Open topic with navigation

You are here: Volunteer Management > Volunteer Application/Volunteer Pipeline > Getting People into the Pipeline

Getting People into the Pipeline

The flow of the Volunteer Pipeline:

1. Submit an Application
2. Review Applications
3. Ministry Review
4. Verify Requirements
5. Approved Volunteers
6. Rejected Volunteers

People come into the pipeline in one of two ways: either through manual data entry of a paper application form into Fellowship One or through the Volunteer Application tool that is part of Fellowship One WebLink. Once people have applied online or turned in their paper volunteer application, they are ready to begin the pipeline.

The Ministry Leader and the Volunteer Coordinator are tasked with administering the Volunteer Pipeline.

Ministry Leader responsibilities include:

  1. Interviewing potential volunteers via phone
  2. Scheduling volunteers after they have gone through the pipeline.

Security Rights I need ___________________________ - (the answer to this question is determined by the ministry the volunteer will work for).

Location for tasks __________________

Volunteer Coordinator responsibilities include:

  1. Making the initial call with potential volunteers to narrow down selections
  2. Making calls to the people listed as References on applications
  3. Verifying all requirements have been met for potential volunteers

Security Rights I need ___________________________ - (the answer to this question will be determined by the ministry the volunteer will work for).

Location for tasks __________________

Volunteer Pipeline Step-by-Step

Volunteer Coordinator Ministry Staff Directions

 

 

  

People > Volunteer Pipeline > Review Applications

Note: Make sure validated volunteer opportunities remain checked before clicking Submit.
 

People >Volunteer Pipeline > Ministry Review

Also displays on Home tab under My Tasks. Make sure the potential volunteer can do the job before clicking Submit
 

People > Volunteer Pipeline > Verify Requirements

Accept any Outstanding Requirements that need to be accepted. Complete Outstanding Reference interviews.
 

People > Volunteer Pipeline > Background Check Request
Monitor automated background check processing (you will not need to visit this menu option unless you have signed up for this service)

People > Volunteer Pipeline > Rejected Volunteers
Work the rejections queue. Any requirement that has been rejected is marked on the volunteers record (in the Requirements tab) as “Not Approved”. This action will automatically redirect this volunteer’s future applications to the Rejections queue immediately.
 

People > Volunteer Pipeline > Approved Volunteers

Call Volunteer with schedule information

Manually Entering a Volunteer into the Pipeline

If your volunteers will use paper forms, the form information can be entered manually into Fellowship One.

To enter a volunteer application manually:

  1. Click People > Volunteer Application > Submit Application. The Submit Application form appears.
  2. Click Find person. The advanced search window opens.
  3. Type a name or partial name in the Name field and click Search. A list of possible search results appears.
  4. Click Select beside the person you want to work with. The window closes and the Submit Application form appears.
  5. Select the volunteer application to work with from the Select application drop-down list.
  6. Click Start application. The volunteer application launches in a new window.
  7. Select all volunteer opportunities that apply to the selected volunteer and click Next.
  8. Verify the applicant's personal information and ensure all required fields have been completed. Click Submit.
  9. Optionally, you may need to enter a social security number and reference check information. These form fields only display if the selected opportunities require a background or reference check. Additionally, the number of fields for reference checks depends upon the number created when the Individual Requirement was created. See Requirements for more information.

The application has now completed stage 1 of the Volunteer Pipeline and can be worked. See Reviewing Applications for stage 2.

WebLink's Volunteer Application

Once you have created a volunteer application, you can place it on your website to be completed by potential volunteers. The web address for your volunteer application is:

https://integration.Fellowship One.com/integration/volunteer/volunteerapplication.aspx?cCode=encrypted church code goes here & appCode=encrypted volunteer application code goes here

An easy way to get this web address is to click Reports and run report A8010. Use the filters in the report to select your volunteer application. Make sure you choose the PDF output option so that you can just click the link to launch the form.

Alternatively, you can find your encrypted codes by using the following procedure:

To find encrypted codes:

  1. Click WebLink > WebLink Setup > Integration Codes. The Integration Codes lookup tool appears. Your encrypted church code is automatically displayed in the Church code field. Copy this string and place it into the web address listed above.
  2. Select Volunteer Application from the Integration code type drop-down list. A new drop-down appears.
  3. Select your volunteer application from the Volunteer application drop-down list. The encrypted code for the volunteer application appears. Copy this code and insert it into the web address listed above.

Note: Make sure you copy all of the characters when manually creating the web address. Any missed character will result in a bad web page address and no one will be able to access the page.

You now have the complete address and you can create a hyperlink or button on your website. Once launched, your applicants can complete the registration online and will automatically be in the first stage of the Volunteer Pipeline. See Reviewing Applications for stage 2 of the Pipeline.