To get this started - head to the Admin Console. We recommend reading our best practice guide first before getting your hands on the tools!

Volaby’s onboarding flow

We want every new volunteer to feel loved, but boxes need to be ticked before a new legend is ready to join your mission. Volaby gives you a platform to provide your new applicants and volunteers with an effortless onboarding experience that is smooth, simple, and guided, while demanding no ongoing effort or repetitive process from you or your team.

One step at a time

To get the most out of Volaby, and give your volunteers the best experience, you’ll want to have an understanding of our onboarding flow. We start with a new applicant signing up, move through an email verification, and then enter the ‘Set up your profile’ stage. The volunteer is onboarded once they have met requirements and have a completed and approved volunteer profile.

Let’s walk through each stage;

Volaby’s onboarding flow is simple from the volunteer’s perspective. There are a few key points in the process that will determine where your manual check-ins, if any, will exist. We have marked these points 1, 2, and 3 in the blue circles on the diagram – let’s dig in.

1. Sign Up and Screening Questions

A new volunteer, someone who has come to you (i.e. not an invitee), will always begin with the sign up screen. Your sign up screen is the address that you would link to, and ends in /apply. This is where the applicant enters their name and email, and we ask them to choose a password. The email and password that they choose here will be used to sign in from then on.

  1. Head to the Admin Console
  2. Click Onboarding
  3. Click add question
  4. Write the question
  5. Select the correct answer (really helpful when setting the auto-approve in the next step)

Editing screening questions

Screening questions can be edited whenever. They can also be deleted, have their correct answer option changed and moved around in ordering.

Using Auto-approve Application

The auto-approve switch is a direct toggle to enable/disable checkpoint 1. If the switch is on, then the applicant will be automatically passed through and will NOT require any manual review. If the switch is off then every applicant will stop at checkpoint 1 regardless of screening question responses.


2. Initial Volunteer Profile

Now that the volunteer has their account created and they have verified their email address - they are ready to complete the rest of the Volunteer Profile.

Volaby uses this time to capture critical user information to put toward the applicants profile, like a contact number, and date of birth. Most importantly this is the stage that we ask the applicant to select a program, ensuring that your Program Managers can track the applicant as soon as possible.

To activate checkpoint 2 simply locate the Volaby Volunteer Profile task on the required tasks page and flick the Manual Review switch on/off.

A perfect use for this checkpoint is as an expression of interest form. If you need to review volunteers before allowing them to continue with the other tasks, just build your introductory questions into the Volaby Volunteer Profile and turn Manual Review off. Adding questions here is as simple as:

  1. Head to the Admin Console
  2. Click into the Volunteer Profile tab
  3. Find the "Volunteer Profile" task and open it
  4. Use the 3 elements on the right side to create more fields and break up the form
  5. When you are happy with the form - hit SAVE
  • Fields: This element will capture the information from the applicant
  • Headings: This element help breaks up the form (for example a heading might be "Emergency Contact Details" or "Tell Us A Little About You")
  • Content: This element allows you to give more detail to the applicant. It is also a space to upload files (such as forms or documents) for your applicants to download and read)

3. Volunteer Profile completion

With an account created and an initial volunteer profile approved, your applicant is well on their way to having a complete volunteer profile. The volunteer will be able to finish their profile once all required tasks have been submitted and approved. Checkpoint 3 can be activated by the configuring some or all of your required tasks to require Manual Review.

Creating a task

Give your task a short, unique name. We recommend that you make it descriptive and include an action. Some examples of task names might be;

  • Upload Resumé
  • Read our volunteering agreement
  • Submit your driver’s licence details

You can add a short description if you’d like. This will appear next to the name in the list of tasks.

  1. Head to the Admin Console
  2. Click into the Volunteer Profile tab
  3. Click Add Task

You’ll need to select a place to add the task to, and currently you have two options to choose between; required and extra.

If you need every new volunteer to complete the task, select the Required option. If you want to offer volunteers the opportunity to complete the task, but make it non-mandatory select Extra.

Volunteers will see the required and extra tasks in the same way that you do in the admin console. Required tasks are listed in the main tab, while extra tasks can be discovered by visiting the secondary tab.

Manual review

The manual review setting for all of your tasks is found on this Task Details panel. Switch it on to enforce that this task is always reviewed by a manager or admin before the volunteer profile can be completed.

It only takes one task with the manual review switch on to activate checkpoint 3. You can turn it on for all tasks if that makes sense in your setup. Keep in mind that once any required tasks are manually reviewed, the volunteer profile can be automatically completed if no other manual review tasks remain. If you need to be extremely cautious about manually reviewing volunteers then it’s important that you leave at least one task un-approved until the applicant submits everything. Alternatively switching every task to Manual Review will ensure that the an incoming volunteer can never have their profile approved automatically.

Adding Elements to Your Tasks

Earlier we referred to the 3 elements in building the Volunteer Profile - the same applies for tasks.

  • Fields: This element will capture the information from the applicant
  • Headings: This element help breaks up the form (for example a heading might be "Emergency Contact Details" or "Tell Us A Little About You")
  • Content: This element allows you to give more detail to the applicant. It is also a space to upload files (such as forms or documents) for your applicants to download and read)

As the design of the tasks are going to be different for everyone, we suggest referring to the best practice guide here.

Deleting Tasks and Fields

Volaby does not currently support moving fields between tasks, or recovering tasks and fields once they’re deleted. The delete task and delete field functionality is perfect for experimentation when creating and designing new tasks.

Please be aware that deleting a task or field that has been used by your organisation will result in that information becoming inaccessible. We strongly recommend against removing tasks and fields that are pre-existing and have already been used by volunteers.

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