Skip to main content

Comprehensive Guide to Recruitment

Learn how to set up, customize, and optimize your recruitment process in Better Impact — from creating engaging application forms to managing new applicants and maximizing your organization’s public visibility.

Updated this week

Keywords: Volunteer Recruitment; Application Forms; Public Search; Manage Applicants; General Interests; Onboarding

Overview

Recruiting volunteers, clients, members, or donors through Better Impact involves more than just turning on an application form — it’s about creating an engaging, efficient, and data-informed process from first click to onboarding.

This guide walks administrators through every step of that journey: how to structure general interests, design and manage application forms, configure public pages for maximum visibility, and track recruitment results.

Whether you manage a single organization or an enterprise network, this resource will help you set up consistent, user-friendly recruitment workflows that attract the right people and strengthen your community impact.

Recruitment isn’t just about attracting applicants — it’s about creating a consistent, well-managed process that helps people find the right opportunities, apply easily, and begin contributing to your mission right away.

Before getting started, it’s useful to understand the main terms and roles used throughout this guide:

  • Applicant: A person who has submitted an application but has not yet been accepted or declined by your organization.

  • Volunteer: An individual who has been accepted into your organization and assigned an Accepted status.

  • General Interests: Public-facing opportunities or categories that help attract applicants and guide them toward suitable roles.

  • Application Form: The customized online form applicants complete to apply to your organization.

    • Default Application Form is form number 1 unless that's disabled - then it will default to 2.

  • Enterprise: A group of organizations managed under a shared structure within Better Impact, allowing for standardized recruitment processes and visibility controls.

Enterprise Tips for Standardization

An Enterprise account allows you to set a level of standardization across all of your sub-accounts. By creating fields such as Custom Fields and Qualifications at this level, you ensure that data is being collected the same way in all of your accounts. Sub-account administrators will not be able to change the way that this information is collected, making it even easier for you to report on it in the future.

It is also possible for enterprise administrators to create General Interest templates that are accessible to your sub-account admins. These are helpful if there are similar roles in multiple accounts, but they can also help ensure the same language and settings are being selected by the various sub-account administrators using the template.

Setting Up for Recruitment Success

- The Public Page, General Interests and Public Activities -

Before you begin collecting applications, it’s important to prepare the public-facing parts of your Better Impact account that make recruitment possible.

This stage focuses on creating a clear and engaging path for potential volunteers — the experience they have before they ever fill out a form.

In this section, we’ll look at how to configure your Public Volunteer Page, ensure it appears correctly in searches, and connect it with tools like Google Analytics for insight into visitor activity. You’ll also see how to manage General Interests and Activities that display on the page, customize how they appear to applicants, and generate the links you’ll share from your organization’s own website.

These settings establish the foundation of your recruitment system — the place where applicants first encounter your organization and decide to get involved.

Once these elements are in place, you can move on to configuring your Application Form to start collecting and processing volunteer applications effectively.

The Public Page

Before you begin collecting applications, it’s essential to set up your Public Volunteer Page and related recruitment tools.
​

This is the public face of your organization — where potential volunteers discover opportunities, learn about your programs, and access your application form.

A well-configured public page ensures applicants are guided smoothly from interest to application while giving you accurate data and consistent branding.

When someone visits your Public Volunteer Page:

  • They can browse current opportunities (General Interests and Public Activities).

  • Clicking a listing directs them to your linked Application Form.

  • Once the form is submitted, the applicant appears in your organization as New Applicant.

Tip

Keep your public page concise and engaging. Feature only active, relevant opportunities to attract the right volunteers.

The Public Volunteer Page is intended for new applicants.
Current volunteers should log in through MyImpactPage.com to manage their schedules, messages, and activities.

You can set up your Volunteer Public Page or Donor Public Page. All settings are the same. However, you can review the Donor Specific Settings below as well.

Public Volunteer Page Settings

The Public Page, or Home Page, for your account is a great recruitment tool that is available to showcase your organization, and the opportunities for individuals to get involved. Once customized, a link to the Public Page can be posted on your organization’s website, used in your social media, or sent directly to prospective applicants.

Public Page Title

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. In the “General Settings” section, custom text can be entered in “Public Page Title” text box. If no text is entered, it will default to your organization’s name.

    • Note: The title will take on the branding setting associated with the Title Bar Text colour.

  3. Click the [Save General Settings] button

Public Page Volunteer Message

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. In the “General Settings” section, enter any text that you would like to display in your “Public Page Volunteer Message”

    • Welcome potential applicants to your public page with custom text that can easily be formatted. You can also include images, videos, and links to files and websites here.

  3. Click the [Save General Settings] button

General Interests

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Scroll down to the “General Interests” section

  3. Show General Interests: Check the box to indicate if you would like the General Interests to appear on the public page

  4. Card Display: Check the box to indicate if you would like the General Interests to appear as cards (instead of single-line links) on the public page

  5. Custom Title for General Interests: Type over the default text to create a custom title

  6. View General Interests that are active and set to display on the public page; to edit, click on the [Manage General Interests] button

    • A separate tab will open to the General Interests page

  7. Click the [Save General Settings] button

Mission Statement

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Scroll down to the “Mission Statement” section

  3. Check the box to make the Mission Statement appear on the Public Page

  4. Custom Title for Mission Statement: Type over the default text to create a custom title

  5. Enter the text of your Mission Statement. You can also include links, images, and/or videos.

  6. Click the [Save General Settings] button

Allow search engines to index public pages

Tip

If you want your Public Volunteer Page to appear in Google or other search-engine results, make sure Public Search Engine Indexing is enabled.
If you prefer to restrict visibility (for example, for internal or invitation-only recruitment), disable indexing.

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Scroll down to the “Configuration” section

  3. Check the box for Allow search engines to index public pages

    • Allowing search engines (such as Google, Bing, etc.) to index your public pages will enable your public pages to appear in search results.

  4. Click the [Save General Settings] button

Public Activities

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Scroll down to the "Public Activities" section

  3. View Activities that are active and set to display on the public page; to edit, click on the [Manage Activities] button

    • A separate tab will open to the Manage Activities page

Social Media Feeds and Widgets

If your organization’s social media has been added to the account, you will have the option to show the feeds or widgets on the public page, depending on the type of social media.

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Scroll down to the “Social Media” section and select any of the following options:

    1. Show X feed on public pages

    2. Show Flickr feed on public pages

    3. Show Facebook widget on public pages

  3. Click the [Save Social Media Settings] button at the bottom of the page

Notes

For outside reasons, it's not possible to add an Instagram widget.

Share Settings

To control whether or not the “Share This” option (sharing information via social media such as Facebook, X, etc.) displays:

  1. Go to Configuration, then click on “Public Volunteer Page Settings” found in the sidebar under Recruitment.

  2. Scroll down to the “Share This Control Settings” in the “Social Media” section

  3. Show Share This control on public pages: Check this box to enable the “Share This” control on your home page, as well as any Activity detail page; sharing the URL of the page on which it appears.

  4. Click the [Save Social Media Settings] button at the bottom of the page

Add an Image Gallery

Your Image Gallery is powered by Flickr. The first thing you need to do is upload your photos to Flickr and tag them. Once you have your photo stream uploaded, follow the instructions below to link it to your Volunteer Impact Home page. A maximum of 20 photos will display.

