Onboarding
Onboarding shows everyone working through a workflow. Each card sits in the column of the step they're on, so you can see who's stuck where.
To build or change a workflow, see Onboarding workflows.
The board
Pick a workflow at the top. The columns are:
- one column for each sequential step, in order
- Wrap-up: people who've finished their steps while your team finishes the staff-only ones
- Done
- Not now: people you've set aside
Each card shows their progress, their owner and the current step. A quiet tag means nothing has happened in 3 days or more.
Filter by who it's waiting on (the volunteer or your team), position, owner, step or days overdue.
Add someone to onboarding
- Click Add to onboarding.
- Search for the person (or search CCB).
- Pick the Workflow.
- Click Add to onboarding.
People usually arrive from Recruiting or a form automation instead.
Work through someone's steps
Click a card to open their checklist.
- Anytime tasks can be done in any order.
- Steps happen in order. Later steps show Locked until earlier ones are done.
- Wrap-up steps are for your team only.
How you finish each kind of step:
| Step type | How to complete it |
|---|---|
| Checkbox | Tick it |
| Review / approval | Pick the status that means done |
| Meeting / appointment | Set it to Scheduled and pick a date, then Done after you meet |
| Training course | Finishes when they complete the course. Click Mark done if they already did it |
| Form, file, video or document | They do it on their onboarding link, or you tick it |
On the left: their Owner, Target position, Tags and recruiting history.
Drag instead
- Drag a card to a later column to mark every step in between done.
- Drag it back to reopen steps.
Their onboarding link
Each person can have a private link where they see their steps, open forms, upload files, book meetings and take training, without signing in.
Under Self-service link, click Create link, then Copy link and send it to them. Links are created for you when someone is added with Add to onboarding, by a form automation or when you copy an email that includes the link.
When they finish something on their link, it's ticked off here. You aren't notified, so check the board.
Send an email
Steps can have an email draft, and each workflow has a Wrap-up email (for people who still owe you something) and Welcome email (for when they're done on their side).
Click Copy email, paste it into your own email and send it. Ministry Toolkit doesn't send it for you. Names, their remaining steps and their onboarding link are filled in.
Finish onboarding
When every step (including wrap-up) is done, they move to Done:
- they become an Active volunteer, with today as their start date
- they're placed in their target position
- they can use the Serve app
Steps marked can finish later don't hold them back.
Snooze, set aside or remove
- Snooze: hide the card until a date. You get a notification when it wakes.
- Not now: set them aside. Drag them back to pick up where they left off.
- Move to another workflow: only completed steps that both workflows share carry over. Everything else, including training progress, starts over.
- Remove from onboarding: deletes their onboarding progress, placements and volunteer record in this ministry. Their person record and recruiting history stay.
Common questions
I can't drag someone past a step. It's a review step with no "done" status set. Edit the step and pick which status means done.
Someone finished everything but is still in Wrap-up. There are anytime tasks or wrap-up steps still open. Open their card to see which.