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Volunteer Self-Service Portal

Empower volunteers to register for events, track hours, view badges, and manage their volunteer history through a self-service portal.

The Volunteer Portal provides two experiences: a public event page where anyone can browse upcoming events and sign up, and a member portal where a volunteer tracks their hours, asks for money back on what they spent, and sees what they signed.

Overview

Portal Address Access Purpose
Public event listing /go/{your-org}/volunteer No sign-in Browse upcoming volunteer events and sign up
Member portal /go/{your-org}/me Sign in with the email or phone you signed up with Hours, money back, waivers, check-in QR, recognition

The member portal is one portal for everything a person does with your organization, not a volunteer-only app. A parent who enrolls a child, gives, and drives the pizza run sees all three in the same place. The volunteer parts sit under the Volunteering heading:

Section What it is for
Overview Next shift, hours so far, what needs your attention
Sign-ups Events you signed up for, and the ones still open
My Hours Your hour log, and the form to log hours yourself
Hours by program Your hours split by the program they went to
Year summary A per-year total you can show a school or employer
Shifts & events The shifts you hold, with times and locations
My check-in QR The code a coordinator scans when you arrive
Recognition Badges and streaks you have earned
Availability The days and times you can usually serve
Money back Ask to be reimbursed for what you spent, with a photo of the receipt
What I signed Every waiver and form you have signed, with its date

On a shift day, the Overview leads with how to check in. Your organization chooses how volunteers check in: QR code, Card, or Both (the default), and can set it per event. When it is Card, the portal hides the QR and says “Tap your card. No card yet? A coordinator will give you one.” If you already have a card, the portal tells you to tap it either way. A coordinator can always find you by name.

Money back sits under More until your organization turns reimbursements on. Once it does, it becomes a top-level door, because a parent who paid for the pizza should not have to go hunting for the place to ask for it back.

Public Event Registration

The public-facing volunteer portal provides:

  • Event Listing: Browse upcoming published volunteer events with dates, locations, and availability
  • Event Details: View full event description, capacity, registration deadline, and custom forms
  • Registration: Sign up with name, email, phone, and optional notes
  • Paid Events: Support for events that require a ticket payment before confirmation

Volunteer Self-Service Dashboard

Once registered, volunteers receive a portal token granting access to:

  • Dashboard: Total hours, events attended, earned badges, and impact message
  • Hour Log: Full history of logged hours with event names and approval status
  • Log Hours: when the organization allows it, log hours you missed checking in for, with the program and a short note. Otherwise your hours are recorded when you check out, for the time between checking in and checking out. Nothing counts while you are still checked in
  • Event History: All events the volunteer has registered for with status
  • Milestone Badges: Achievement badges earned based on total approved hours

Browsing Volunteer Events

Anyone can view your organization’s upcoming volunteer opportunities.

  1. Visit your organization’s volunteer page (/go/{your-org}/volunteer)
  2. Browse upcoming published events showing:
    • Event name and description
    • Date, start time, and end time
    • Location and address
    • Capacity: Maximum volunteers and spots remaining
    • Registration status: Whether registration is still open
    • Ticket price: If the event requires payment
  3. Click an event to see its full details

Events are sorted by date (soonest first) and only published events with future dates appear.

Registering for an Event

  1. Open the event you want to volunteer for
  2. Click Register
  3. Enter your information:
    • Name (required)
    • Email (required)
    • Phone (optional)
    • Notes (optional, up to 500 characters)
  4. If the event has shifts, pick one. If the shift has more than one role, pick a role too. Simple events have no shifts or roles, and you will not see these choices.
  5. If the event has a custom form template, fill in the additional fields
  6. Click Submit Registration

Shifts and Roles

Some events are split into shifts (for example Morning and Afternoon) and roles (for example Packer or Driver). Each shift and role has its own spots and its own waitlist.

  • A role can have a minimum age, checked against the date of the shift, and can require a certification that is valid on that date. If you do not qualify, the form tells you why and which roles you can pick instead.
  • If you are under 18 on the day of the shift, the form may ask about a parent or guardian. Some organizations need their consent before you can sign up; others only email them.
  • You can sign up for more than one shift on the same day if the times do not overlap.
  • If you sign up again for a shift you already hold, the page asks you to check your email. We send your current status and a link to manage your sign-up to the email on file.

What Happens After Registration

  • Free events: You are immediately registered and receive a confirmation notification
  • Paid events: Your registration is marked as “pending payment” and you receive payment instructions with the ticket amount

Registration Rules

  • You cannot register for the same event twice with the same email
  • Registration closes when the event reaches maximum capacity
  • Registration closes after the registration deadline (if one is set)
  • A Person record is automatically created or matched in the organization’s CRM

Bringing Others

Signing up a family or a small group? Use Bring a friend on the sign-up form and add each person under Additional party members with their Full name and, optionally, their email or phone. Adding members is optional. The confirmation shows Your group: with each person’s outcome.