  1. Go to Configuration >> Organization Settings >> Social Media

  2. Paste the URL of your Flickr profile page or photo stream into https://flickrid.betterimpact.com/

    • Click the [Find] button 5

  3. Paste the results in the “Flickr ID” field

  4. Choose where to display your Flickr feed by checking the appropriate box(es):

    • Show Flickr feed on public pages (visible to prospective volunteers)

    • Show Flickr feed on the MyImpactPage.com home page (visible to current volunteers) Optional: Once you have decided where to show the Flickr feed, you can enter a tag to determine which photos should be displayed in your feed. For multiple tags, enter a dash between each tag.

  5. Optional: Once you have decided where to show the Flickr feed, you can enter a tag to determine which photos should be displayed in your feed. For multiple tags, enter a dash between each tag.

  6. Click the [Preview] button to see how it will look

  7. Click the [Save] button at the bottom of the page

Tip

The Flickr gallery can be shown/hidden and paused/resumed from the Public Page and on MyImpactPage.com

Generate Link to Public Volunteer Page

Once your public page and application forms are ready, make them accessible from your organization’s external website or marketing channels.

Tip - How Linking Works

Your external website is the main gateway for potential volunteers. From there, you can link to:

  • Your Public Volunteer Page, showing opportunities and activities, or

  • A specific Application Form, if you want visitors to apply directly.

Create links in Better Impact using the Generating Links feature.
After generating a link, copy and paste it into your website wherever you want visitors to access it — for example, a “Volunteer With Us” button or “Apply Now” link.

Important: Links generated in Better Impact are dynamic — if you update your Application Form or Public Page settings, the link automatically reflects those changes.

There is no mobile link for any page other than the MyImpactPage login.

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Click on the [Generate Link] button in the top right corner

  3. Use the dropdown menu to select the preferred application form

  4. Link Text: Enter custom text if desired

  5. Click the [Generate Link] button

    1. You'll see:

      • a long URL that you can add to your website,

      • a short URL that can be sent to someone or be used for social media,

      • an HTML code

      • a QR code

Important - One Public Page, Multiple URLs

Your organization has one Public Volunteer Page, but it can be linked to different Application Forms (1, 2, or 3).
Each form creates a unique URL that leads to the same page content but with a different “Fill in an Application” button destination.

For example:

  • One website button could link to the Public Page with Application Form 1 (for ongoing volunteers).

  • Another could link to the same page but with Application Form 3 (for event-specific volunteers).

This setup can be useful when you have distinct volunteer streams or campaigns, but consider keeping it simple to avoid confusion.

⚠️ Recommendation:
We don’t generally recommend using multiple public page links for everyday use.
Choose the form that represents your most common or general application process and use that as the default link from your website.
​

Multiple versions should only be used for targeted recruitment (e.g., a special event or short-term project).

Tip: If you do create multiple versions, make sure the description on your website clearly indicates which audience each button is for (for example, “Apply for Ongoing Roles” vs. “Apply for Event Volunteer Roles”).

Applications and Your Public Volunteer Page

The Public Volunteer page works in tandem with your applications to recruit volunteers. The video below shares more about how you can stream volunteers to a specific application on your Public Volunteer Page.

Understanding the Application Form

Public Donor Page Settings Specificities

Active Programs

  1. Go to: Configuration, then click on “Public Donor Page Settings” found in the sidebar under Recruitment

  2. Scroll down to the Active Programs section

  3. View Programs that are active and set to display on the public page; to edit, click on the [Manage Programs] button

  4. A separate tab will open to the Donation Programs page

Enterprise Considerations for the Public Page

Enterprise specific settings

Making Your Search Page Work For You as an Enterprise

Managing Organization Account Visibility within your Enterprise

  1. Go to: Accounts, then click on “Manage Organizations”

  2. Mouse over the Options icon beside the organization name

  3. Click on “Set to Visible” to enable prospects to search for opportunities in the account from your public search page. Click on “Set to Not Visible” to hide the account from the public search

Note

You can also select multiple accounts, using the checkboxes, and then click the “Change Selected” dropdown list to change the visibility of those organizations.

Enterprise-specific settings

  • Check to show a Link to your Public Search on MyImpactPage.com box to include a link on your user’s home page, which will bring them back to your search page

  • Check the General Interests box to include general interests from the organizations in your enterprise in the public page search results

  • Within the Organization Settings:

    • Check to show Organization Public Page Message in the search results

    • Check the Fill in an Application Button box to show a “Fill in an application” button for the organizations on the public search page.

      • Enabling this feature will add a button to the bottom of each organization’s section in the search results which will take the user directly to the default application form for that organization

    • Check to include Organization Mission Statements in the Enterprise search results

  • In the Mission Statement section:

    • Check to include the Mission Statement on the Public Page

    • Enter a Custom Title for Mission Statement – to override the default title of “Mission Statement”

    • Make changes to the Mission Statement

If any changes are made to the settings, click the [Save General Settings] button

Search Settings

If your organization belongs to an Enterprise, potential volunteers can find you through the Enterprise Public Search Page. This page displays all organizations within the enterprise that have made their General Interests or Activities public, allowing applicants to explore multiple opportunities in one place.

When someone searches from this page, the system looks for matches in:

  • Organization names

  • General Interest titles and descriptions

  • Activity names, categories, and descriptions

  • Any classifications linked to those items

Each matching organization appears in the results along with any related public Activities or active General Interests.

How Search Filters Work

Below the main search field, applicants can refine their search using collapsible filter sections such as:
​Organizations, Type of Organization, The Type of Task, For How Long?, Other Factors, How Often?, Availability, and When?

These filters help applicants narrow down the opportunities that best fit their interests, location, and availability.

What appears on the public search page directly corresponds to the configuration in your Enterprise Search Settings on the admin side.

Connecting the Admin View and Public View

On the Enterprise account, go to Configuration > Recruitment > Public Volunteer Page Settings

Here, you’ll find a list of all available classification labels used in your search.
Each label determines how the corresponding filter appears on the public search page.

You can rename these labels at any time to align with your organization’s tone or recruitment style.
Any changes made here automatically update the public-facing filters.

Tip

Use simple, volunteer-friendly terms for your search labels. For example, “How Often?” is clearer than “Time Commitment” and helps applicants navigate your search page more intuitively.

In the Search Settings table, one section must be marked as the Default Section.
This determines which filter will be expanded first when someone opens the public search page.
For example, if Organizations is set as the default, that filter will appear open by default while the others remain collapsed.

The default labels appear automatically if you leave a field blank. When you enter a custom label in the admin panel, it instantly replaces the default on the public search page for all connected organizations.

Admin Setting

Label

(Default)

Example

(Customized Label)

Sub-Account Label

Organisations

Our Partner Organisations

Region Classification Label

Region

Location or Area

Focus Classification Label

Focus

Cause or Program Type

Activity Type Classification Label

The Type of Task

Volunteer Roles

Suitability Classification Label

Other Factors

Who Can Volunteer?

Duration Commitment Classification Label

For How Long?

Length of Commitment

Time Commitment Classification Label

How Often?

Frequency

Date Range Label

When?

Event Dates

Think of your Search Settings as the link between your internal classifications and the volunteer’s browsing experience.


The choices you make in the admin panel control how the search filters appear publicly — both in terms of language (the labels you choose) and structure (which filters appear, and in what order).

Enterprise Public Search Links

You can share a direct link to your Enterprise Public Search Page in newsletters, social posts, or on your organization’s website.
This link directs visitors to the enterprise-level search results, where they can explore all participating organizations and their public opportunities.

