Volunteer directory

Volunteer Coordinator records each person in volunteers with a name, contact details, availability and skills. The volunteer’s status shows whether they are Applied, Screening, Active, On Leave or Inactive. Screening status has its own path from Not Started through In Progress to Cleared or Failed. Keeping those two decisions separate helps the coordinator avoid treating a general Active label as the only screening evidence.

A volunteer may be linked to organizations when a partner or client program needs that context. The directory supports finding people for a shift by their availability and skills. The coordinator reviews the role’s screening and age rules before making a placement.

• Intake. Record contact and availability while the volunteer is Applied, then move the person into Screening when review begins.
• Readiness. Screening Reviewer updates screening status and checks the applicable role requirements before the person is considered for a shift.
• Follow-up. Keep On Leave and Inactive volunteers visible as records, while using the Active directory for current staffing work.

Decide who receives applications, who may change screening status and what supporting evidence belongs in record attachments. Agree when a volunteer is marked Active and which staff member can correct a mistaken status. If organizations is used, agree whether it means a partner, a client or the volunteer’s home program; use the same meaning throughout your team.

A useful first sample is an evening volunteer with a contact email, a skills note and Flexible availability. Put the person through the same review the team expects to use each week. Check that the shift coordinator can see enough information to make a placement while access to attachments remains limited to the staff who need them.

Take a person who applied for a role requiring screening. Volunteer Coordinator enters the person with status Applied and screening Not Started. Screening Reviewer changes the screening record as the review progresses and attaches the appropriate document. Once the review is cleared, the coordinator checks the role and an open shift before creating an assignment. Confirm that the volunteer reference on the assignment points to the intended directory entry.

Then rehearse a correction: if screening is marked Failed, keep the exception visible in Screening exceptions and do not rely on the person’s earlier status as proof of readiness. The reviewer should be able to explain the decision from the records rather than a message outside the app.

• Active volunteer directory — Current people with contact details, availability, skills and organization context for shift planning.
• volunteers awaiting screening — Applications and in-progress reviews needing a named next action.
• Screening exceptions — Failed screening results to review before any placement.

See volunteer intake for readiness review and shift staffing for the move from a person to an assignment.