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Adding a Volunteer

Learn the different ways to add volunteers to Ministry Steward so they can be scheduled for events.

Volunteers are the people who get scheduled to serve at your events. There are two ways to bring volunteers into Ministry Steward.

Option 1: Invite as a Team Member

This is the primary way to add volunteers. When someone is invited to your organization and accepts the invitation, they automatically appear in the Volunteers list with their own login.

  1. Go to Settings in the left sidebar, then open the Members section.
  2. Invite the person by email.
  3. Once they accept the invitation and join, they will appear on the Volunteers page.

Option 2: Add a Managed Account

Managed accounts are for volunteers who do not need their own login — typically children or dependents managed by a parent or guardian who is already a team member.

  1. Open the Volunteers page from the left sidebar.
  2. Click the Add Managed Account button in the top-right corner.
  3. 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 the list of existing team members. When a guardian is linked, the system automatically creates a Family Group connecting them.
    • Relationship — appears when a guardian is selected. Choose from Parent, Legal Guardian, Grandparent, Sibling, or Other.
    • Notes (optional) — any additional information about this volunteer.
  4. Click Add Managed Account.

Configuring a Volunteer

After a volunteer exists in the system, click View in the volunteers table to open their detail page. From there you can:

  • Edit Profile — update their display name, phone, 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.
  • Auto-Schedule toggle — controls whether this volunteer is included in automatic scheduling. Turn this off if you prefer to assign them manually.
  • Ministries — view which ministries this volunteer is qualified for. Ministry qualifications are managed from the Ministries page (see Adding a Ministry).

Next Steps