When promoting opportunities across an enterprise, link directly to the Enterprise Public Search Page rather than individual organization pages to maximize visibility.

  1. Go to Configuration > Recruitment > Public Volunteer Page Settings

  2. Click on the [Generate Link] button in the top right corner

  3. Use the dropdown menu to select the preferred application form

  4. Link Text: Enter custom text if desired

  5. Click the [Generate Link] button; a long URL that you can add to your website, a short URL that can be sent to someone or be used for social media, and HTML code will be available

If you are posting a signup link to your website, you should only use the full URL. While URL shorteners are available, they should only be used if you are sending that link to someone who is about to fill in your application.

Google Analytics

Connecting Google Analytics allows you to measure how applicants find and interact with your public page.

You can track:

  • Page views and visitor locations

  • Which General Interests or Activities receive the most clicks

  • Conversion rates (form starts and completions)

Important Notes

You’ll need your own Google account with Google Analytics to use this feature. Your IT team can help you with this and you can provide them the information below to help them get started.

Google Analytics Universal Analytics (V3) is no longer supported. Google has provided Migration guides and all of the information that you need to upgrade to a GA4 analytics property in their Migration Guide

Setting up Google Analytics at the Enterprise level will only place the analytics information on the Enterprise public pages.

Setting up your Google Analytics 4 Tracking

  1. Create a Google account for your organization’s analytics, or log in to your existing account at https://analytics.google.com/

  2. If you don’t have any analytics setup on the account yet, you’ll see a welcome screen with a [Start Measuring] button

  3. Click that button, then fill in the form that is present, and click [Next]. (For the account name, you can use your organization name, or something else memorable to distinguish this account from others you may manage)

  4. Fill in the Property Setup form. The property Name helps distinguish the different things you might be tracking, for example a public myImpactpage.com page, vs your organization home page, vs an app that you might have developed and so on. Make sure to enter the correct country and time zone and click [Next]
    ​

  5. Enter your business information and then click [Create]. This information helps Google provide some generic reports that may be relevant to your organization. None of this information is required

  6. A dialogue may come up asking you to agree to the Terms of Service. Make sure the correct country is selected, read the terms, and accept the policy if you want to carry on with setting up the analytics account

  7. Congratulations, you now have a GA4 property set up. Continue the steps below to set up your data stream and begin tracking

Using your Current Google Account Setup for Analytics

  1. Click the Admin Settings Icon at the bottom left of your analytics.google.com home page

  2. In the Account section, you may select your existing account, or click the [+ Create Account] button

    • If you click the [+ Create Account] button, you will be brought to the same page as Step #2 of the Setting up your GA4 Tracking instructions above, to create the account. Follow those steps till the end, and then pick up here again

  3. Once you have selected an account, or created a new one, you can choose an existing property, or click the [+ Create Property] button

    • If you choose to create a new property, you’ll be brought to the same screen as step #3 of the Setting up your GA4 Tracking instructions above, to create the property. Follow those steps and pick up here when done

  4. Make sure the property you’ve created is selected, and then click the “Data Streams” option in the menu below the property name

  5. Then click the [Web] button

  6. Enter app.betterimpact.com in the site, and give your stream a sensible name like “Volunteer Impact Site” or “Volunteer Public Page”. You can choose which enhanced measurements you would like to track or not track, and then click the [Create stream] button

  7. This will then bring up your Web Stream details, including the stream name, URL, ID, and most importantly, the MEASUREMENT ID


    ​

  8. Copy that Measurement ID (you can use the copy icon beside it, or highlight the ID, right click, and select copy) and proceed with enabling Google Analytics in your Better Impact account

Enable Google Analytics

  1. Once you have set up Google Analytics, go to Configuration, then click on “Public Volunteer Page Settings” found in the sidebar under Recruitment

  2. Scroll down to the “Configuration” section

  3. Enter your tracking ID, generated during your Google Analytics setup

  4. Click the [Save General Settings] button

  5. You’re all set! To see your traffic analytics, click the Reports icon/option on the left-hand side of your Google Analytics home page. From here, you can see real-time data, as well as track your engagements and page views and much more!

Note

Most report data will not be available instantly; analytics data takes about 24 hours to start showing in any of the areas other than the “Real-time” page.

Using an Existing GA4 Property and Web Stream Setup

If you are already tracking your website traffic using an existing GA4 tag, you can update the domain names that the stream is associated with, to include app.betterimpact.com and set your tracking-id in your admin portal to that same GA4 tag.

  1. From your Google Analytics home page, click the Admin Icon

  2. Select your account, property and stream

  3. From the Web Stream Details, scroll down to “Configure tag settings” and click it.

  4. In the Settings box, click “Configure your domains”

  5. Click “Add Condition”

  6. Select “Begins with”, and enter app.betterimpact.com

  7. Click “Save” and you are all set!

______________________________________________

General Interests

General Interests can be used to advertise your volunteer opportunities to potential volunteers on your public-facing pages. You can also use general interests to track what type of work a volunteer is interested in by including them on your application form.

For enterprise accounts, it is important to note that General Interests cannot be created directly. Instead, organizations may use sub-accounts to handle initial applications and manage routing effectively. This approach helps in directing volunteers to the appropriate locations based on their interests.
​

Add General Interests

  1. Go to Configuration > Recruitment > General Interests

  2. Click the [+] button in the “General Interests” header bar or click the [+ New General Interest] button at the bottom of the page.

  3. Enter a General Interest name (maximum 100 characters)

  4. Select whether or not the General Interest is Active (i.e. will be visible to volunteers and seen on the organization’s public search page)

  5. Select the applicable Application Form. If prospective applicants are looking at your list of active General Interests via a signup link, they can be directed to fill in a specific application form (1, 2 or 3). If you are just getting started, you may want to leave this as Default for now.

  6. Select your Visibility options:

    • MyImpactPage: The volunteer’s profile page, enabling volunteers to check what their interests are after they have filled in the application form

    • Public Page: visible to potential applicants to give them an idea of the type of opportunities you offer

    • Application Forms: The application forms on which this General Interest will appear

  7. Optional: Enter a Description (visible to volunteers)

  8. Optional: Select the Schedule Classifications associated with the General Interest (Additional Classifications may be available on Enterprise accounts)

  9. Click the [Save] button

Edit General Interest

Edit One General Interest

  1. Go to Configuration > Recruitment > General Interests

  2. Mouse over the Options icon beside the General Interest

  3. Click on “Edit”

  4. Make the desired change(s)

  5. Click the [Save] button

Edit Multiple General Interests

  1. Go to Configuration > Recruitment > General Interests

  2. Check the box beside each General Interest you want to change (you can also check the “Select All” box at the bottom)

  3. Scroll to the bottom and select what you would like to change from the drop list:

    • Set to Active: Make the General Interest visible based on display settings

    • Set to Inactive: Hide General Interest from volunteers and applicants

    • Update Display Settings: (MyImpactPage.com, Public Page, Application Forms)

    • Change Application Form: Enable the signup link to direct volunteers to a specific application

  4. Check the box to confirm your changes

  5. Click the green [Set to…], [Update…] or [Change…] button at the bottom right to save.

View General Interest

  1. Go to Configuration > Recruitment > General Interests

  2. Mouse over the Options icon beside the General Interest

  3. Click on “View”

Tip

By default, General Interests will appear in alphabetical order. You can change their display order by dragging and dropping them, using the arrow button on the right, to the desired position in the list.

