Recruiting volunteers and staff

Recruitment is where you post open positions — volunteer, part-time, full-time, contractor, or internship — and manage the applications that come in. Published posts appear on your public-facing site so anyone can apply without needing an account first.

Posting an opportunity

Open Recruitment in the workspace sidebar and select New post. Fill in a title, description, and type (Volunteer, Part-Time, Full-Time, Contractor, or Internship). Optional fields let you add a department, a location or mark it remote, a compensation description, a time commitment, required skills, other requirements, a number of spots available, and an application deadline.

You can also add application questions — short text, long text, multiple choice, or checkbox — that applicants answer when they apply. When you're done, choose Save Draft to keep working on it, or Publish to make it visible on your public site right away.

A Featured checkbox is also available when creating or editing a post. Each field has a length limit, and the form stops accepting text at it: a title holds up to 200 characters, and the description and requirements up to 10,000 each.

Who can post and review

Owners and admins can do everything on this page. For a custom role, two permissions decide what someone sees and can do:

• View volunteer activity and shifts lets someone read posts, including drafts and closed ones, and their applications. A team member who has only this permission sees the list and each application, and none of the buttons that change them.
• Create and edit volunteer shifts lets someone create, edit, publish, pause, and close posts, and review applications.

Either permission opens Recruitment.

Give a role both for someone who runs recruitment. Accepting an applicant onto the team stays with owners and admins (see below). See Roles and permissions for your team.

Managing a post

From the Recruitment list, each post shows its type, status, application count, and how many of its spots are filled. Open a post to see its full detail, or use the row menu for a quick status change:

A draft can be published; an open post can be paused or closed; a paused post can be resumed or closed. Use Edit on a post's detail page to change any of its details after publishing.

Reviewing applications

Open a post and scroll to Applications, or jump straight to an application count from the Recruitment list. Filter by status — All, Submitted, Reviewing, Accepted, or Rejected — and select an applicant's row to expand their cover message, their answers to your application questions, and a reviewer-notes field for internal comments the applicant never sees.

From an open application you can:

• Mark Reviewing to flag that you're actively looking at it.
• Reject to close it out.
• Accept, which opens an Accept & Add to Team dialog. Only owners and admins see this button, because accepting adds the applicant to your team.

You can review an application while it is Submitted or Reviewing. If the applicant withdraws it while you have the page open, marking it Reviewing or rejecting it is refused with a message that the application is no longer awaiting review, and accepting it is refused with a message that it is no longer pending; refresh the page to see its new status. Applicants can withdraw their own application at any time before it is accepted or rejected. Once it is rejected, the applicant cannot withdraw it and send it in again. Applicants cannot accept, reject or review their own application.

Accepting an applicant onto your team

The Accept & Add to Team dialog adds the applicant directly to your workspace as a team member. Confirming the dialog accepts the application and adds them to your team roster in one step. Their position follows the kind of opening: a volunteer opening makes them a Volunteer, part-time and full-time openings make them Staff, a contractor opening a Contractor, and an internship an Intern. Their role is your organization's default for that position, which you can change under Settings, then People. Staff positions default to Admin, and only the owner can make someone an admin, so an admin who accepts a part-time or full-time applicant is asked to have the owner accept instead, or to change the Staff default first — see Roles and permissions for your team for what each role can do once they're in.

Why this matters

Recruiting volunteers and staff usually means juggling a job board, an inbox full of applications, and a separate step to actually onboard whoever you pick. Posting from Recruitment keeps applications, your review notes, and the final "add them to the team" step in one place — so accepting a great applicant takes one dialog, not an afternoon of copying details between tools.