Your organization may require verification as part of the volunteer application process. This module offers the tools you will need to quickly locate an applicant, verify their information, and issue a permanent ID card. Verification requires you to identify the applicant using the Driver's License scanner or by searching for an applicant manually. During the process, you have the opportunity to update any missing or incorrect information on the application.

The Volunteer Verification module functions a bit differently than the other Administration modules you are used to, essentially offering you an optional, convenient, and time-saving method to grant access (i.e. checkin privileges) and gather additional information about volunteers whose applications have already been approved.

• The Verification interface allows you to enter the volunteer's information to search for their record. Find the Person record by scanning the person’s ID with the Optical Driver’s License Scanner, scanning their ID barcode with the 2D Driver’s License Scanner, or manually entering their information in the fields. The First Name, Last Name, and Birthdate are required.

• The small toolbar at the bottom contains alternating controls, such as Clear, Search, Cancel, Restore, and Approve.

• The Actions menu allows you to change the Language, Log Out, or go to Workstation Management.

To use Verification, the previously-approved applicant should visit the front (or district) office in person so that their driver's license can be scanned. The reason for this is twofold:

1. to visually (and positively) identify them, and
2. to gather additional information (including their driver's license picture).

If you don't have a driver's license scanner, you can still search for an approved applicant manually.

Here are a few things to note:

When searching for an approved applicant, KeepnTrack check records with the status of Pending, and all other records are ignored.

KeepnTrack will let you know if a matching record cannot be located.

If a match is found in Applications and not People, you will receive the following message: “An application was found for {person} born on {birthdate} but has not yet been approved."

If more than one record is located, the error message will be: “A Unique Match was not found, try adding additional information and try again."

During the Verification process, when a matching record is found, you will be given the opportunity to update any missing or incorrect application information.

Once verified, your new volunteer can be awarded a KeepnTrack ID card which they can use for future admittance. If you would like to order new or additional KeepnTrack ID Cards for your district, please contact our Sales department or visit our online store.

Step-by-Step Instructions

Volunteer Application and Acceptance

Those who wish to apply as volunteers need to complete an Online Application directly from an authorized KeepnTrack Kiosk. The Volunteer Application usually[1] requires the following information: First and Last Name, Birthdate, Social Security Number, Driver’s License Number, Zip Code, and a valid email address.

Once an applicant has successfully completed the online volunteer application, the following things happen:

Depending on your Notifications preferences, KeepnTrack will email your potential volunteer to confirm that their application was received and provide them with general information about the application process.

The volunteer application is queued in the Tools tab ⇒ Applications tab where applicants await approval or rejection.

At your leisure, review the volunteer application from the Applications tab and perform a Sex Offender Check and/or a Criminal Background Check on the applicant.

Depending on the results of the sex offender and/or background checks, you may choose to Accept or Reject the applicant. If you choose to neither Accept or Reject the applicant at this time, you may manually change the application review Status that appears to the right of the volunteer name in the Management Records List from New to Reviewed; this is done from the Status drop-down menu in Tools ⇒ Applications ⇒ Personal Info. This also updates the review Time in the History tertiary tab. Changing the application status indicates that the application has been reviewed but is not yet ready for verification or approval due to outlying or unresolved circumstances.

If the appropriate settings are configured in your Notifications preferences, then email notices will be sent upon approval or denial.

If you choose to Reject the applicant, and if the Allow Operators to Send Rejection Notifications Manually option is selected in your Notifications preferences, the Rejection Notification dialog will appear, allowing you to modify the contents of the email sent to your rejected applicant. You can click Cancel on this window to return to the Applications tab without sending email notification (however, the application will remain rejected) or you can modify the default message and Send.

If you choose Accept, the newly-approved volunteer receives an email informing them to visit the front (or district) office for verification and to complete the registration process.

Depending on the Approved Applications Require Verification Procedure setting in your Account ⇒ Volunteer preferences, an application that has been accepted from the Tools ⇒ Applications means that the volunteer is almost approved; they are now in the KeepnTrack system with a Status of Pending, but have not yet been granted permission to log in to KeepnTrack.