Copy General Interest

  1. Go to Configuration > Recruitment > General Interests

  2. Mouse over the Options icon beside the General Interest

  3. Click on “Copy”

  4. Enter a name for the new (copied) General Interest

  5. Click the [Copy General Interest] button

Delete General Interests

  1. Go to Configuration > Recruitment > General Interests

  2. Mouse over the Options icon beside the General Interest

  3. Click on “Delete”

  4. Click the [Delete] button to confirm

Note

If there are profiles with data for the General Interest you’d like to delete, you’ll be told how many profiles would be affected. If you proceed with deleting the field, all associated data will be permanently deleted.

Generate General Interest Public Link

If a General Interest is visible to the public, a link can be generated to help you recruit for the specific interest, by posting it or sending a direct link by email to potential volunteers.

For organizations utilizing enterprise accounts, consider using sub-accounts as intake points. Properly configuring sub-account linkages ensures seamless applicant routing and prevents overlap across locations.

  1. Go to Configuration > Recruitment > General Interests

  2. Mouse over the Options icon beside the General Interest

  3. Click on “Get Public Link”

Add/Edit General Interests Custom Title

This title will replace the text “General Interests” which appears above your list of general interests anywhere they are displayed to your volunteers and potential volunteers. This includes the public page, myImpactPage.com, the mobile app, and the application form.

  1. Go to: Configuration, then click on “General Interests” found in the sidebar under Recruitment.

  2. Enter the desired text in the “Custom Title for General Interests” field

  3. Click the [Save] button

Note

If you do override the title, it will no longer be translated into our supported languages. It will always display as you enter it here.

General Interest Templates - Enterprise only

As an Enterprise Administrator, you can create “General Interest Templates” to be used by organizations in your Enterprise when creating their General Interests. In these templates, you can specify a name, description, active status and Classifications used.

Add General Interest Template

  1. Go to: Configuration > Recruitment > General Interest Templates

  2. Click the [+] button in the “General Interest Template” header (or click the [+ New General Interest Template] button)

  3. Enter the Template Name (200 characters maximum)

  4. Optional: Enter a Description for the template (this can guide account administrators how and when to use this template)

  5. Select whether or not the template is “Active” and usable by organizations in your enterprise

  6. Enter a Name for the General Interest (200 characters maximum)

  7. If prospective applicants are looking at your list of active General Interests via your organization’s signup link, they can be directed to fill in a specific application form (1, 2 or 3) or to the application form associated with the page they are viewing (i.e. Default). (If you are just getting started, you may want to leave this as Default for now.)

  8. Optional: Enter a Description for the General Interest

  9. In the “Classifications” section, click on the desired tab (Activity, Suitability, Time Commitment, Duration Commitment, Schedule) and select the Classifications you wish to associate with the General Interest

  10. Click the [Save] button

Edit General Interest Template

  1. Go to: Configuration > Recruitment > General Interest Templates

  2. Mouse over the Options icon beside the template

  3. Click on “Edit”

  4. Make the desired changes

  5. Click the [Save] button

View General Interest Template

  1. Go to: Configuration > Recruitment > General Interest Templates

  2. Mouse over the Options icon beside the template

  3. Click on “View”

Copy General Interest Template

  1. Go to: Configuration > Recruitment > General Interest Templates

  2. Mouse over the Options icon beside the template

  3. Click on “Copy”

  4. Enter the name for the new (copy) General Interest Template

  5. Optional: Check whether or not you want to copy the Classifications associated with the original General Interest Template

  6. Click the [Copy General Interest Template] button

Delete General Interest Template

  1. Go to: Configuration > Recruitment > General Interest Templates

  2. Mouse over the Options icon beside the template

  3. Click on “Delete”

  4. Click the [Delete] button to confirm

Note

Any General Interests built using the template will NOT be deleted

Change General Interest Template Active Status

  1. Go to: Configuration > Recruitment > General Interest Templates

  2. Check the box beside each template you wish to change the status of (or check the box at the bottom beside “Select All” to select all General Interest Templates)

  3. At the bottom, select the appropriate option in the “Change Selected” drop list:

    • Set to Active

    • Set to Inactive

  4. Click the [Set to Active] or [Set to Inactive] button (based on your selection above) to change the active status of the selected General Interest Templates

Important: Understanding How General Interests Connect to Applications

When a General Interest is made visible on your public page, it links to an Application Form.
Applicants who click on that General Interest will be directed to complete the linked form.

However, clicking a General Interest on the public page does not automatically link that interest to the applicant’s profile.


To record which interests an applicant actually selected, the General Interest must also be displayed as a selectable field on the Application Form itself.

  • Displayed on the Application Form: The applicant’s selected General Interests will appear in their profile once submitted.

  • Not displayed on the Application Form: The applicant’s selections won’t be stored in their profile — even if they reached the form through that General Interest’s link.

If you need to analyze which General Interests applicants clicked from the public page (but didn’t display those interests on the form), you can track this information using Google Analytics connected to your Public Volunteer Page.

______________________________________________

Public Activities

In addition to General Interests, your Activities can also be made visible on your Public Volunteer Page. This allows potential volunteers to view specific opportunities and apply directly, giving them a clear idea of how and when they can get involved.

Public Activities are an excellent way to advertise individual roles or events while still maintaining control over who joins them.

How Public Activities Work

When creating or editing an activity, you can choose to make it visible to the public.
Once this setting is enabled:

  • The activity will appear on your Public Volunteer Page, under its assigned category.

  • Anyone visiting your page can click the activity title to read its description and apply.

  • New applicants will need to fill in the linked Application Form, where they can complete their application.

Required: Every Public Activity must have an Application Form associated with it.
Without one, the activity will not appear on your public page.

Creating a Public Activity

To make an activity public:

  1. Go to Configuration > Activities > Manage Activities > Add New Activity or open an existing one to edit.

  2. Fill in the basic details — Activity Name, Description, Date, and Category.

  3. Choose the Application Form that new applicants should complete when they click the activity.

  4. Under the Visibility section, select Visible to the Public.

  5. Adjust any other settings (capacity, schedule, approval type, etc.).

  6. Click Save.

Once saved, the activity appears automatically on your Public Volunteer Page and within the Enterprise Public Search Page (if applicable).

Tip

Double-check that the linked Application Form is enabled and published — otherwise, the public link won’t work.

What Applicants See

When potential volunteers browse your public page, they’ll see:

  • The Activity Name, Description, and Date/Time (if applicable).

  • The “Fill in an Application” button linked to the selected form.

  • If you’ve added an image or icon, it will also appear on the listing.

After submitting the form, the applicant appears in your People > Manage Applicants list for review and approval.

Note

Public applicants are not automatically added to the activity roster.
They must still be reviewed and moved to Accepted or Assigned status by an admin.

Once they submit the application, they'll be able to review shift dates and times and signup.

Best Practices for Public Activities

1. Keep descriptions clear and concise
Focus on what the volunteer will do, when, and what skills or requirements apply. Avoid internal terminology or lengthy text.

2. Use public visibility strategically
Make only relevant, active opportunities public. Internal or invitation-only activities should remain private to prevent confusion.

3. Check start and end dates
Activities automatically disappear from your Public Page once their end date has passed.
You can re-enable them anytime by adjusting the dates or capacity.

4. Include key information
Add details such as location, duration, and frequency to help volunteers self-assess their fit before applying.

