Processing Volunteer Applications

When potential volunteers submit applications through PawPlacer, you'll need to review and process them efficiently. This guide explains how to identify, review, and approve or decline volunteer applications.

Identifying New Applications

New volunteer applications appear in your system with a "Pending" status:

1. Navigate to the Volunteers page
2. Look for entries with the "Pending" status badge
3. These are new applications awaiting your review

Alternatively, you may receive email notifications when new applications are submitted, depending on your Email Templates settings in Settings → Email Templates.

Accessing Application Details

To review a pending application:

1. From the Volunteers list, click on the name of any volunteer with "Pending" status
2. This opens their complete application for review
3. You'll see a yellow alert banner at the top indicating this is a pending application

Reviewing Application Information

When reviewing applications, consider:

1. Basic Information: Review the applicant's name, contact details, and address
2. Volunteer Type: Check their selected volunteer category (general, internship, etc.)
3. Availability: Review their stated availability to ensure it matches your needs
4. Experience: Consider their past volunteer experience and stated interests
5. References: Review any provided references
6. Documents: Check any uploaded documents or identification
7. Additional Information: Review any comments or additional information provided

Making a Decision

After reviewing an application, you need to either approve or decline it:

Approving an Application

If the volunteer is a good fit for your organization:

1. While viewing the application, locate the yellow alert banner at the top
2. Click the "Approve" button
3. The volunteer's status will change from "Pending" to "Active"
4. The volunteer is now added to your active volunteer roster
5. If the Volunteer Approval Confirmation email template is enabled with auto-send, the applicant receives a confirmation email automatically

Declining an Application

If the applicant isn't suitable for your program:

1. While viewing the application, locate the yellow alert banner at the top
2. Click the "Reject" button
3. Confirm your decision in the dialog that appears
4. The application will be moved to "Suspended" status
5. No email is sent to the applicant — you should contact them separately

Email Notifications

PawPlacer can send emails at two points in the volunteer application process:

1. When the application is submitted — an acknowledgment email can be sent to the applicant and a notification to your team. Configure these in Settings → Email Templates under Applicant Acknowledgments and Team Notifications.
2. When you approve the application — a confirmation email can be sent to the applicant. Configure this in Settings → Email Templates under Outcome Confirmations.

No email is sent when an application is declined. For good volunteer relations:

• After declining, consider contacting the applicant directly
• Offer alternative volunteer opportunities if appropriate
• Encourage them to apply again in the future if circumstances change

Managing Approved Volunteers

Once approved, volunteers are treated like any other volunteer in your system:

1. Their profile is available in your volunteer list
2. You can schedule them for shifts
3. You can edit their information as needed

Requesting Additional Information

If an application is incomplete but promising:

1. Approve the application to add them to your system
2. Contact the volunteer directly to request additional information
3. Update their profile once you receive the information

Alternatively, if you need significant additional information before making a decision:

1. Contact the applicant directly using their provided email or phone number
2. Request the additional information
3. Ask them to complete a new application or proceed with the approval process once you have what you need

Best Practices for Application Processing

For effective volunteer application management:

1. Review promptly: Process applications within 3-5 business days
2. Be consistent: Use the same criteria to evaluate all applications
3. Document decisions: Make notes about why applications were approved or declined
4. Follow up quickly: Contact applicants soon after making your decision
5. Maintain records: Keep records of all applications, even those declined

Following these practices helps create a positive experience for applicants and maintains professionalism in your volunteer program.