In Timecounts, onboarding refers to the initial entry process for new volunteers who register or are imported into the system before being added to the Directory. Depending on your preferences, once volunteers are in the Directory, they can sign up for available opportunities.

Your hub features a call-to-action button in the header and navigation that links directly to the onboarding experience for new volunteers. When volunteers register via this button or are imported, they will appear in the relevant sections of your Onboarding page within the Directory, allowing you to review their applications and decide how to move forward with the approval process.
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You’ll need to make a few decisions about how you want the onboarding process to work. Let’s walk through this together so you can better understand how it operates.
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To manage your onboarding settings, go to Hub Editor > Details.

The first question you must answer is, "Do you want everyone to complete a form or onboarding tasks (e.g., a background check) before signing up for opportunities?"

If yes, you can keep the default selection to Restrict volunteers from signing up for opportunities until they are in the directory (onboarded). This means that even if you have public opportunities, volunteers will be redirected to your onboarding flow and see an application pending status until they are added to the directory.
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If the answer is no and you prefer that volunteers sign up immediately for opportunities without requiring them to go through the general onboarding flow, then you can change the default from yes to no and press save at the bottom of the page. If public opportunities are available and the restriction is no, anyone with a Timecounts account (Name + Email) can sign up.
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Timecounts defaults to the Yes option of requiring onboarding with review, as most organizations prefer this approach. All opportunities can be set for review or auto-approval, giving you control over monitoring signups. If you are unsure which option is best, please contact the Timecounts team, and we will advise you.
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Volunteers can search for organizations directly from the user dashboard on Timecounts. However, Timecounts is not a volunteering marketplace, so we do not automatically add your organization to the search listings. This is because we recognize that many organizations prefer to remain private.
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That said, we offer this search feature because sometimes volunteers hear, "Go to Timecounts and sign up to volunteer with us," but miss the link to your volunteer hub.

If you believe your organization would benefit from being more visible to those signing up via timecounts.app, you can switch your organization from Private to Public and save the changes at the bottom of the page. This is entirely optional and within your control.
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Most organizations require volunteers to complete a form and/or have their general interests reviewed before signing up for shifts or other opportunities. However, some organizations may prefer a different approach or need to slow down new volunteer signups. Let’s walk through each onboarding options available:
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​Open Registration (Default): This is the default option 95% of organizations use for their volunteer programs. Volunteers can proceed through the standard onboarding flow and sign up for opportunities.

Link Registration: This option allows you to redirect the link attached to the CTA button on your hub to another page in Timecounts, such as opportunities. If you select this, you’ll need to set the onboarding restriction to "No" (as mentioned earlier), as it bypasses the usual onboarding process. Organizations using this option typically don't have strict onboarding requirements or prefer to review volunteers at the application or scheduling level. It’s ideal if you already require volunteers to complete a separate application, preventing them from having to fill out multiple forms.
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Close Registration: We don’t recommend using this option, as it prevents new volunteers from signing up. Instead, we suggest capturing new signups through onboarding and updating your success screen or message to inform them when they can expect to hear from you, such as when your volunteer program will reopen for new volunteers. However, we understand there may be specific situations where closing registration is necessary. If you choose this option, update the button text to reflect the closure (e.g., "Registration Closed").

If you do not connect a form, the default No Form means applicants will appear in your onboarding flow with only their Name and Email as part of the Timecounts login. Once you have created and published a Form, it will be linked to the Hub. Go to Hub Editor and click on the Details tab across the top.

Customize the text on the main call-to-action button on your hub that people will click on to take them to the form you select. Try to make this an action like 'Join us!' 'Register Now' 'Get Started'. You can edit this anytime, but don't forget to press the Save button at the bottom of the page.
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The dropdown in the first field, where it says 'No Form,' allows you to select from any published forms you have created.
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The default text for your hub's new volunteer onboarding button is "Register Here," but you can customize it to fit your organization’s style. For example, you could use phrases like "Join Us," "Sign Up," or "Get Involved." Using the Link registration option, consider setting expectations with a call-to-action such as "View Events" or "Apply for Roles." The choice is entirely yours. You can modify the button's color using the Hub Editor theme settings. Whatever you decide, make sure it is clear and communicates well to your volunteers.
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A success screen message is often mistaken for a welcome message, but it serves a different purpose in your volunteers’ onboarding experience. The success screen appears immediately after volunteers complete their initial onboarding form, reassuring them that their application has been successfully submitted. Timecounts shows a default thank you message, but we highly recommend adding a brief custom note to inform volunteers about what to expect next.
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Whenever possible, we suggest addressing the most common volunteer question: "When can I start volunteering and sign up for opportunities?" Providing a timeframe helps set expectations and reduces the need for follow-up inquiries. You could include something like, "We hope to get back to you within a week," or if you're unsure of the exact timing, simply say, "We will be in touch soon."
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In the Hub Editor> Details, you can adjust the settings to review or auto-approve new volunteer onboarding applicants. Most organizations prefer to review all incoming volunteers, so the default is set to review. If you choose to auto-approve volunteers so they can immediately start signing up for opportunities, be sure your form includes mandatory fields marked as required.
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