Signing Up for a Recurring Series

When an event repeats, for example a Saturday food bank shift, the sign-up form shows Subscribe to all N upcoming sessions. Tick it to sign up for every upcoming session at once, then pick which sessions if the form asks Which of the N sessions?. You can opt out of single sessions later from the portal.

The confirmation lists each session separately as Signed up, Waitlisted or Already signed up. Waitlists are per session, so being waitlisted for one Saturday says nothing about the next. Paid events are booked one session at a time.

When an Event Is Full

If the event is at capacity, the form offers Join waitlist. You see your place, for example You’re #3 on the waitlist. We’ll email you if a spot opens. Use Leave the waitlist if your plans change.

When an event has shifts and roles, you join the waitlist for the shift and role you picked.

When a Spot Opens

When a spot opens, it is offered to the next person on the waitlist. You are not signed up until you accept.

  1. You get an email and an in-app notice: A spot is yours if you accept by a date and time. Your status shows Offer: accept by that time.
  2. Sign in to your portal and accept or decline the offer under Shifts & events.
  3. The time to accept is set by your organization (24 hours by default). Every offer closes 2 hours before the shift starts.
What you do What happens
Accept in time You are signed up and get the usual confirmation
Decline You leave the waitlist and the spot goes to the next person
Do nothing The offer expires. You stay on the waitlist, at the back of the queue
Accept one of two offers whose times overlap The other offer is declined for you

If a spot opens less than 2 hours before the shift, no offer is sent. When a shift ends, its waitlist closes.

Signing In to the Member Portal

Open /go/{your-org}/me. The sign-in page offers several ways in:

  • Email me a sign-in link. Muin emails a link you click. It works once and stays valid for 7 days.
  • A 6-digit code. Choose Trouble with the link? Use a 6-digit code instead, pick Email or Text message, and press Send code. Codes expire after 10 minutes.
  • Continue with Google or Apple, when that account’s verified email matches the email the organization has on file.
  • Sign in with passkey, if you saved a passkey on this device.

The page says If we recognize you, a code is on its way whether or not your email is on file. This protects the organization’s volunteer list from people probing it. If nothing arrives within a couple of minutes, check your spam folder and the spelling of your email, and make sure you are on the right organization’s portal.

To protect against abuse, you can request a code about 5 times an hour. After that you see Too many attempts. Please try again in an hour. Use the link from your latest email in the meantime.

On a shared or library computer, tick This is a shared or public device: sign me out when I close this tab.

Lost a phone or signed in on someone else’s laptop? Ask the organization to sign you out. A staff member opens your record and, on the Portal sign-in accounts card, selects Sign out everywhere. Every device signed in to the portal is signed out and any sign-in link still sitting in your mailbox stops working. Nothing is deleted: request a new link and sign straight back in.

Your Volunteer Hours Letter

Students, people with employer matching programs and people meeting a service requirement often need a letter. In the member portal, open Year summary, choose a year if you want one, and press Download letter (PDF).

The letter carries a QR code. Anyone you hand it to can scan it to check that the letter is genuine and still valid. Only approved hours count, so if you see You don’t have any approved hours yet, ask your coordinator to approve your logged hours first.

Putting the Portal on Your Phone

The member portal works like an app on your phone:

  • iPhone or iPad: open the portal in Safari, tap Share, then Add to Home Screen.
  • Android: open the portal and choose Add to home screen from the account menu or the browser menu.

Under More → App & install you can also turn on Get shift reminders, which sends a notification before your shifts, and Set up passkey sign-in, so next time you sign in with Face ID, Touch ID or your device PIN instead of a code.

Using the Volunteer Dashboard

After registering for your first event, you receive a portal token that grants ongoing access to your volunteer dashboard.

Dashboard Overview

The dashboard provides an at-a-glance view of your volunteer activity:

  • Total Hours: Sum of all approved volunteer hours
  • Events Attended: Count of completed events
  • Upcoming Events: Number of upcoming events you are registered for
  • Earned Badges: Achievement badges based on your total hours
  • Impact Message: A personalized message showing your contribution (e.g., “You’ve contributed 75 hours of service!”)

Viewing Your Hour Log

  1. Navigate to My Hours
  2. See your complete hour log showing:
    • Date the hours were logged
    • Hours contributed
    • Event name (if linked to an event)
    • Status: Approved, pending, or other
    • Notes you added when logging

Hours are sorted by most recent date first, showing up to 100 entries.

Additional Workflows

Asking for Money Back

If you spent your own money serving: pizza for the youth night, gas to the distribution site, supplies for the classroom: you ask for it back yourself. You do not need a staff account.

  1. Open the member portal at /go/{your-org}/me and go to Money back
  2. Tap New request. If you start from the event you signed up for, the request is already linked to it
  3. Take a photo of the receipt on your phone. Muin reads the merchant, total and date off the photo and fills them in
  4. Check what it read, correct anything wrong, and send it

Mileage needs no receipt, only the miles.

