How to manage volunteer applications

💡 This chapter will introduce how to view, edit and add applications for volunteer opportunities

1. View all application
2. View and edit application forms
3. Update Application Status (Application Status Category)
4. Add remarks
5. Add new applications manually
6. What is Waiting list?
7. Export Volunteer Opportunity Application Records
8. Can I still apply for events during the service period?
9. "Redflag" and "Blacklist"
10. Tutorial video

View all application

• To view the registration list for volunteer opportunities, you can:

1. ClickVolunteering
2. ClickCurrent
3. Click the menu button " ⋮ "
4. ChooseManage applications

View and edit application forms

• To view and modify an individual application form, you can:

1. Click the menu button " ⋮ "

2. ClickView more

   

• You can view the Applied time slots, Additional questions, Contact details and Declarations on the application form
• You can click Edit to modify the application form

• You can also click Record to view applicants' performance, experiences and applications history. 

Update Application Status

1. Click the menu button " ⋮ "
2. ClickUpdate application status
3. Select the status for the applicants
4. Click confirm

Application status

1. Pending: All new applications will be displayed as "Pending"
2. Accepted: If you want to confirm this applicant, you can click this option
3. Reserved: If you want to reserve the relevant places for the applicant, you can click this option
4. Rejected: If you reject the application, you can click this option and you need to select/enter the reason for rejection
5. Cancelled: If the event is cancelled or the applicant has notify you about cancel the registration, you can click this option and you need to select/enter the reason for cancellation

• Once you confirm this action, an update notification will be sent to the applicant automatically

Add remarks

• You can add any remarks for an internal purpose

1. Click the menu button " ⋮ " and choose add remarks
2. Input the remarks for the applications
3. Click Save

Add new applications manually

Scan

1. Click+New application
2. ChooseScan
3. Ask the applicant to show their own QR code via the Social Career mobile app
4. The applicant's information will be added to the volunteer opportunity automatically

New contact

For the applicants who don't have a mobile device, you can fill in the below form

• Click Add after filling in all information

Existing contact

You can search for existing contacts in the following ways

1. Click +New application
2. ChooseExisting contact
3. Search the applicants by either Name, Email or Mobile number.
4. Input the keywords to search related contacts
5. ClickSearch

Export Volunteer Opportunity Application Records

💡 This feature is an exclusive function for paid subscription organisations. Please contact [e-mail] to learn more.

1. Click “Export” at “Applications”
2. 
3. Click “Export” at “Export application records”
   
4. Volunteering application records are exported in CSV format. For information on how to open a CSV file, please refer to this.

5. The CSV file includes the following information:

   Chinese Name, English First Name, English Last Name, Mobile Number, Email, Remarks, Submission Time, Update at, Additional Questions (if any) and Application Status.

What is Waiting list?

💡If a participant withdraws from a volunteer service, staff members can confirm the next person on the waitlist to avoid wasting the available slot.

If a volunteer service is set to “manual” approve application, when the number of applicants reaches the capacity limit, the service will be displayed as "Waiting list."

• When the number of applications exceeds the capacity, the platform will show it as waitlisted, and participants can still apply for the event.
• When the confirmed number of participants equals or exceeds the capacity, the volunteer opportunity will be marked as "Full” and will no longer accept applications.

Can I still apply for events during the service period?

If the registration deadline for a volunteer opportunity aligns with the service end time, users can still apply for the event during the service period.

About the "Red Flag" and "Blacklist" System

To ensure the quality of volunteer services and the efficiency of organizations, the Social Career platform has implemented a "Red Flag" and "Blacklist" system as one of the reference criteria for organizations when processing applications. However, the final decision on whether to approve an application remains at the sole discretion of the organization.

Red Flag
 A "Red Flag" indicates that the volunteer has received performance complaints from two or more organizations. If the volunteer's behavior shows improvement, the "Red Flag" will be removed.
The "Red Flag" is strictly for internal records, and volunteers will not be notified. Organizations are not recommend  to disclose this information to the volunteers.

The severity of complaints may vary and can include, but is not limited to:

• Repeatedly failing to attend services without valid reasons
• Failing to complete services as instructed by the organization
• Causing disruption to staff, service users, other volunteers, or others
  
  For any related inquiries, organizations are welcome to email [e-mail] to contact Social Career.
  
  Blacklist
• If an organization has sufficient evidence proving that a volunteer has violated Social Career's service terms or committed a serious offense, please notify Social Career immediately so the volunteer can be added to the "Blacklist" to protect the safety of organizations and users.
  
  Volunteers on the "Blacklist" will receive an email notification and will be permanently banned from using the Social Career app. This decision is final and cannot be revoked.

Tutorial video