VolunteerMatters Process
This document will provide step-by-step instructions for setting up a volunteer project in the VolunteerMatters dashboard. Click through the different steps listed below to complete the process. At the bottom of the page, you will see the information your volunteer sees.
Note: Contact Volunteer Management Services to ensure your account is set up with the correct security roles.
Project Set Up
- Click Projects from the Menu on the left side of the screen.
- Click New Project at the bottom of the screen.
- Fill out the relevant information for your volunteer project.
- Publish Mode: select Public for the project to be seen by others.
- Note: For the project to be visible, the current date needs to fall between the Publish Start Date and Publish End Date.
- Default settings should work for most volunteer projects.
- Change "Email from Name" and "Email Reply-To Address" so you can receive any emails that come through the system.
- Change "Email from Name" and "Email Reply-To Address" so you can receive any emails that come through the system.
- Click Save.
Project Organizers
Note: Before you can assign project organizers, you must complete the steps below.
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Instruct Project Organizers to sign in to VolunteerMatters before being assigned.
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Notify Volunteer Management Services which individuals you want as Project Organizers because they need proper admin access.
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After completing the steps above, you can proceed to Project Setup page.
Once the project is saved, VolunteerMatters will take you to the Project Setup page.
- Go to Choose Project Organizers and type the names of any UW-Madison employees that should have administrative access to the project.
- After adding all Project Organizers, click Add Organizers.
Project Needs
Go to the Manage drop down menu at the top of the page. Click Project Needs.
This is where you will set up the volunteer roles or activities needed for your volunteer project. The different options available are defined below. Additional guidance for Project Shift and Project Position are in the accordion element after the definitions.
- Project Shift: A specific, scheduled block of volunteer work within a broader project, defined by a date, start/end time, role, and the minimum/maximum number of volunteers needed.
- Project Task: An individual action item that a volunteer is asked to complete on their own time, with a specified due date, rather than during a predetermined time slot.
- Project Item: A type of volunteer need within a project, alongside shifts, tasks, and positions, that volunteers can sign up for to contribute to a specific event, program, or initiative.
- Project Position: A long-term, staff-like role within a project or organization, distinct from shift-based work, that can span weeks, months, or even years.
Project Shifts
Project Shift: A specific, scheduled block of volunteer work within a broader project, defined by a date, start/end time, role, and the minimum/maximum number of volunteers needed.
- To begin the process of adding Project Shifts, click shift roles at the bottom of the Project Shifts section.
- Click + add role.
- Fill out Volunteer Shift Role.
- Role Name
- Description
- Minimum Age
- Note: Volunteer Policy requires all volunteers to be 18+ by default. For some roles, you might want to increase the minimum age.
- Required Credentials
- Note: Required Credentials are the agreements & trainings your volunteers need to complete before being officially acknowledged as University Volunteers and providing services for your program. Credentials can only be created by Volunteer Management Services. Please reach out to set up your unique project credentials.
- Click Save. After adding as many Shift Roles as your project requires, then click Back to Project.
- After adding all shift roles, click add shifts.
- Fill out the Schedule Dates and Shift Sign-Ups with the correct dates/times/shift roles, then click Next.
- Click Create Shifts to finish setting up your volunteer shifts. These can be edited at any time.
Project Position
Project Position: A long-term, staff-like role within a project or organization, distinct from shift-based work, that can span weeks, months, or even years.
- Scroll down to the Project Positions section and select add position.
- Fill out the Project Position Need, then click Save.
- Note: Required Credentials are the agreements & trainings your volunteers need to complete before being officially acknowledged as University Volunteers and providing services for your program. Credentials can only be created by Volunteer Management Services. Please reach out to set up your unique project credentials.
- Note: Required Credentials are the agreements & trainings your volunteers need to complete before being officially acknowledged as University Volunteers and providing services for your program. Credentials can only be created by Volunteer Management Services. Please reach out to set up your unique project credentials.
Volunteer Project Information
After saving all the project details, you can find the Project Catalog URL. This link can be shared with any prospective volunteers. This is the easiest way to share your volunteer project. 
Volunteer View
Below is an overview of what the Volunteer will see after clicking on the project site page. You can share this information with volunteers if it is helpful.
Volunteer View
- Select one of the volunteer opportunities listed on the volunteer project site page.
- View the specific role or shift you are interested in on the volunteer sign-up page.
- Review the volunteer description and the required credentials you will need to complete before being able to provide services as an official University Volunteer.
- When you are ready to sign-up, click the Login button if you already have a VolunteerMatters account or if you have a NetID.
- If this is your first time in VolunteerMatters, select Register Now.
- Fill out your information and click Continue.
- Use the link in your confirmation email to finish registering.
- After confirming your email, create a password and click Save.
- You will be redirected to the registration page for the volunteer event.
- Fill out all required information on the Volunteer Registration page.
- Note: You will need to choose either UW-Madison or UW-Extension as your campus, even if your volunteer activity occurs outside of Dane County. Once you have selected one of these as your campus, the “Madison/Extension Primary Volunteering Area” prompt will populate. Please select the correct associated primary volunteer area. Ask your volunteer program contact if you have questions.
- Note: You will need to choose either UW-Madison or UW-Extension as your campus, even if your volunteer activity occurs outside of Dane County. Once you have selected one of these as your campus, the “Madison/Extension Primary Volunteering Area” prompt will populate. Please select the correct associated primary volunteer area. Ask your volunteer program contact if you have questions.
- Once you have filled out the required information, click Continue.
- Fill out assigned Volunteer Credentials, which includes volunteer role description, volunteer agreement, and other onboarding or training you may need for your volunteer role.
- Note: Credentials will not save your progress. Complete all credentials in one sitting.
- To locate incomplete credentials, go to your profile and find the credentials section.
- Criminal Background Check information: If your role requires a Criminal Background Check, you will be sent an email from HireRight with further instructions on submitting additional information directly to UW-Madison's Criminal Background Check vendor. You have 5 days to complete this request. Please check your junk folder if you do not see an email from HireRight. If nothing comes after 24 hours, reach out to your volunteer manager contact.
Questions?
Contact volunteer@ohr.wisc.edu.