Signing up as a new volunteer in Volaby takes you through a few simple stages. This guide walks you through what to expect from the moment you arrive at your sign-up page to the point you're approved as an active volunteer.
How you can start
There are a few different ways volunteers come into Volaby. The exact path depends on how the organisation you're joining manages applications.
Public sign-up page — Most organisations have a public link you can find on their website or social media. The page will say "You're signing up with [Organisation Name]" so you know you're in the right place.
Funnel link — Some organisations run targeted recruitment campaigns and send out a special link that pre-fills certain options for you (like a specific program or activity). When you sign up via a funnel, you'll see those options already selected on the form.
Invitation email — A manager from the organisation can invite you directly by email. The invitation contains a link that takes you straight to the sign-up form, often with your details already filled in.
Stage 1 — Apply
The application form is the first thing you'll see. It asks for the basics:
Your name
Email address
Password (at least 8 characters, with a number or symbol)
If your organisation has set up screening questions, you'll see them after the basics — usually quick yes/no questions like "Are you over 18?" or "Can you commit to two hours a week?". Answer them honestly and click Submit.
What happens next depends on your organisation's setup:
Auto-approved: if your screening answers match what the organisation expects, you go straight through to the next stage.
Manager review: if any of your answers need a human to look at them, your application sits in a queue and you'll get an email once it's been reviewed.
Either way, you'll see a confirmation page and receive a welcome email. You'll also need to verify your email address by clicking the link in the verification email. Do this before logging in for the first time.
Stage 2 — Your Volunteer Profile
Once your application is approved and your email is verified, you'll log in and land on the Volunteer Profile page. This is where the organisation collects the basic personal details they need from every volunteer.
You'll always be asked for:
First Name and Last Name
Preferred Name (optional — leave blank if it's the same as your first name)
Date of Birth (optional)
Contact Number
Choose a Program — programs are how the organisation groups its activities. If you're not sure which to pick, contact the organisation. You can be added to other programs later.
Beyond these defaults, the organisation may ask you for additional information they need from every volunteer — emergency contact details, an "About Me" blurb, a profile photo, your home address, photo permissions, and so on. Fill in everything that applies and click Submit.
After submitting your profile, one of two things happens:
You move straight to Stage 3 — if the organisation auto-approves profiles
You wait for manager approval — if the organisation manually reviews each profile, you'll see a "waiting for approval" page. You'll get an email once you're approved.
Stage 3 — Onboarding tasks
Once your profile is approved, you'll land on your task list. This is where you complete any onboarding requirements the organisation has set — things like reading a code of conduct, uploading a Working with Children Check, completing training, or scheduling an interview.
The progress bar at the top of the page shows how much of the onboarding you've completed.
You might see different kinds of tasks:
Standard tasks — fill in a form or upload a document
Manager tasks — tasks that a manager will complete on your behalf (e.g. reference verification). You don't need to do anything for these except wait.
Referee checks — you provide contact details for one or more people who can vouch for you. They'll receive a secure link to fill in a reference form.
Scheduled events — interviews, training sessions, or orientation meetings. You'll see the date, time, and location (or video link if it's remote).
Payment tasks — if your organisation requires a payment (e.g. membership or training fee), you'll be sent to a secure Stripe checkout to complete it.
Click into any task to fill it in. Some tasks need a manager's approval after you submit them — you'll see "Awaiting review" until they're approved.
Stage 4 — Activation
Once you've completed (and had approved) all the required tasks in your onboarding category, you're activated as a full volunteer. You'll get a final email confirming you're all set, and the next time you log in you'll see the full Volaby experience — your dashboard, activities, rosters and all the rest.
Common questions
How long does sign-up take?
The form itself takes a few minutes. The total time depends on how many tasks the organisation requires and whether they're auto-approved or need manual review. Some organisations onboard volunteers in under an hour; others take a week or two if they're verifying documents or conducting interviews.
I lost my verification email — what do I do?
Check your spam or junk folder first. If you still can't find it, contact Volaby support.
What if I don't see any activities after I'm approved?
You may need to be added to the right program by a manager, or activities may not yet be visible in your program. Contact the organisation if you're unsure.
Can I sign up with the same email at multiple organisations?
Yes. You can use the same email across multiple organisations and Volaby will keep your accounts separate.
What happens if my application is rejected?
You'll receive an email letting you know your application wasn't successful. The email may include a reason. Contact the organisation if you'd like more information.