In Timecounts, onboarding is what we call the experience new volunteers go through when they first join your organization. This might include completing an application form, reviewing qualifications, completing onboarding tasks such as training or a background check, or simply providing enough information to get started.
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Every organization approaches onboarding differently. Some prefer to review volunteers before they can participate, while others are happy for people to sign up for opportunities straight away and collect information as they go.
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Timecounts supports both approaches. Go to Settings > Onboarding to choose the experience that works best for your organization.
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This is the default option and the one most organizations choose.
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Think of this as having every new volunteer come through the front door. Everyone follows the same onboarding process before becoming Active and gaining access to volunteer opportunities.
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Choose this option if you want volunteers to complete an application form, training, background check, or other onboarding requirements before they begin volunteering.

It's a good fit for organizations that:

With this option, you can:

Choose this option if you don't require a general onboarding process for every volunteer.
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Instead of bringing everyone through the front door first, volunteers go straight to your public opportunities where they can sign up immediately.
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This option is a good fit for organizations that:

Volunteers using this option won't receive an onboarding welcome email because they aren't completing onboarding. They will still receive confirmation and reminder emails for any opportunities they join.

Choose this option if you aren't currently accepting new volunteers.
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When enabled, your hub's Call to Action button changes to Registration Closed. People who click the button will see your custom registration closed message instead of being able to begin onboarding.

This option is best suited to organizations that:

Our recommendation: Use this option sparingly. If someone is interested in volunteering today, it's an opportunity to start building a relationship. Even if you aren't ready to onboard new volunteers right away, it's often better to let people express their interest and clearly explain when they can expect to hear from you. This creates a more welcoming experience while allowing you to build a list of interested volunteers for when you're ready to onboard again.

If you've chosen Onboarding Required, there are a few additional settings you can customize to create the experience new volunteers will go through before becoming Active.
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​Select an onboarding form

Choose the published form new volunteers should complete as part of your onboarding process. If no form is selected, people will simply create a Timecounts account using their name and email address before entering your review queue.

Customize the confirmation screen

After people complete and submit their onboarding form, they'll see a confirmation screen. We recommend customizing this message to thank them for applying and explain what happens next.
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If you'll be reviewing applications, let people know when they can expect to hear from your organization and how you'll be in touch. If volunteers are approved automatically, direct them to their next step, such as signing up for opportunities or completing any remaining onboarding requirements. A clear confirmation message helps set expectations and reduces follow-up questions.
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Review or approve volunteers automatically

Choose how new volunteers become Active after completing onboarding. Review and confirm manually (recommended) allows you to review each volunteer before they can access opportunities. Approve automatically makes volunteers Active immediately after submitting the onboarding form, allowing them to sign up for opportunities right away.
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If you've selected Direct to Opportunities, you'll need to choose where people are directed instead of the general onboarding process.
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Choose the page within your Timecounts hub that best matches how you recruit volunteers. This page becomes the first step in your volunteer experience.
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If you're unsure which page to choose, we recommend Find Opportunities. It displays all of your published volunteer opportunities and is the best starting point for most organizations.

To copy a link, open the page in your public hub and copy the URL from your browser. Don't use the URL from the admin views, as people won't be able to access it.
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Depending on how your volunteer program works, you might choose:

Choose the destination that best matches how you recruit volunteers and where you want people to begin their journey with your organization.

If you've chosen Close Registration, take a moment to customize the message people see after clicking the Registration Closed button.
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Explain why registration is currently closed and, whenever possible, let people know when you expect to welcome new volunteers again. If you don't have a reopening date, let them know how they can stay informed about future volunteer opportunities or who they can contact for more information.
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Since people can't express their interest while registration is closed, this message is their only interaction with your volunteer program. A clear and helpful message leaves a positive impression and encourages people to return when you're ready to recruit again.

If you've chosen Onboarding Required or Direct to Opportunities, you can customize the text displayed on your volunteer hub's main Call to Action button.
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Go to Hub Editor > Details to edit the button text, and Hub Editor > Theme to customize its color. Choose a short, action-oriented label such as Get Involved, Join Us, or Become a Volunteer.

If you've chosen Close Registration, the button automatically changes to Registration Closed while registration is closed and can't be customized.

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