5. Match the right Application Form
If you have multiple forms (e.g., a general volunteer form and an event-specific form), ensure each public activity is connected to the correct one.

6. Use consistent naming
Keep your activity titles uniform — for example, start each with “Volunteer – [Role Title]” to maintain a clean, professional look on the public page.

7. Monitor and refresh regularly
Public listings should reflect your current needs. Remove outdated or filled roles to keep your page accurate and inviting.

Enterprise Visibility

If your organization belongs to an Enterprise, any public activities will also appear in the Enterprise Public Search Page, as long as:

  • The activity is marked as Visible to the Public, and

  • The sub-account is visible within the enterprise directory.

This helps promote opportunities across the wider network and makes it easier for applicants to find roles in nearby organizations.

Tip

For enterprise consistency, use standardized activity names, categories, and classifications where possible.

Public Activity Links

Just like with your Public Volunteer Page, each public activity generates its own direct URL.
You can share this link in:

  • Social media posts

  • Newsletters

  • Community websites

  • Email campaigns

Clicking the direct link takes applicants straight to that specific opportunity and its associated Application Form — ideal for event recruitment or promotional campaigns.

Important

This option will not be available if there are no Activities in the category that are visible to the public or if the activity is not public.

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. For long activity lists, use the filters in the top panel and click the green [Filter Activities] button

  3. Mouse over the Options icon beside the Activity Category or Activity you would like to generate a link for

  4. Click on “Get Public Link” to generate a preview, a long URL that you can add to your website (or a short URL that can be sent to someone), and HTML code

Troubleshooting Visibility

If a public activity isn’t showing up:

  • Verify that Visible to the Public is checked.

  • Ensure the linked Application Form is enabled.

  • Confirm the start and end dates are valid (not in the past).

  • Make sure the activity capacity hasn’t been reached.

Public Activities turn your volunteer listings into actionable opportunities.


They give potential volunteers a direct path to apply, help keep your recruitment visible, and simplify the application process — while still giving you full control over who joins and how they’re approved.

📖 See also: Comprehensive Guide to Activities for detailed configuration options and advanced activity management.

Building Effective Application Forms

- Application Form Settings and Best Practices -

Once your public-facing recruitment tools are ready, the next step is to configure your Volunteer Application Form — the core of your recruitment process.


This is where potential volunteers formally submit their details and are introduced into your organization’s database.

The Application Form defines what information you collect, how it’s presented, and which opportunities it connects to.
This ensures that every applicant enters your organization in a structured, consistent way.

A well-designed form strikes a balance between collecting the details you need and keeping the process quick and inviting for volunteers.


Too few questions might mean missing critical data; too many can discourage applicants from completing the form.


The goal is to design a form that’s welcoming, informative, and aligned with your recruitment goals.

In this section, we’ll look at how Application Forms work, how they connect to your public recruitment tools, and the different approaches organizations can take when designing them.


You’ll also learn how to configure form settings, preview or disable forms when needed, and ensure that every applicant experience — from the public page to submission — is smooth and professional.

Applications – Understanding the Application Process

Every organization in Better Impact can have up to three Volunteer Application Forms. Each form can be customized to fit a particular recruitment path — for example, one for general volunteers, another for short-term event volunteers, or a third for specialized roles that require screening. You can access and manage your forms under: Configuration > Recruitment > Application Form Settings

From here, you can:

  • Create a new form or edit an existing one.

  • Control what information applicants must provide.

  • Link each form to your Public Volunteer Page, General Interests, and Public Activities.

Once the form is submitted, the applicant appears in your organization’s People > Manage Applicants list for review. Admins can then review, communicate with, and approve the applicant — moving them from Applicant to Accepted Volunteer.

Tips

  • Every new applicant must complete an Application Form to enter your organization.

  • Even if they apply through a General Interest or a Public Activity, that connection still routes through the linked form.

  • Only administrators with the appropriate configuration permissions can create or edit Application Forms. If you don’t see this option in your Configuration menu, contact a Full Administrator or your Enterprise Administrator to request access.

Before You Begin Before building or editing a form

  1. Review what information your organization really needs to collect from new volunteers.

  2. Decide if all volunteers will use the same form or if you’ll create separate ones for different types of volunteers

  3. Confirm which General Interests and Activities will link to each form.

  4. Make sure any required Custom Fields, Qualifications, or Feedback Fields are already set up — these can then be added into the form.

The application process is made up of 2 steps.

  • In Step One of the application (or donor information form) users will create a Better Impact profile or log in with an existing profile.

  • In Step Two they will answer the custom questions that you have created.

Adding Content to Your Application

3 types of fields can be used to add content/questions to the application:

  • Custom Fields

  • Qualifications

  • General Interests It is also possible to have users fill in additional fields on MyImpactPage after they apply. This can be helpful as there may be some information you don't need from them at the initial point of contact. Additionally, you can create fields that are not visible to the user that can be used to track administrative tasks and notes.

3 Approaches to Using Volunteer Applications

Each organization in Better Impact has access to three Volunteer Application Forms (V1, V2, and V3).


How you use these forms depends on your organization’s structure, onboarding process, and the types of volunteers you recruit.

Understanding the available approaches will help you design a process that’s clear for applicants and efficient for your team.

In the video and text below, we've outlined common ways in which organizations utilize these 3 applications.

1- One Application Fits All

One application is used by all of your applicants. In this method, all of your volunteers are prompted to answer the same questions. If you mark a question as required, it will be required for all applicants. If you are looking to customize the application based on who is applying, you will want to explore the second option listed below.

2- Different Strokes for Different Folks

You can customize your applications to target specific groups or types of volunteers that may be applying. This method allows you to customize the questions asked of each group, shorten the application and ensure you are collecting all of the information you need for that type of volunteer.

A common format of this method is:

V1 - Adult application

V2 - Youth application

V3 - Group application

3- Multiple-Step Application Process

Your organization may have a longer, multi-step onboarding process for your volunteers. If this is the case, a multi-step approach to applications may be a good fit for you.

In this method, volunteers complete the applications in sequential order, allowing to minimize the amount of information that volunteers must supply at once.

V1 may be an initial statement of interest and the collection of initial information from the volunteer. After this application is received, an administrator may review their profile or invite them in for an interview before sending them the link to fill in V2. V2 may ask for additional information that may not have been appropriate to ask on the initial statement of interest. This could be information such as references or emergency contact information.

See the table bellow for a structured view of these options:

Approach

Best For

Advantages

Considerations

One Application Fits All

Small to mid-sized organizations with a single volunteer program or simple onboarding process

Easy to maintain and update

Consistent experience for all applicants

Simplifies reporting and data management

All questions apply to everyone — required fields apply to all

May collect more information than needed for some roles

Different Strokes for Different Folks

Organizations with distinct volunteer groups (e.g., adults, youth, groups) requiring tailored questions

Customizes questions for each audience

Collects only relevant information

Makes applications shorter and more personal

Requires more upkeep — multiple forms to manage

Can confuse applicants if links aren’t clearly labeled

Must ensure each Public Activity or Interest links to the correct form

Multi-Step Application Process

Organizations with longer onboarding workflows or staged recruitment (e.g., interviews, references, training)

Reduces form length and applicant fatigue

Creates natural checkpoints for admin review

Ensures only committed volunteers advance

Admins must manually guide applicants to the next form

Applicants may not complete later forms if communication isn’t clear

Enterprise Standardization (Optional) - available for upgraded accounts

Enterprises managing multiple branches needing consistent data and branding

Promotes uniform onboarding and reporting

Saves setup time for sub-accounts

Ensures consistency in volunteer data collection

Sub-accounts can’t edit enterprise-managed sections

Updates at the enterprise level affect all linked forms

Requires clear coordination before changes

Once you have added content to your application, you can determine how you want the application to work in Application Form Settings

Determining how you want your Application Form to Work

Application Form Settings

In addition to adding content to your application, you can also adjust the Application Form Settings to customize the user experience, such as the welcome email, on-screen messaging and more.

