Processing Volunteer Applications

Identify New Applications

New volunteer applications appear with Pending status.

1. Open Volunteers.
2. Use the status filter and choose Pending.
3. Open an applicant's profile.

Email notifications can also alert your team when templates are configured in Settings > Email Templates.

Review the Applicant

The compact profile gives you the information needed for review:

• Contact and Home cards.
• Profile Highlights for preferred roles, languages, and certifications.
• Custom Details for application answers.
• Documents for uploaded files or agreements.
• Team Notes for staff discussion.
• Activity Timeline for status and profile context.

Review availability, experience, skills, interests, certifications, references, transportation, and any custom requirements for your volunteer program.

Approve

1. Open the pending volunteer profile.
2. Click Approve in the pending application alert.

Approval changes the volunteer to Active. If the Volunteer Approval Confirmation template is enabled with auto-send, PawPlacer queues the confirmation email.

Decline

1. Open the pending volunteer profile.
2. Click Decline in the pending application alert.

Declining changes the record to a restricted status. No automatic decline email is sent, so follow up outside PawPlacer if needed.

Request More Information

If an application is incomplete, contact the applicant directly using the email or phone on the profile. Record your follow-up in Team Notes or status notes.

After Approval

Approved volunteers can be scheduled, tagged, assigned documents, converted to linked roles, and managed like any other active volunteer.

Best Practices

• Review applications promptly.
• Use consistent criteria.
• Document decisions in Team Notes or status notes.
• Use tags for onboarding cohorts or skills.
• Configure email templates before sharing your public application widely.