Dealing with Applications

Do you work in a Volunteer Centre? This guide will explain how applications work on Do-it and how to process an application


When a potential volunteer finds an opportunity they like the sound of, they click on ‘Register my interest’:

They will then see a screen like this:

 

As you can see, they are given an opportunity to double-check their email, and that they meet requirements for the role, before they register.

Please Note: It's important that if the opportunity should require any special considerations and requirements that they are chosen within the opportunity record before publishing.

For more information on how to add requirements to your opportunities please read our opportunity guidance.

If the volunteer definitely wants to apply and is suitable for the role, they press Register My Interest, and will then see this screen:

And it will remain like this until they are Placed or Not Placed.

On your end, you get the details of the registration of interest in ‘My Applications’ in Recruiter Dashboard:

1. Applicants

This is the name of the Applicant, along with their email address and phone number (if one is provided). If you click on the Applicant's name, it will take you to their profile page.

2. Applied date

The date that the volunteer registered their interest.

3. Opportunity

This is the name of the role; the organisation the role is Offered For and the contact details for that organisation; and the Alternative Contact for the opportunity if one has been added:

4. Apply to

When you create an opportunity that is Offered By yourself (the Volunteer Centre) and Offered For the recruiting organisation, you have the option to choose where 'All applications should go to'.

If you select yourself at this stage, your details will appear in this column. If you select the recruiting organisation (the Offered For organisation), their details will appear in this column.

In this example, the opportunity as set as:

 

So it shows as:

Please note: if you add an Alternative Contact to an opportunity, it will not be displayed in this column; it will be displayed in red writing in the Opportunity column because it is Opportunity data. So if you have set the Application should go to the recruiting organisation AND there is Alternative Contact details, you will know to contact this person. See more information about the Alternative Contact here.

5. Comments

A space for you to add comments and tags.

6. Actions

The action: either ‘Placed’ or ‘Not placed’. See below for more details.

How to respond to the registration of interest?

Once you have reached this page, you have the details you need to take whichever further step you need. Do-it has facilitated the connection between the potential volunteer and the role, and how you proceed from this point is up to you.

Whether you contact the volunteer directly to give more information; whether you pass the volunteer's details to the recruiting organisation; whether you or the organisation sends an application form: the brokerage that you provide is up to you.

Exporting 

For details of how to export, see our guidance here.

Place or Not Place?

If the recruiting organisation has processed the applicant, and has invited them to start volunteering in that role, you can click ‘Placed’.

If the role has closed, or the applicant is not suitable - if for whatever reason the applicant is not accepted, you should click ‘Not placed’.

Placed

If you click Placed, this is what the volunteer will see:

At the same time, the entry in My Applications changes to this:

What this means is that you now have the option to verify the applicant's activities; please see below, and here, for more information.

If you verify the volunteer, this is what they will see:

And this is what you will see:

If you ignore the volunteer, this is what they will see:

And this is what you will see:

Not Placed

If you click ‘Not Placed’ this is what the volunteer will see, along with an email explaining that their application was unsuccessful:

And this is what you will see:

Placing, Verification and Self-Serve

As a Volunteer Centre, you may find it time-consuming to find out if an applicant actually starts volunteering at the role you have advertised. This is where self-serve becomes really useful for you: an organisation that manages its own applications knows straight away when an applicant becomes a volunteer, and can choose 'Placed' or 'Not placed' with no doubt.

The point of verification is for a volunteer to start building up a CV of their volunteering experience, and a verified role will be worth a lot more to a volunteer than an unverified role. This is inspired by the ‘recommendations’ on LinkedIn, where an individual can ask their employer to recommend them for certain skills and tasks completed. Verification of an individual’s volunteering works in the same way, and we think it will prove really popular among volunteers. Again, this is where self-serve comes into its own: the recruiting organisation are much better placed to verify a volunteer's activities than the Volunteer Centre. 

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