  1. Configuration > Recruitment > Application Form Settings

  2. Select the application form you would like to customize; click on the tab:

    • Volunteer 1

    • Volunteer 2

    • Volunteer 3

  3. Customize the General Settings section:

    • Custom Title: Type over the default text to create a custom title that volunteers will see when applying

    • Approval: Check box if volunteers require approval; automatically give the ‘Applicant’ status, instead of ‘Accepted’ status, once this application is completed

    • Send Email: Check box if you would like an email automatically sent to each new applicant following completion of the form

      • New Volunteer Email Message: Enter your custom message in the text box

    • Disable this application form: check to prevent applicants from using this application form

      • Disabled Application Form Message: Enter your message in the text box

    • Click the [Save] button at the top of the page and continue to “Step One Settings”

  4. Customize the Step One Settings section:

    • Birthdate: Check to display and require applicants to enter a birthdate

    • Required Fields: Check to display only required Contact Information fields (name, address, email and one phone number).

      • Note: Contact Information fields, including which are required, cannot be changed or removed

    • Policy Settings

      • Policy Acceptance: Check to require volunteers to accept your policies as the first step in completing the application form

      • Display Policy: Check box if you would like these volunteer policies displayed at the top of the user registration page (and enter text in the “Volunteer Policies” field)

      • Policy Title: Enter a new label if desired (default: “Organization Policies”)

      • Policy Acceptance Checkbox Label: Enter a new label, if desired (default: “I agree with the organization’s policies”)

      • Policy Button Text: Enter new text, if desired (default: “View Policy”)

        • Enter policy information into text box

    • Click the [Save] button and continue to “Step Two Settings”

  5. Customize the Step Two Settings section:

    • General Availability:

      • Check to show General Availability choices on the application

      • Availability Form Header: If desired, enter custom text that will display above this section on the application form

        • It's not possible to edit the General Availability grid or remove options

        • General Availability cannot be set as a required field on the application form.

    • General Interests:

      • Check to show “Active” General Interests on the application form

      • General Interests Form Header: If desired, enter custom text that will display above this section on the application form

      • View General Interests that are active and set to display on this application form; to edit, click on the [Manage General Interests] button

        • A separate tab will open to the General Interests page

    • Classifications: Select the type(s) to display (Enterprise accounts only)

    • Qualifications:

      • Qualifications Form Header: If desired, enter custom text that will display above this section on the application form

      • View Qualifications that are set to display on this application form

        • To edit, click on the [Modify Qualifications] button

        • Check the boxes to the left of each Qualification you would like to change

        • Scroll to the bottom, and click on the dropdown menu

        • Select an option and confirm the change by clicking the button at the bottom right of the dialogue box

    • Custom Fields:

      • Custom Field Form Header: If desired, enter custom text that will display above this section on the application form

      • View Custom Fields that are set to display on this application form

        • To edit, click on the [Modify Custom Fields] button

        • Check the boxes to the left of each Custom Field you would like to change

        • Scroll to the bottom, and click on the dropdown menu

        • Select an option and confirm the change by clicking the button at the bottom right of the dialogue box

    • Override Notice (Optional): Enter text to customize the default message reminding applicants to complete the entire application form.

      • Check box if you would like the message to be placed inside a “notice” container

      • Check box if you would like your text to display at the top and bottom of the application form

      • Click the [Save] button and continue to “Application Complete Settings”

  6. Customize the Application Complete Settings section:

    • Customize the message that will display to applicants if there are no opportunities available for them to sign up for after completing the application form

    • Customize the message that will display to applicants if there are opportunities to sign up for after completing the application form

    • Click the [Save] button

Tip

Click on the [Interactive Sample Form] button of your application forms to see the preview. You do not need to fill anything in when you go through the sample form.

Your banner graphic will appear at the top of the page when members apply, but it does not show up here.

You can click on the [Generate Link] button at the top right of screen to access the links and QR codes for your live application form.

Once the Application Form is completed, activities will always be visible to new volunteers unless they don't meet the visibility criteria - make sure activities are not visible to In Process and/or Accepted volunteers on the Visibility and Automation tab.

Donor Information Form Settings

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Click on the “Donor” tab

  3. General Settings

    • Donor Signup Form Header Message: If desired, enter text you wish to display at the top of the page where existing and new donors enter their contact information and log in

    • Click the [Save] button at the top of the page and continue to “Policy Settings”

  4. Policy Settings

    • Policy Acceptance: Check to require donors to accept your policies as the first step in completing the information form

    • Display Policy: Check box if you would like the donor policies displayed at the top of the information form registration page (and enter text in the “Donor Policy Text” field)

    • Policy Title: Enter a new label if desired (default: “Organization Policies”)

    • Policy Acceptance Checkbox Label: Enter a new label, if desired (default: “I agree with the organization’s policies”)

    • Policy Button Text: Enter new text, if desired (default: “View Policy”)

    • Enter policy information into text box

    • Click the [Save] button and continue to “Custom Fields”

  5. Custom Fields:

    • View Custom Fields that are set to display on this application form

      • To edit, click on the [Modify Custom Fields] button

      • Check the boxes to the left of each Custom Field you would like to change

      • Scroll to the bottom, and click on the dropdown menu

      • Select an option and confirm the change by clicking the button at the bottom right of the dialogue box

    • Click the [Save] button

Tips and Notes

Click on the [Interactive Sample Form] button of your application/information forms to see the preview. You do not need to fill anything in when you go through the sample form.

Your banner graphic will appear at the top of the page when donors apply but it does not show up here.

You can click on the [Generate Link] button at the top right of screen, to access the link and QR code for your live application form.

Member Application Form Settings

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Customize the General Settings section:

    • Approval: Check box if members require approval; automatically give the ‘Applicant’ status, instead of ‘Accepted’ status, once this application is completed

    • Send Email: Check box if you would like an email automatically sent to each new applicant following completion of the form

      • New Member Email Message: Enter your custom message in the text box

    • Required Fields: Check to display only required Contact Information fields (name, address, email and one phone number).

      • Note: Contact Information fields, including which are required, cannot be changed or removed

    • Birthdate: Check to display and require applicants to enter a birthdate

    • Disable this application form: check to prevent applicants from using this application form

      • Disabled Application Form Message: Enter your message in the text box

    • Form Headers: Enter custom text that will display above the sections of the application form:

      • Member Registration Form Header

      • Custom Fields/Additional Information: Enter the text that will display above the Custom Fields/Additional Information section of the registration form

    • Registration Complete Message:

      • Optional: customize the default message that displays when a member has completed the registration form

  3. Click the [Save] button at the top of the page and continue to “Policy Settings”

  4. Customize the Policy Settings section:

    • Policy Acceptance: Check to require members to accept your policies as the first step in completing the application form

    • Display Policy: Check box if you would like these member policies displayed at the top of the user registration page (and enter text in the “Member Policy Text” field)

    • Policy Title: Enter a new label if desired (default: “Organization Policies”)

    • Policy Acceptance Checkbox Label: Enter a new label, if desired (default: “I agree with the organization’s policies”)

    • Policy Button Text: Enter new text, if desired (default: “View Policy”)

    • Enter policy information into text box

    • Click the [Save] button

  5. Custom Fields:

    • Custom Field Form Header: If desired, enter custom text that will display above this section on the application form

    • View Custom Fields that are set to display on this application form

      • To edit, click on the [Modify Custom Fields] button

      • Check the boxes to the left of each Custom Field you would like to change

      • Scroll to the bottom, and click on the dropdown menu

      • Select an option and confirm the change by clicking the button at the bottom right of the dialogue box

    • Click the [Save] button

Tips and Notes

Click on the [Interactive Sample Form] button of your application forms to see the preview. You do not need to fill anything in when you go through the sample form.