Volunteer Verification

Eventually, your new volunteer will show up at the front (or district) office, informing you that they successfully applied online, received their acceptance email, and now need to be verified.

Your first step is to positively identify the applicant. From KeepnTrack's Administration module, select the Tools ⇒ Verification tab, and click on the Open Verification button.

Although you can search for the applicant by manually typing their information into the blank Verification fields, it is recommended that the previously-approved applicant have their driver's license scanned. The reason for this is twofold: in order to visually (i.e. positively) identify them and to gather additional information (including their driver's license picture).

The driver's license scanner obtains the following information: Driver's License Number, First[2] and Last Name, Birthdate (mm/dd/yyyy), and picture.

Clicking the Scan Driver’s License button will initiate data collection procedures from the driver's license scanner. Captured data will then be automatically entered into the blank fields (including the picture) and a Search will be initiated.

- NOTE -
	You must have an officially supported scanner attached to your computer in order to access to the Scan Driver’s License button.

When a search is performed, it uses data that was extracted from the applicant's license or manually entered into the blank Verification fields. A manual search allows you to include data that is not provided on the driver’s license (e.g. Social Security Number); the more data available, the more likely a valid match will be found. A successful match requires a unique person record; therefore, if more than one record matches, KeepnTrack will be unable to successfully match. Additionally, when searching, KeepnTrack only looks for records that have a Status of Pending in Tools ⇒ People ⇒ Personal Info.

If the person status is Pending, then it continues with the Verification process.

If this person status is already Active, then you'll receive the following: “No Matching Volunteer Located.”

If the manual or scanned driver's license search fails, all the previous information that was entered (or scanned) during the Verification process remains there for you to double-check, modify (if needed), and try again. Additionally, an invalid match (a person not found in either People or Applications) will display: “No Matching Volunteer Located.”

There are several possible successful Search outcomes:

If a People match is not found, but an Applications match is found, the Verification tab will proclaim: “An application was found for {person} born on {birthdate} but has not yet been approved.”

If more than one person record is found and KeepnTrack can’t uniquely identify the correct one, this error message appears: “A Unique Match was not found, try adding additional information and try again”

When a volunteer match is successfully located, the entry fields are replaced by the following:

Note the First Name, Last Name, and Birthdate fields are filled and can not be edited from this screen

When a search is successful, the toolbar at the bottom of the Verification tab changes, showing Cancel, Restore, and Approve. No matter the results of a successful Search, you can press the Approve button or wait fifteen seconds for the Verification interface to be reset to its initial state (i.e. blank fields and no displayed information).

Selecting Restore will undo any changes the operator has made to the current screen, restoring it to the original information entered in the first screen.

Selecting Cancel will terminate the process and revert the Verification module back to it's initial state.

Completing the Verification Process

During the Verification process, you will be given an opportunity to update any missing or incorrect information on the application. All the data scanned or manually entered up to this point in the Verification window will be added to the the person record and be made accessible from the Personal Info tab.

1. Your new volunteer can now be awarded a KeepnTrack ID card, used for future admittance. If you scan (or manually enter) the barcode number (e.g. KT10001089) on a new KeepnTrack ID card, the number is entered into the Person ID field. If you use a barcode scanner, then the Approve button is automatically pressed.
   1. If Approve is clicked and the Person ID field is blank or invalid (e.g. duplicate number), then an error message appears: “Person ID must be unique.”
   2. If the Person ID is unique, KeepnTrack saves the scanned (or manually entered) barcode as the new Person ID, saves the scanned volunteer picture to the person record, and changes the Status of the person who was verified to Active. {Person Name} has been verified and is now able to Sign In.

2. Next, the KeepnTrack ID card is handed over to your new volunteer for future admission. At this point, the Verification process is complete and your new volunteer is Active and approved to use the KeepnTrack system!