Volunteers

The Volunteers page is where administrators manage the people who serve in your organization's ministries and events.

Who Can Access This

• Owners and Administrators have full access to the volunteers page.
• Ministry Leads can view volunteers in their assigned ministries.

Volunteer Types

There are two types of volunteers in Ministry Steward:

Team Members

These are people who have been invited to your organization and have their own login. When someone accepts a team invitation, they automatically appear in the volunteers list. Team members can manage their own availability, view their schedule, and interact with the app directly.

Managed Accounts

Managed accounts are for volunteers who do not need their own login — typically children or dependents. A parent or guardian who is already a team member manages their schedule and availability. Managed accounts can be scheduled for events just like team members.

Volunteers Table

The volunteers table shows all volunteers with key information:

• Name — the volunteer's display name.
• Status — whether the volunteer is active or inactive.
• Ministries — badges showing which ministries the volunteer is qualified for.

Volunteer Detail Page

Click View on any volunteer to open their detail page. From here you can:

Edit Profile

Update the volunteer's display name, phone number, notification email, and notes.

Active Toggle

Controls whether this volunteer can be scheduled. Turn this off to temporarily remove them from scheduling without deleting their record. Inactive volunteers will not appear in the scheduler.

Auto-Schedule Toggle

Controls whether this volunteer is included in automatic scheduling. Turn this off if you prefer to assign them manually through the scheduler's preview interface.

View Ministries

See which ministries this volunteer is qualified for. Ministry qualifications are managed from the Ministries page.

Adding a Managed Account

1. Click the Add Managed Account button.
2. Fill in the form:
   • Name (required) — the volunteer's display name.
   • Phone (optional) — a contact phone number.
   • Guardian (optional) — select a parent or guardian from existing team members.
   • Relationship — choose from Parent, Legal Guardian, Grandparent, Sibling, or Other.
   • Notes (optional) — any additional information.
3. Click Add Managed Account.

When a guardian is linked, the system automatically creates a Family Group connecting them. The guardian can then manage the dependent's availability and view their schedule from the Family page.

How Volunteers Connect to Other Features

• Ministries — volunteers are qualified for specific ministries, which determines what events they can be scheduled for.
• Scheduler — the scheduler assigns volunteers to events based on their qualifications, availability, and preferences.
• Availability — volunteers (or their guardians) set when they're unavailable and their event preferences.
• Family — guardians manage dependent volunteers through the family page.
• Groupings — volunteers can be organized into family groups for easier management.