Your banner graphic will appear at the top of the page when members apply but it does not show up here.

You can click on the [Generate Link] button at the top right of screen, to access the link and QR code for your live application form.

Client Application Form Settings

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Click on the “Client” tab

  3. Customize the General Settings section:

    • Approval: Check box if clients require approval; automatically give the ‘Applicant’ status, instead of ‘Accepted’ status, once this application is completed

    • Send Email: Check box if you would like an email automatically sent to each new applicant following the completion of the form

      • Enter your custom message in the text box

    • Disable this application form: check to prevent applicants from using this application form

      • Disabled Application Form Message: Enter your message in the text box

    • Click the [Save] button at the top of the page and continue to “Step One Settings”

  4. Customize the Step One Settings section:

    • Birthdate: Check to display and require applicants to enter a birthdate

    • Required Fields: Check to display only required Contact Information fields (name, address, email and one phone number).

      • Note: Contact Information fields, including those which are required, cannot be changed or removed

    • Policy Settings

      • Policy Acceptance: Check to require clients to accept your policies as the first step in completing the application form

      • Display Policy: Check box if you would like these client policies displayed at the top of the user registration page

      • Policy Title: Enter a new label if desired (default: “Organization Policies”)

      • Policy Acceptance Checkbox Label: Enter a new label, if desired (default: “I agree with the organization’s policies”)

      • Policy Button Text: Enter new text, if desired (default: “View Policy”)

      • Client Policies Text: Enter policy information into text box

    • Click the [Save] button and continue to “Step Two Settings”

  5. Customize the Step Two Settings section:

    • Custom Fields:

      • Custom Field Form Header: If desired, enter custom text that will display above this section on the application form

      • View Custom Fields that are set to display on this application form

        • To edit, click on the [Modify Custom Fields] button

        • Check the boxes to the left of each Custom Field you would like to change

        • Scroll to the bottom, and click on the dropdown menu

      • Select an option and confirm the change by clicking the button at the bottom right of the dialogue box

    • Override Notice (Optional): Enter text to customize the default message reminding applicants to complete the entire application form.

      • Check box if you would like the message to be placed inside a “notice” container

      • Check box if you would like your text to display at the top and bottom of the application form

    • Click the [Save] button and continue to “Application Complete Settings”

  6. Customize the Application Complete Settings section:

    • Customize the message that will display to applicants once they complete the application

  7. Click on the [Save] button

Tips and Notes

Click on the [Interactive Sample Form] button of your application forms to see the preview. You do not need to fill anything in when you go through the sample form.

Your banner graphic will appear at the top of the page when members apply but it does not show up here.

You can click on the [Generate Link] button at the top right of screen, to access the link and QR code for your live application form.

______________________________________

Managing Application Forms

Previewing the Application

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Select the desired application form

  3. If you want to see what the application screen will look like to a new applicant, click either the [Interactive Sample Form] or [Interactive Mobile Sample Form] button (for users applying via a mobile device).

    • Note: No information needs to be entered to move through the pages of the Sample Application Form.

While using the interactive sample form, you won't need to fill in any of the fields. You can simply click through the application, leaving the fields blank.

Print an Application Form

If you'd like to print a "blank" application form, please follow these steps.

Note

The Contact Information section will need to be printed separately from the second portion of your application.

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Select the desired application form

  3. If you want to see what the application screen will look like to a new applicant, click either the [Interactive Sample Form] or [Interactive Mobile Sample Form] button (for volunteers applying via a mobile device).

    1. Note: No information needs to be entered to move through the pages of the Sample Application Form.

  4. From these screens, you can also print a page of your application form by clicking on the Print icon in the top right-hand corner of the page.

Disable/Enable Application Form

Disabling and enabling the application forms will allow you to control when the application form can be used to apply to your organization, without needing to delete your application or remove links from recruitment sources, such as your website.

  1. Go to: Configuration > Recruitment > Application Form Settings

  2. Select the application form you would like to customize; click on the tab:

    • Volunteer 1

    • Volunteer 2

    • Volunteer 3

    • Client

    • Donor

    • Member

  3. Scroll down to the General Settings section

  4. Disable this application form:

    • Check this box to prevent applicants from signing up using this application form 

    • Make sure it's unchecked to have the Application Form enabled

  5. Disabled Application Form Message: Enter the text to display to applicants if they click on the link to the disabled application form. A message is required if you disable an application form.

    • You do not need to remove the text from this field when enabling the Application Form. You can retain it for the next time you need to disable the application form.

  6. Click the [Save] button at the top (or bottom) of the page

Note

Once disabled, if an applicant clicks on the link, they will see the message you have indicated in the “Disabled Application Form Message” field and they will be prevented from proceeding.

Enterprise Application Form Settings - Update Settings in Bulk

If you’re an Enterprise Administrator you can update Application Form Settings across multiple sub-accounts at once.
This allows you to standardize volunteer application settings — such as welcome messages, initial statuses, or required fields — without needing to edit each organization individually.

Note: Availability for this setting depends on the package you have. Contact Support for more information.

1- Go to Configuration > Recruitment > Application Form Settings

2- Check the box beside each Organization you want to change (you can also check the “Select All” box at the bottom)

  • Individual Organization settings can be updated by mousing over the options icon to the left of the name

3- Select what you would like to update from the dropdown menu:

If you want to edit one:

If you want to edit multiple:

Dropdown Option

What You Can Update (inside this option)

Notes

Enable or Disable

Turn each selected org’s application on/off

Quick toggle for recruitment periods.

General Settings

  • Custom Title

  • New Volunteer Initial Status

  • Welcome Email Message

Broad form settings applied at once.

Step One Settings

  • Birthdate Requirement

  • Show Only Required Contact Information on Application

  • Policy Settings

Controls what applicants see/agree to at the start.

Step Two Settings

  • General Availability

  • General Interests, Classifications

  • Update Section Headers

  • Complete Full Application Reminder

Content and prompts shown in the second step.

Application Complete Settings

Activity Availability Message

Message shown when activities are full/unavailable.

4- Update the information in the selected dialogue box

5- Check the box confirming the update will be for all selected organizations

6- Click the [Save] button

Note

Even though this allows you to change settings in bulk, you'll need to do it for one Application Form at a time.

Include Classifications on your Application Form

At the sub-account level, you can choose which Classifications appear on your volunteer application form.
These help you organize applicants according to their preferences, skills, and availability — and help volunteers indicate what types of opportunities interest them most.

Applicants will then see these classification options and can check the boxes that best match their interests or availability.

