift configurations, sources, stale-record review/update, and stale-record deletion batches.

Troubleshooting

Inactive and unregistered are different classifications. Imported source data and portal edits may update through different workflows; verify the source and latest run before promising when a change will appear. Review stale-record impact before deletion and do not infer that “stale” means safe to remove.

Scope

System-school/unit views and labels vary. Check the report’s displayed activity lookback. Ask your administrator about the configured stale-record rules and import schedule.