What it means to qualify a volunteer.
In applications, Qualify approves a volunteer for a specific role or project before they select shifts. Unlike general onboarding, which all volunteers complete, qualifying adds an extra layer of permission for opportunities requiring specific skills. This process can also grant qualified volunteers additional permissions to sign up for shifts linked to the application. A list of qualified volunteers creates a talent pool you can reach out to for opportunities that best match their skills and interests. Alternatively, you can associate an application to a position in the schedule to automate this.
Manually qualifying volunteers.
If you prefer to skip a public recruitment process or already know who you want to qualify for an application, you can manually add them as long as they are listed in your Directory.
How to qualify a single volunteer.
Click on the volunteer’s name to open their Profile Card. Then, go to the Applications tab. You’ll find a Qualify button with a dropdown menu where you can select the specific application for which you qualify.
How to bulk qualify a filtered list of volunteers.
To qualify multiple volunteers quickly, go to the Directory, apply filters, or search as needed, and either use the "select all" checkbox or check the boxes next to the volunteers you want to qualify. Once you've selected them, the toolbar will show a Qualify button with a dropdown where you can choose the Application you wish to use.
How to manually qualify volunteers within an application.
If you know the name of a volunteer you want to qualify and are already in the application, go to the Screening tab. In the "Qualified" view, you'll see a Qualify button. Clicking it opens a popup, allowing you to search for volunteers in the Directory and qualify them for this Application.
Qualifying volunteers who apply.
If you have opened the application, volunteers can apply online. Once they submit their application, you’ll see a task on your dashboard to review. All applicants will appear in the New tab in the Screening view of the application.
To view their responses, click on their name to open their profile card. You can also scroll to the right in the Screening view to see their answers in the columns.
When you're ready to accept a volunteer for the role or project, click the Qualify button or use the checkbox to select and qualify multiple volunteers in bulk.
Automatically qualify new applicants.
If you'd prefer to auto-accept applicants, go to the Details tab across the top of the Application, scroll down, adjust the Approvals setting to "Confirm applicants automatically," and press Save. This can be helpful if you want to prioritize allowing volunteers to sign up for shifts without delay.
Customizing the automated email to volunteers.
When you Qualify or Decline a volunteer for an application, you can automatically send an email informing them whether or not they’ve been approved. We recommend customizing these messages with an email template to make their experience more personal and to clarify the next steps.
Confirmation email.
The confirmation email sent to volunteers you qualify is turned on by default. It’s a simple message letting them know they’ve been approved for the application and includes a button that directs them to the Find Opportunities page of the hub to start signing up for shifts.
To customize this email, go to Settings > Email Templates and create your own confirmation message. Unless you have other plans for the application, we recommend adding a button with a link back to your hub to help avoid confusion about where volunteers should go next. Once your template is ready, head back to the Application > Details and scroll down to the Confirmation Email section. Click the arrow next to "No Template" to select your email template from the dropdown, then hit Save to update your changes.
If you’d rather not send confirmation emails, go to the Details tab of the application, uncheck the box, and hit Save to update your preferences.
Declined email.
We don't send a Declined Email by default to avoid creating a negative experience for volunteers. This option is unchecked by default. However, if you'd like to enable it, you can do so on the application's Details page and attach a custom template.
Managing declined or archived applicants.
If a volunteer has applied for an application and been declined, they won’t be able to sign up for that application again unless you remove them from it. You have two options: Qualify them or click Remove, which will completely remove them from the application. Once removed, they can apply again as a new applicant. Timecounts doesn’t allow volunteers to be moved back to the New status to avoid confusion with actual signups.
To make any of these changes, go to the Archived section under Application > Screening, where both Declined and Archived volunteers will appear. You can select a new status from the dropdown next to their name or use the checkboxes to perform a bulk action if there are multiple volunteers.
