¶ Applications
¶ Overview
Volunteer Applications are where you will find the submitted forms for any Volunteer application.
The red number in the menu shows the number of pending applications and the white number the total number of applications received.
From here you can review the applications, approve them, reject them, make private notes, and manage their volunteer slots or shifts.
The quick search bar can be used to filter the applications by applicant name and/or email address to quickly find the application you are looking for.
¶ Common Procedures
Review an ApplicationApprove an ApplicationReject an ApplicationManage Volunteer Slots on an Application
¶ Fields
Status- THe current status of the application either:- Pending - The application has been received but no action has been taken yet.
- Reviewing - The application has been marked as under review. It is recommended to put notes in the Admin section whenever an application is marked for review.
- Approved - The application has been approved and an email sent to the applicant to complete the registration process.
- Rejected - The application has been rejected. The applicant will have been notified of the rejection.
- Completed - The application has been approved and the applicant has completed the registration process or the application has been converted to a badge.
- Archived - The application has been archived and is read-only.
Applicant- The name and email address of the applicant #4faa80Type- The type of application submitted, either:- Volunteer Badge - An application for a badge.
- Volunteer Access - An application for access to access certain roles.
Badge- If the application is completed the Badge that it is now connected to.Submitted Hours- The total number of hours submitted for approval on the application.Approved Hours- The total number of hours approved on the application form.Submitted on- The date and time the application was received (in convention timezone format).
¶ Procedures
¶ Review an Application
- From the Applications menu click the row of the application you wish to review.
- Click Actions and select Set as under review to change the status to Reviewing
- Click Confirm.
- Add any admin comments about what needs to be reviewed.
¶ Approve an Application
- From the Applications menu click the row of the application you wish to accept.
- Review any notes left previously and the content of the application.
- Be sure to reject any volunteer slots that should be rejected before approving.
- Click Actions and select Approve application
Note: If there are pending volunteer slots they will be set to pre-approved when approving the application.
- Select the Badge Sales Item(s) that you would like to make available to the applicant to purchase during the registration process.
- Enter any Feedback for the applicant.
- Click Confirm
Applicant Experience:
An email with a link to the registration page specific to this application will be sent to the applicant along with any Feedback provided. This same information will be stored in the application entry for admins.
When the applicant clicks on the link in the email they will be taken to the Registration Form for completion. It will only allow purchase of the badges selected in step 5.
Sample email:
¶ Reject an Application
- From the Applications menu click the row of the application you wish to reject.
- Review any notes left previously and the content of the application.
- Click the Actions button and select Reject application.
- Enter any Feedback that will be added to the email sent to the applicant with their rejection and added to the application.
- Click Confirm
Applicant Experience:
An email with the rejection response will be sent to the applicant. This same information will be stored in the application entry for admins.
Sample email:
¶ Manage Volunteer Slots on an Application
- From the Applications menu click the row of the application you wish to manage volunteer slots for.
- Click the Volunteer Slots tab to view the volunteer slots submitted in the application.
- Click the Actions button on the row of the slot you wish to manage.
- Click on the action you wish to take on that slot, either:
a) Approve slot to approve the slot as is.
b) Switch slot to change the role and/or time slot of the volunteer role.
c) Reject slot to reject this slot removing it from the hours counted on the application.
d) Retract decision to return the status of the slot to Pending. - Click Confirm to complete the change to the slot
- If you wish to Add slots this can be done from the main Actions button or the +/Add button at the top of the application.