Volunteer Applications

PawPlacer makes it easy to accept and process volunteer applications online. This guide explains how to set up application forms, share them with potential volunteers, and process incoming applications.

Understanding the Application Process

When someone applies to volunteer at your organization through PawPlacer:

1. The applicant completes your online volunteer application form
2. Their application is submitted to your organization's PawPlacer account
3. The application appears in your system with "Pending" status
4. Your team reviews the application
5. You can approve or decline the application from within PawPlacer

Setting Up Your Volunteer Application Form

PawPlacer provides two approaches to volunteer applications:

Using the Default Application Form

The default application form includes standard fields required for most volunteer programs:

• Basic personal information (name, contact details, date of birth)
• Address
• Emergency contact information
• Volunteer availability
• Experience and interests
• Waiver agreement

To use the default form:

1. No setup is required - the default form is already active
2. You can customize the waiver text in Settings > Contracts

Creating a Custom Application Form

For more tailored applications:

1. Navigate to Settings > Volunteer Form
2. Toggle the "Custom Form" option on
3. Click "Create New Template" or select an existing template to modify
4. Build your form by:

• Adding sections to organize your form (e.g., "Personal Information," "Experience")
• Adding fields to each section
• For each field, specify:
• Field type (text, email, phone, checkbox, dropdown, etc.)
• Label
• Whether it's required
• Any placeholder text or help text

5. Once your form is complete, click "Save Template"
6. To make this template your default, click "Set as Default"

Sharing Your Application Form

Once your form is set up, you can share it with potential volunteers:

1. From the Volunteers page, click "Application Link"
2. This provides a unique URL for your organization's volunteer application
3. Share this URL on your:

• Website
• Social media pages
• Email newsletters
• Printed materials (via QR code)

The link will direct applicants to your custom volunteer application form.

Processing Volunteer Applications

When new applications arrive, you'll need to review and process them:

Viewing Pending Applications

1. Navigate to the Volunteers page
2. Look for volunteers with "Pending" status
3. Click on any pending application to view the full details

Reviewing an Application

1. Open the pending application by clicking on the volunteer's name
2. Review all provided information:

• Personal details
• Contact information
• Availability
• Experience and interests
• References (if provided)
• Any uploaded documents

Approving an Application

If you decide to accept the volunteer:

1. While viewing the application, you'll see a warning banner with action buttons
2. Click the "Approve" button
3. The volunteer's status will change from "Pending" to "Active"
4. The volunteer is now added to your roster and can be scheduled

Declining an Application

If the applicant isn't a good fit for your program:

1. While viewing the application, locate the action buttons in the warning banner
2. Click the "Decline" button
3. Confirm your decision in the dialog that appears
4. The application will be removed from your pending list

Following Up With Applicants

After processing an application, it's good practice to follow up:

1. For approved volunteers:

• Send a welcome email with next steps
• Schedule an orientation
• Assign necessary training

2. For declined applications:

• Send a courteous email thanking them for their interest
• Provide any feedback if appropriate
• Suggest alternative volunteer opportunities if available

PawPlacer doesn't automatically notify applicants of your decision, so manual follow-up is recommended.

Application Data Security

All volunteer application data is securely stored in PawPlacer:

• Access is limited to authorized organization staff
• Data is stored in compliance with privacy regulations

This ensures that volunteer information remains confidential and secure throughout the application process.