Open topic with navigation

You are here: Volunteer Management > Managing Requirements

Requirements

Individual RequirementsUsed to track items that need to be completed before a person can volunteer. are typically used for two reasons—to track items that need to be completed before a person can volunteer for a job and to track different stages of membership (i.e., what is required to be member of the church). Requirements are applied to an individual's record and you can quickly find people with certain requirements through reports. For example, there are reports that show you people who are currently volunteering that have expired requirements and people who have requirements but are not volunteering.

Requirement types

There are three types of requirements that can be created—Background Check, Reference Check, and Standard—and Fellowship One treats each type specially. 90% of your requirements will be specific and custom to your church. Things like Interview with Pastor, Safe Sanctuary Class, CPR Certification, Membership Status, and so on will be Standard requirements.

Background Check requirements are special in a couple of ways. When you elect to require a background check for a particular job and you add that job to WebLink's Volunteer Application, the application will ask for a social security number any time that job is selected. Additionally, background checks have an expiration date of two years. If a volunteer has an expired background check, a new background check will be required for any future job that requires background checks.

Background Check requirements have special security rights. The following two security rights apply to background checks:

Finally, you may want to take advantage of integrated background check processing. ACTIVE Network Faith partners with a few well-known background check companies. These companies can connect directly to Fellowship One allowing you to quickly and easily process background checks. The check request is made from Fellowship One and once processed, the company will send the results directly back to Fellowship One. Click the Support link in Fellowship One and click Ask a Question to request more information.

Reference Check requirements allow you to collect names, addresses, and phone numbers of people who will act as references for the potential volunteer. Reference check information is collected through WebLink's Volunteer Application. You can determine how many references you would like to collect. The recommendation is to name the requirement and include the number of references (for example, "Reference Check (2)"). Additionally, when you add the requirement to a job, you are given the opportunity to create questions you intend to ask the reference. The answers can be collected as the volunteer progresses through the Volunteer PipelineA 5-stage process of getting interested applicants into volunteer positions within the church..

Adding requirements

You must have the Administrator security access right to add requirements. Remember to choose the appropriate type as you are adding requirements.

To add a requirement:

  1. Click Admin > People Setup > Individual Requirements. The Add/Edit Requirements form appears.
  2. Type the name of your requirement in the Requirement name field. For example, Audition, Interview, Training Class, Reference Check (2), and so on.
  3. Select the correct Requirement type from the drop-down list. If you select Reference Check, an additional Number of reference checks field appear-this is where you will type the number of references the volunteer must enter.
  4. Click Save new requirement. The requirement will appear in the grid at the bottom of the form and the requirement is now available to apply to individual records, jobs, and Volunteer Application opportunities.

Applying requirements to individual records

Once you have configured requirements, they can be applied to individual records. Doing this has a number of benefits. You can quickly find people who have met certain requirements and people applying for volunteer positions will need to meet requirements to be able to volunteer.

Note: You must have the People Edit security access right to apply requirements.

To apply a requirement to an individual's record:

  1. Type a name or partial name in the people search field and press Enter. Click on the name of the person you want to work with. The individual record displays.
  2. Click the green plus button in the Requirements widget to add a new requirement.

    ClosedAdd a requirement

  3. Select the requirement to apply from the Requirement drop-down list.
  4. Select the status of the requirement from the Status drop-down list.

    Note: There are many statuses to choose from; however, only two apply to the Volunteer Pipeline - Approved and Not Approved. If you choose any other status, the requirement will appear as incomplete in the Volunteer Pipeline.

  5. Type the date the requirement was completed in the Date field. You can type "t" to populate today's date.
  6. Select the Fellowship One user that entered or approved the requirement from the Portal user drop-down list.
  7. Optionally, click the Browse button to upload a document. (Any Microsoft Office document, PDF file, or image file(JPG or GIF) may be attached.) For example, attach a completed background check.
  8. Click Save this requirement. The requirement is applied to the record.

Applying requirements to a job

When you have created a job, you can apply requirements to it. Doing this ensures you are at least warned when you try to assign someone to a job when they are not fully qualified. See Jobs for more information.

Requirement reports

There are many requirement reports available. Following are a few to try: