Onboarding workflows

A workflow is everything someone needs to do before they serve: an application, a background check, a meeting, training. You build it once for a ministry and everyone going through onboarding gets their own copy.

Go to Volunteers > Settings > Workflows. Only Administrators and Ministry Leaders of the ministry can change workflows.

Create a workflow

1. Click Add workflow.
2. Enter a Name and pick the Ministry.
3. Open it and add steps.

The three kinds of steps

• Anytime steps: can be done right away, in any order. Good for "Upload a photo".
• Sequential steps: done in order. Each becomes available once the one above it is done. These are the columns on the Onboarding board.
• Wrap-up steps: a staff-only checklist at the end, like "Add to email list" or "Add to CCB group". The volunteer never sees these.

Drag steps to reorder them or move them between sections.

Add a step

1. Click New step in a section.
2. Step source: Custom step, or a Shared step you've already built.
3. Who completes this step? Staff or Volunteer.
4. Step type:
   • Staff: Meeting / appointment, Review / approval or Checkbox.
   • Volunteer: Fill out a form, Upload a file, Training course, Watch a video, Sign a document or Checkbox.
5. Step title, like "Background check".
6. Fill in the extras for that type:
   • Default owner for staff steps.
   • Link buttons for forms, videos and documents.
   • Scheduling link for meetings (like a Calendly link).
   • Status options for reviews. Click the circle on the status that means done.
   • Due offset: a due date, counted in days from when the person starts onboarding.
   • Can finish later: they can become active with this still open.
   • Email template: a draft email for this step.
   • Advanced: a friendlier title and description for the volunteer.
7. Click Add step.

Deleting a step happens right away, with no confirmation.

Sign a document steps are always marked done by your team, even when the volunteer is the one signing.

Changes to a workflow apply to people already going through it the next time someone opens the board.

Emails

Each step can have an email template. Each workflow also has two drafts under Wrap-up steps:

• Wrap-up email: for someone who still owes you something. The What's Left block lists it.
• Welcome email: for when they're done on their side.

Use the merge buttons to add First Name, Next Step, Steps List, What's Left and Onboarding Link. For the link, select the words to turn into the link, then click + Onboarding Link.

Your team copies these from a person's onboarding card and sends them. See Send an email.

Shared steps

Build a step once, like "Background check" or "Child safety policy", and drop it into every workflow.

1. Go to Settings > Shared Steps and click Add shared step.
2. Set it up like any step.
3. Save.

Editing a shared step updates every workflow that uses it, including people partway through.

Duplicate a workflow

Open it and click Duplicate. Pick a name and ministry. Tick Fork the shared steps too to give the copy its own versions you can change separately.

Archive a workflow

Click Archive to stop new people starting it. People partway through keep going. Click Restore to bring it back.

Start onboarding from a CCB form

Start onboarding automatically when someone answers a CCB form a certain way, like "Yes, I want to serve" on a connect card.

1. Go to Settings > Automations and click Add automation.
2. Pick the Onboarding workflow to start.
3. Paste the CCB form's share link under CCB form to watch.
4. Pick the Question that decides who gets added.
5. Pick the Answers that trigger the automation.
6. Click Add automation.

Automations run on the Volunteers Sync button and on Auto-Sync. Only responses submitted after you create the automation count. People already onboarding or active in the ministry are skipped. Each new person gets an onboarding link.

Click Active to pause an automation.