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How to use Status and Qualification fields for Applicant Vetting

Updated

The Status and Qualification field designations help organizations manage and vet volunteers more effectively. This article explains how to create and configure Status and Qualification fields, limit access based on these settings, and update individual volunteer records.

Which feature do you need?

If you want to… Use this feature
Control which volunteers can access an entire Event/Program Status
Control which volunteers can see and sign up for specific Jobs Qualifications
Track and filter volunteers by approval stage (e.g. Applied, Approved, Denied) Status
Track and filter volunteers by skills, certifications, or completed requirements Qualifications
Both limit Event/Program access and restrict specific Jobs Status + Qualifications
Limit access to Jobs based on Age Requirements Age Requirement

⚠️ Note: Limiting access using Status or Qualifications requires the Applicant Vetting feature, available as an add-on and included in the Grow and Enterprise plans.

⚠️ Note: If your event uses Status or Qualifications, Shift Reservations (Group Reservations) may not function as expected. See Group Volunteering: Choose the Right Setup

Status

Create a Status field

  1. From the menu, navigate to Events & Programs > Applications
  2. Scroll to the [Application], select Registration Form
  3. Within Volunteer Information, create a new field:
    • Field Name: Applicant Status
      Screenshot 2025-09-11 at 11.20.59 AM.png
    • Field Type: Dropdown (pick one answer)
      Screenshot 2025-09-11 at 11.21.37 AM.png
    • Field designation: Status
      Screenshot 2025-09-11 at 11.22.20 AM.png
    • Field is hidden (administrative use) toggle [recommended]
      Screenshot 2025-09-11 at 11.22.48 AM.png
    • List each option on a new line: 
      [example: Applied, Approved, Denied]
      Screenshot 2025-09-11 at 11.24.09 AM.png
    • Click the Save button
      Screenshot 2025-09-11 at 11.26.41 AM.png
    • [Optional] Set a default status for new Volunteer signupsScreenshot 2025-09-11 at 11.15.19 AM.png

Limit access to an Event/Program using Status

  1. From the menu, navigate to Events & Programs > Events & Programs
  2. Scroll to the Event/Program, select Edit Detail
  3. Within Edit Detail of the Event/Program, scroll to the Volunteer Application section
  4. Within the Volunteer Application section, update the Status requirement to access shifts
    💡 Hold the Control key (CTRL) or Command key to select multiple values
    Screenshot 2025-09-11 at 11.30.58 AM.png
  5. Click the Save changes button
    Screenshot 2025-09-11 at 11.32.08 AM.png

⚠️ Note: An Event/Program must be using an Application for this setting to appear.

Update a Volunteer's Status

  1. Navigate to the Volunteer's Profile from Volunteers > Search or Volunteers > Report
  2. Click on the Volunteer's name to open the Admin view of their Profile
  3. Scroll to the Status field, update the drop-down field for the Volunteer
    Screenshot 2025-09-11 at 11.40.20 AM.png
  4. Click the Save button
    Screenshot 2025-09-11 at 11.41.16 AM.png

Note: After updating the Status, we recommend sending the volunteer an email template to let them know they've been approved and can now sign up for shifts.

Qualifications

Create a Qualification field

  1. From the menu, navigate to Events & Programs > Applications
  2. Scroll to the [Application], select Registration Form
  3. Within Volunteer Information, create a new field:
    1. Field Name: Qualifications (or something similar)
    2. Field Type: List (pick multiple answers)
    3. Field designation: Qualifications
    4. Field is hidden (administrative use) toggle [recommended]
    5. List each option on a new line: 
      [example: Passed Background Screen, CPR/First Aid Certification, Admin]

Limit Access to Jobs Using Qualifications

  1. From the menu, navigate to Events & Programs > Events & Programs
  2. Scroll to the Event/Program, select Jobs
  3. Find the Job you want to limit access to and click to expand the Job details
  4. Within the Job details, scroll to the Qualifications section, select the Qualification(s) required to access the Job
  5. Click the Save changes button

⚠️ Note: An Event/Program must be using an Application for this setting to appear.

Update a Volunteer's Qualifications

  1. Navigate to the Volunteer's Profile from Volunteers > Search or Volunteers > Report
  2. Click on the Volunteer's name to open the Admin view of their Profile
  3. Scroll to the Qualification field, check the boxes for the appropriate Qualifications
  4. Click the Save button
    Screenshot 2025-09-11 at 11.41.16 AM.png

Organizations

Organization field designation works identically to Qualifications and is assigned to Jobs the same way. 
It's designed for situations where you want to limit Job access based on a volunteer's organizational affiliation rather than a skill or certification. To set it up, follow the same steps above and select "Organization" as the field designation instead of "Qualifications."

Field Designation (dropdown or list)

Note, this field can be public (volunteer-facing)


Within the Job details, scroll to the Organizations section, select the Organization(s) allowed to access the Job

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