Tasks are how you collect information from volunteers in Volaby. Use them to build application forms, onboarding checklists, training requirements, compliance documents, and more. Each task is a form that volunteers (or managers) complete, with fields you define.
Creating a task
Navigate to Task Management
Click Create
Enter a Title and optional Description
Add your form items — fields, headings, content blocks, media, or page breaks
Configure task settings (see below)
Click Save
Splitting a task across pages
Use Add page break in the task builder to split a long task across several pages. Everything after a break starts a new page, and each break takes a page name.
Volunteers get Back and Next buttons, a progress indicator and a 'Page 2 of 4' counter. Next checks only the questions on the current page, and if a required question is missed, submitting returns them to the page holding it.
Tip: a page can hold instructions only, with no questions — useful for guidelines a volunteer should read before the questions start.
Task settings
Each task has configuration options that control how it behaves — approval rules, whether volunteers can update their submission, expiry schedules, and more.
See Advanced Task Settings for a full breakdown of each option.
Task visibility
By default, tasks are visible to all volunteers. You can restrict visibility using:
Programs — only show the task to volunteers in specific programs
Activities — only show the task to volunteers in specific activities
Roles — only show the task to volunteers with specific activity roles
Applicants Only — only show to new applicants, not existing volunteers
Hidden Task — task is not visible to volunteers until it has been completed (useful for admin-initiated tasks)
Admin Only — submission data is only visible to admins, not the volunteer
See Task Segmentation for more detail on targeting tasks to specific groups.
Task categories
Tasks are organised into categories. By default, Volaby creates two categories: Required (tasks volunteers must complete) and Extra (optional tasks). You can create additional categories and reorder tasks within them.
See Task Categories for more detail.
Permissions
Only Admins can create and configure tasks.
Related guides
Designing Your Volunteer Application — planning your onboarding workflow
Advanced Task Settings — detailed configuration options
Tracking Incoming Volunteers — managing applicants through your pipeline