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Managing New Volunteers - Applicant and In Process Profiles
Managing New Volunteers - Applicant and In Process Profiles

A new volunteer applied to your organisation, now what? How to manage your Applicant and In Process volunteers.

Updated over a month ago

The Volunteer Experience – Video Overview


​Add Volunteer Profile – Individual Applies Online

Ideally, new volunteers will join your organization using one of the online applications for your organization. To do this:

  1. Generate a signup link to add to your website

  2. Provide the link to whomever is responsible for your organization’s website, or send the link directly to a potential volunteer.

Note: Volunteers that are new to MyImpactPage.com start off by entering their contact information. If a date of birth is required on the application form, the volunteer cannot specify the current year as their year of birth. Applicants are required to enter at least one contact phone number.

Applicants with an existing profile bypass the entry of their contact information. The application process will check to see if the volunteer has a date of birth (if required), phone number, and primary email address entered in their existing profile. It will also ensure that they have acknowledged your organization’s policies (if required).

For an overview of the Application Process click here


Responding to a New Applicant - Video Overview

User statuses are not changed automatically by the system. An admin must manually change a volunteer's status. This can be done one volunteer at a time or in bulk.

We recommend creating internal process documentation for your administrators which will outline the steps a volunteer is required to complete before their status is changed. Custom Fields can be created in Better Impact to help you track exactly which step of the onboarding process a volunteer is currently at as well as other onboarding notes.

Example Breakdown of Statuses and Onboarding Steps

Applicant Status

  • Volunteer applies online

  • Administrator reviews profile on the Manage Applicants page

    • If approved - the applicant is sent an email to schedule an interview, their status is changed to In Process

    • If rejected - the applicant is sent a rejection email, their status is changed to Archived - Rejected

In Process Status

  • Volunteer completes interview

  • Administrator updates their profile with any interview notes and final decision

    • If approved - the applicant is sent an email to complete the final paperwork

    • If rejected - the applicant a rejection email, their status is changed to Archived - Didn't Start

Accepted Status

  • Volunteer has completed required paperwork

  • Administrator updates volunteer status to accepted

  • Administrator updates the "Date Accepted" custom field within the volunteer profile

The information shared below will show you how to manage your Applicants and In Process Volunteers within Better Impact.


Manage Applicant and In Process Profiles

  1. Go to: People, then click on either “Manage Applicants” or “Manage In Process” found in the sidebar under Volunteers:

    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 Mobile Email – send an email to the volunteer’s mobile email address

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

    • Change Status – change the status of the volunteer

    • 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.

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