Creating a qualification and opening volunteer applications

This feature is available on the Pro Plan.

When a position or program needs particular training, experience, or a review before volunteers can take part, Qualifications gives the team a shared list of who is ready. You can qualify volunteers who already meet those expectations and use the list to manage signup access to restricted positions or events.

Applications are one way to build that list. If you’re recruiting, create an application page where volunteers can learn about the opportunity and apply. If you already know who should be qualified, you can add them without opening applications. Both are managed under Qualifications in the main navigation.

Go to Qualifications in the main navigation and select New Qualification. Enter a name that the team and volunteers will recognize, such as Cat Fostering or Community Kitchen. Add a location, or select Switch to Online for a virtual opportunity, then select Create.

You don’t need to recruit publicly to use Qualifications. Keep applications closed and qualify volunteers who are ready for the position or program. For example, the team may already know who has completed training for a particular position.

Before qualifying volunteers, check the Qualified Email setting in Details so you can decide whether they receive an automated email. See Qualifying volunteers for an application for the steps to add volunteers to the qualified list.
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Once the list is ready, you can use it to restrict signup access. See Restricting volunteer opportunities to qualified volunteers for the setup and plan options.

If you’re inviting volunteers to apply, open Edit Qualification to add a photo and describe the opportunity. Help people picture what they’ll be doing, the commitment involved, any experience or training needed, and the support they can expect from the team. Use the custom sections to organize the details so they’re easy to read.

In Details, set the Time Commitment and review the location. Applications don’t need the start and end times used for shifts, so include any scheduling expectations in the page content.

A form is optional. Timecounts collects a volunteer’s name and email address when they apply, but a form lets you ask for other information the team needs to review their application.
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In Details, find New Applicants Form and select a published form. Add a Success Screen Message to thank applicants and explain what happens next, including how soon the team aims to review their application. See Attach a form to an application for the full process.

In Details, set the visibility for the application page. Public lets anyone view it, Volunteers Only requires volunteers to log in, and Link only means you’ll need to share the link directly because it won’t be listed on the Hub.

Under Approvals, use Review and confirm manually if the team needs to assess applicants before qualifying them. Use Approve automatically if applications can be accepted without a review.

This page also has the Invite Email, Qualified Email, and Declined Email settings. Review them before recruiting or qualifying volunteers so the messages fit the process. For Qualified Email and Declined Email, you can choose whether an automated email is sent and select a custom template.

Select Closed to Applications in the top right, then Open Applications. Set when signups should open and close. Use Now to begin accepting applications, or On a specific date to schedule the opening. Leave No end date selected to keep applications open until the team closes them, or set a closing date. Select Open to finish.

When you’ve received enough applications, use the same dropdown and select Close Applications. You can open applications again when it’s time to recruit more volunteers.

Visit the Hub and review the application as a volunteer would see it. Check that the photo, description, commitment, and any form questions help someone decide whether to apply. If the visibility is Link only, open the application using its volunteer link.

You can also customize the name of the Applications section in the Hub Editor. A name like Join a Team or Apply to Volunteer can help volunteers understand what they’ll find there.

Return to Qualifications, open the qualification, and go to Screening to see new applicants and manage their status. As the team qualifies volunteers, they appear in the Qualified list. The qualification also appears in the Qualifications view on each volunteer’s profile card, giving the team a shared record of their eligibility.