How to use Status & Qualification fields for Applicant Vetting

The Status and Qualification field designations help organizations manage volunteers more effectively. These fields can be used to:

• Limit access to Event/Programs or Jobs
• Track the Status & Qualifications of individual volunteers
• Filter volunteers for Email or SMS Communication
• Filter and sort volunteers on the Report view

This article explains how to create and configure Status and Qualification fields, limit access based on these settings, and update individual volunteer records.

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

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Status

The Status field can be used to:

• Limit access to an Event/Program 
• Track the Status of individual volunteers
• Filter volunteers for Email or SMS Communication
• Filter and sort volunteers on the Report view

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
     
   • Field Type: Drop down (pick one answer)
     
   • Field designation: Status
     
   • Field is hidden (administrative use) toggle [recommended]
     
   • List each option on a new line: 
     [example: Applied, Approved, Denied]
     
   • Click the Save button
     
   • [Optional] Set a default status for new Volunteer signups

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.]
   
5. Click the Save changes button
   

⚠️ 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
   
4. Click the Save button
   

Note: After updating the Status, you may want to send the volunteer an email template to inform them that they have been approved and can now sign up for shifts within the Event/Program!

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Qualifications

The Qualification field can be used to:

• Limit access to (visibility of) a Job
• Track the Qualifications of individual volunteers
• Filter volunteers for Email or SMS Communication
• Sort volunteers on the Report view

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: Status
      
   4. Field is hidden (administrative use) toggle [recommended]
      
   5. List each option on a new line: 
      
       

Limit access to an Event/Program 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
   
    

💡 How can I use Status or Qualifications to send an Email or Text / SMS a specific group of volunteers?