For charities & volunteer programmes
Someone offers two afternoons a week, and three weeks later you are still waiting for their reference and a copy of their ID. Intaky puts the volunteer application, the screening questions and the documents on one checklist link, and reminds the volunteer until it is done.
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Before a volunteer starts, most charities and volunteer programmes need to know who they are, when they can help and whether the role needs any checks:
Intaky’s volunteer screening template asks for exactly these, each document next to the questions it supports. For the wider process, see the intake process checklist.
The goodwill is there. What gets lost is the thread between asking and starting — and Intaky holds that thread so the coordinator does not have to.
A starter pack for individual volunteers joining charities, events and community programmes. Each document sits next to the questions it evidences, volunteers are not asked again for the name and email they gave when they signed up, and the application ends with their declarations. Everything below can be renamed, removed or added to in the form builder.
Accepts PDF, Word, Excel and photos up to 10 MB each. The background check question records the volunteer’s consent; it does not run a check.
Make a "Befriending volunteer" link and an "Event steward" link. Each has its own questions, its own documents and its own public link on your subdomain, with your logo and colours, so you only ask for checks where the role needs them.
Give the link a due date and a reminder interval. Intaky emails the volunteer every few days until their application is complete, only during working hours in your timezone, and stops after six reminders, so a volunteer who has changed their mind is not pestered.
Accept the reference, send back an unreadable ID with a note. Accepted items stay locked, and each decision is recorded on the case’s audit trail. Export the finished application as a PDF for your records, or let a webhook pass an approved volunteer to your own systems.
Put the whole application on one link, with every required answer and document marked, and let reminders chase what is missing. Intaky emails the volunteer every few days until they finish, only during working hours in your timezone, and stops after six reminders. You see who is ready to start and exactly what the others still owe.
Date of birth and phone, proof of identity, the days and hours they can give and when they can start, why they want to volunteer, relevant skills and preferred activities, a reference, disclosure of unspent criminal convictions, consent to a background check where the role requires it, and agreement to your code of conduct. Intaky's volunteer screening template starts with all of these, and you can rename, remove or add to any of them.
The template's references and background section asks the volunteer to disclose unspent convictions and to tick a required consent to a background check where the role requires it. A volunteer who already holds a recent certificate can upload it in the same section.
Yes. The skills and motivation section has an optional first aid certificate item. PDF, Word, Excel and photos are accepted, up to 10 MB each.
You reject that one item with a note saying what is wrong, for example an expired ID. The volunteer replaces only that item; everything you have already accepted stays locked.
Yes. Each application type has its own questions, documents and public link, so a befriending role that needs a background check and a one-day event steward role that does not can be two links from the same workspace, both under your logo and colours on your own subdomain.
No. Intaky collects the volunteer's disclosure, their consent and any certificate they already hold; your organisation decides whether a check is needed, runs it through the proper service and makes the decision. The PDF export keeps a record of what the volunteer declared, and a webhook can pass an approved volunteer to your own systems.
Other industries: all industries · recruiters & HR · schools & colleges · driver onboarding
Build the application once. If volunteers start sooner, use it for every role.
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