  1. At the Sub Account level: Go to: Configuration > Recruitment > Application Form Settings

  2. Select the desired application form tab

  3. Scroll down to the “Step Two Settings section

  4. Select the Classifications to display on the application form. Users will be able to check the Classifications that best correspond to their preferences, abilities and interests:

    • Activity Classifications: the specific type of work they would like to do

    • Region Classifications: the geographical area in which they would like to be involved

    • Duration Commitment Classifications: how long they would like to be involved

    • Focus Classifications: the generic area of work they would like to be involved with

    • Suitability Classifications: to match them with opportunities that are the most appropriate

    • Time Commitment Classifications: how often they can be available to be engaged

  5. Click the [Save] button

Managing New Volunteers

- Applicant and In Process Profiles -

The Volunteer Experience – Video Overview

Manage Applicant and In-Process Profiles

Responding to a New Applicant - Video Overview

  1. Go to: People > Volunteers > Manage Applicants or Manage In Process

    1. Manage Applicants: On the right-hand side of your screen, you will see the “Date Joined” and “Date Applied”

    2. Manage In Process: On the right-hand side of your screen, you will see the “Date Joined” and “Date Changed”

  2. Mouse over the Options icon to the left of a volunteer’s name and select the desired choice:

    • View – view the volunteer’s profile

    • Edit – edit the volunteer’s profile

    • Send Email – send an email to the volunteer

    • Send Text Message – send a text message (if enabled) to the volunteer

    • Change Status – change the status of the volunteer

      • Update their Volunteer Status as appropriate:

        • In Process: Undergoing screening or interview.

        • Accepted: Approved to volunteer.

        • Inactive (Short or Long Term): The volunteer has been accepted in the past but is not currently active — useful for seasonal or temporary breaks.

    • Archive – archive the volunteer’s profile

    • Remove – remove the volunteer’s profile from your organization

    • List Recent Emails – see the list of emails recently sent to the volunteer

    • List Recent Text Messages – see the list of text messages recently sent to the volunteer

  3. Optional: Select multiple volunteers, scroll to the bottom and choose the action to apply to the selected volunteers from the “Choose Bulk Action” dropdown list

Tip

You can also access these screens by clicking on the large “Applicant” or “In Process” status number in the “Status Update” section on your administrative home page.

Date Values Explained

You may see various date values appearing on the pages to Manage Applicants or In Process profiles:

  • Date Joined: date they first became a member of the organization

  • Date Applied: date their status changed to Applicant

  • Date Changed: date their status changed to In Process

You will only see one date value on the Manage Applicants page when the date joined is the date applied.

You may see two date values here, but only if a volunteer previously had a relationship with the organization, and was perhaps “Archived” or “Removed”, and then re-applied to the organization.

Reporting on Recruitment Progress

While Better Impact doesn’t include dedicated “Recruitment Reports,” you can still analyze how your recruitment efforts are performing using searches and raw data exports.
These tools help you understand trends such as how many people applied, how many were approved, and when most new volunteers joined your organization.

Reporting by “Volunteer Date Joined”

The Volunteer Date Joined field represents the date a volunteer first applied to your organization.
It’s the key data point for identifying when volunteers came on board.

You can use it to answer questions such as:

  • How many new volunteers joined this month, quarter, or year?

  • When did we see the biggest increase in applications?

  • Which branches or programs are attracting the most applicants?

  • At the Organization Level

    • You can report on this information directly through a People Search:

      • Go to People > Search.

      • Select the Volunteer Status(es) you want to include (e.g., Accepted, Inactive, or Archived).

      • Click Add Search Criteria > Volunteer Date Joined.

      • Enter your start and end dates, then select Add and Go.

To keep this information for records or analysis, export the results using a Personal Profile Raw Data Report (Reports > Raw Data Reports > Personal Profile) - using the same search criteria.
This gives you an Excel file you can sort or graph by date.

  • At the Enterprise Level

    • If you manage multiple organizations, you can report on volunteer start dates across all sub-accounts.

      • Go to Reports > General Reports > Profile Association Raw Data.

      • Select the organizations and statuses you want to include.

      • Under Columns to Include, check Volunteer Date Joined, along with any other fields you want to see

      • We recommend including: Organization Name, First Name, Last Name, and Volunteer Date Joined at minimum.

      • Export your results to Excel for further analysis or aggregation.

Generating Links

To generate links navigate through Configuration > Recruitment > Links for Website

Alternatively, navigate via Configuration > Recruitment > Application Form Settings as an alternate path to access the Links for Website section.

Notes

When a user clicks on your signup link, they can create a new profile (“I am new to MyImpactPage.com”) or re-use an existing profile (“I already have a username”) so that they only have to remember one username and password.

This is especially useful for returning volunteers who might already have a Better Impact username, enabling seamless login and profile integration.

The Public Page link (with associated application form) needs to be pasted into your website (where users learn about your volunteer opportunities) for volunteers to access it.

First, choose the type of link to generate:

Volunteer Impact Links

  • Public Page (Activity List): Link to a page showing applicants a list of General Interests and Activities visible to the general public; and a link to the application form

  • Single Category Page: Link to a page showing applicants a list of Activities from a single category that are visible to the general public

    • Select the category from the dropdown list

  • Activity Page: Link to a page showing applicants a single Activity that is visible to the general public

    • Select the Activity from the dropdown list

  • Application Form: Direct link to your application form

  • Mobile Application Form: Direct link to your mobile application form

  • eLearning Module: Link to a specific eLearning Module.

Understanding and using these links allows volunteers to seamlessly register, view activities, and apply while minimizing administrative complexities for organizations.

Client Impact Links

  • Client Application Form: Direct link to your client application form.

Donor Impact Links

  • Donor Home Page: Direct link to a page listing your Donation Programs, enabling the person to select which program to donate to

  • Single Donation Program Page: Direct link to a page listing a specific Donation Program, enabling the person to make a donation towards that program

    • Select the donation program from the drop list

  • Donor Information Form: Direct link to your donor information form (signup page). After entering the information, the donor will be taken to a list of Donation Programs for your organization

  • Donor Information Form for Specific Donation Program: Direct link to your donor information form (signup page) for a specific Donation Program

    • Select the Donation Program from the drop list. After entering information, the donor will be taken to that Donation Program’s page

Member Impact Links

  • Member Registration Form: Direct Link to your member registration form.

Branded Login, Timeclock and Other Login Links

  1. Go to: Configuration, then click on “Links for Website” found in the sidebar under Recruitment

  2. “Scroll down to Helpful Links”

  3. Copy and Paste a URL to your website, set up a kiosk for the timeclock or provide relevant links to your volunteers and suggest that they save and/or bookmark it for future use.

For pages with a branded option, the column on the right will provide the associated link.

Note

The branded volunteer login page will have a banner; the timeclock login page will not.

If required, select the application form that the link should be connected to.

Optional: Enter custom Link Text to help differentiate between generated links

Click the [Generate Link] button to generate a preview, a long URL that you can add to your website (or a short URL that can be sent to someone), and HTML code.

When sharing links via email, remind volunteers to select "I already have a username" when prompted to log in with existing credentials for an efficient process.

Important

If you are posting a signup link to your website, you should only use the full URL. While URL shorteners are available, they should only be used if you are sending that link directly to someone who is about to fill in your application.

Related Articles
Comprehensive Guide to Activities
Glossary and Abbreviations
Comprehensive Guide to Reporting
Comprehensive Guide to User Profiles
Comprehensive Guide to Profile Data Collection
Did this answer your question?