What happens next depends on your organization’s settings. Small amounts with a receipt attached can be approved automatically. Otherwise the request goes to the coordinator for the program or event, who can approve it, ask you a question, or decline with a reason. You see every step in the portal, including Paid and the method once the treasurer records the payment.

Full detail, including who approves what: Volunteer expenses and payout preferences.

Seeing What You Signed

What I signed lists every waiver and form you have signed, with its version and the date. If a coordinator asks whether your waiver is current, this is the page that answers it.

Self-Logging Volunteer Hours

Volunteers can submit hours for activities not automatically tracked:

  1. Navigate to My Hours
  2. Click Log Hours
  3. Enter:
    • Hours (between 0.1 and 24)
    • Date (ISO format)
    • Event (optional: link to a specific event)
    • Notes (optional, up to 500 characters)
  4. Click Submit

Self-logged hours enter a pending status and require organization approval before they count toward your total and badge progress.

Viewing Your Events

  1. Navigate to My Events
  2. See all events you have registered for:
    • Event name
    • Event date
    • Registration status (registered, completed, pending payment, cancelled)

Changing or Cancelling a Sign-up

Each upcoming sign-up under Shifts & events has three actions:

  • Edit RSVP reopens the event’s sign-up questions and party size with your current answers. Press Save changes.
  • Swap to another event moves your sign-up to a different event you pick from a list.
  • Change shift or role moves you to another shift or role on the same date. Each choice shows its open spots. If the one you pick has room, you move now. If it is full, you keep your current spot and join its waitlist; accepting an offer there moves you and frees your old spot.
  • Cancel registration asks you to confirm, then releases your spot. If you were on the waitlist, the button reads Yes, leave the waitlist. Once the event’s free-cancel deadline has passed the button is disabled; contact the organizer if you need to drop out.

Keeping Your Profile Current

Open My Profile under Volunteering. You can change your First name, Last name, Email, Phone and preferred language (Use site default follows the organization’s language). Press Save profile; you see Profile saved. Only the fields you changed are updated.

Next to your email you see Verified once you have signed in from that address. If you change your email it shows as not verified until you sign in with a code or link sent to the new address. Your name as saved here is the name printed on your hours letter.

Managing Your Party

If you signed up a group, the group captain manages it under My party. Each member is listed with their status, such as Checked in or Waitlist #2. To add someone, use Add a party member with their First name, Last name and a phone or email, then press Add member. When the event has positions, pick a member’s position from the list next to their name, or No position. Select Edit on a member to correct their details.

Earning Milestone Badges

Muin awards achievement badges based on your total approved volunteer hours:

Badge Hours Required Icon
Getting Started 10 hours Seedling
Dedicated 50 hours Star
Champion 100 hours Trophy
Hero 250 hours Medal
Legend 500 hours Crown

View all available badges and your progress in the My Badges section. Earned badges show as unlocked; unearned badges show the hours still needed.

Tips

  • Brand your event pages: Configure tenant branding in Settings so your volunteer portal reflects your organization’s identity
  • Set registration deadlines: Deadlines prevent last-minute signups that complicate logistics
  • Use custom forms: Link a Smart Form template to your event for collecting specialized information (skills, dietary needs, shirt size)
  • Approve self-logged hours promptly: Volunteers see their badges update after approval, which keeps them motivated
  • Promote your portal link: Share /go/{your-org}/volunteer on your website and social media to attract volunteers
  • Monitor capacity: Events automatically close registration when full, but you can also manually close registration by setting a deadline

Common Issues

Issue Cause Resolution
Event does not appear on the public page Event status may not be “published” or the event date is in the past Set the event status to Published and ensure the event date is in the future
“This event is full” error Event has reached maximum volunteer capacity Increase the max_volunteers limit or create an additional event
“Registration deadline has passed” The registration deadline was set before the current date Update the registration deadline or remove it to reopen registration
Duplicate registration error The volunteer already registered with the same email The volunteer is already registered; their status and a manage link were emailed to them
“Please choose a shift” The event has shifts, and a shift is required Pick a shift (and a role if asked), then submit again
“This offer expired” The accept-by time passed You are still on the waitlist, at the back of the queue
Self-logged hours stuck in “pending” Hours require organization approval A coordinator approves them on Nonprofit > Volunteering > Hours
“Money back” is not in the sidebar Reimbursements are off, so the door is folded under More Open More, or ask an admin to turn reimbursements on so it becomes a top-level door
A money-back request says “Info requested” The coordinator asked a question about it Open the request, answer in Your answer, and press Send again
Badges not updating Only approved hours count toward badges Approve pending hours to trigger badge recalculation
Portal token invalid The token may have been revoked or the registration was deleted Verify the volunteer’s registration record exists and has a valid portal token

Need Help?

If you have questions about the Volunteer Portal, use the Help button in the bottom-right corner of the app or contact your organization’s Muin administrator.