Export volunteer data and manage portal settings

VM2 availability: these controls are available to all schools using the newer Volunteer Management (VM2) interface as of November 3, 2026. No separate feature activation is needed. Staff roles, volunteer roles and access still apply; these are not the legacy Volunteer Management instructions.

How to use

Administrators can open Export & Reports (under Analytics when that group is shown) to preview and download the available data and manage an export hour where offered. Constituents, volunteers, segments, and tasks also expose their own exports. Review selected rows versus all matching rows and excluded rows before exporting.

Use the appropriate administrator or volunteer Settings screen for profile/password changes. Administrator settings also expose household configuration. Review the saved result and any validation errors.

Troubleshooting

Some constituent/volunteer exports are generated asynchronously and emailed; the screen displays an estimate of up to 30 minutes. Treat that as an application estimate, not a delivery guarantee. A filtered table and a full-school export can legitimately differ.

Scope

For staff, Volunteer Management Reporting Admin includes export access, but not VM settings management. Volunteer Management Admin, Volunteer Management Superadmin, and Superadmin include both exports and VM settings. These are fixed administrator-role capabilities, not per-user capability checkboxes. Exact file formats and scheduled-export destinations depend on the configured export; use the preview to confirm its column definitions.

Configure field visibility without a support ticket

Open Volunteer Management → Settings → Field visibility if your menu uses that label. In the current settings layout, use Settings → Constituent profile for profile sections and placement, and Settings → Fields & filters for table/filter choices. The older Field visibility route opens Fields & filters.

1. Open the Volunteer Management administrator portal → Settings → Constituent profile. Under Sections and fields, show or hide the relevant profile sections and individual fields.
2. Under Custom fields, choose the profile section where each school custom field should appear. An unplaced custom field does not appear on the profile. Use the preview to inspect the result, then select Save changes.
3. Open Settings → Fields & filters to choose which fields are offered in Segment builder. For custom fields, also choose Visible to admins and/or Visible to volunteers to offer them as columns and filters in constituent tables. Select Save changes.
4. In the administrator constituent table or volunteer People table, use the Other Fields filter chip for enabled custom-field filters and the table's column controls to display enabled fields. A volunteer-table custom field must also be shown in a visible profile section; turning on the table option alone cannot expose a hidden field.
5. Open Roles & Permissions, edit the intended volunteer role, and review View Custom Fields and its constituent scope. Use the role's Preview tab to inspect what that role can see, then save the role changes.

Superadmin, Volunteer Management Superadmin, and Volunteer Management Admin can manage VM settings and volunteer roles. Volunteer Management Reporting Admin does not include these settings changes. Volunteer roles are configurable; built-in staff administrator roles remain fixed.

How school visibility and volunteer roles work together

School visibility is the ceiling: a role cannot expose a field or section the school has hidden. Hidden fields are also withheld from the corresponding filters, merge tokens and Outbox views; do not rely on an old message preview as a way to retrieve hidden data. A visibility change does not recall emails already delivered to recipients.

View Custom Fields applies to all custom fields together within the role's selected constituent scope. It is not a separate per-custom-field permission for each volunteer role. Showing an individual field at the school level and granting the role access are different controls. Turning a field on for Segment builder is not a grant of volunteer access.

The current Constituent profile screen warns that saving hidden fields clears the matching volunteer-role grants and dependent actions. Showing the fields again does not automatically restore those grants; review the affected roles and Preview again.

This release does not provide renaming of fields or sections, or custom formatting such as rounding, value mapping or date formats. Do not promise those capabilities from the visibility controls.