Volunteer Requirements: Waivers, Trainings, and Documents

Volunteer Requirements are org-level templates that define what a volunteer needs to complete before, during, or after signing up for a shift — a waiver to sign, a background check to pass, a training to finish, and so on. You create a requirement once and then assign it to any number of volunteer campaigns.

Requirement types

Each requirement is created as one of seven types:

Waiver – a document the volunteer must e-sign
BackgroundCheck – either a manual check or a Sterling-integrated check
Training – a required training module or session
Orientation – a required orientation session
DocumentUpload – the volunteer must upload a file (e.g. a certification)
Attestation – a statement the volunteer must acknowledge
Application – a vetting form the volunteer must submit for review

Fields on a requirement

Field	Purpose
Name	Display name shown to volunteers and admins
Description	Short explanation shown alongside the requirement
Type	One of the seven types above
Validity (days)	How long a completed record stays valid; leave blank for a permanent (never-expiring) requirement
Document / Content	The linked document or waiver body the volunteer reads and signs
Active	Whether the requirement is currently in use
Sort Order	Controls display order when multiple requirements are shown together

Creating a requirement

Go to Volunteer Management → Requirements.
Click Add Requirement to open the editor panel.
Enter a Name and choose a Type from the dropdown.
Depending on the type, additional fields appear:
- For Application, pick the vetting form to use.
- For BackgroundCheck, choose Manual or Sterling.
Enter a Description and, for document-based types, write or paste the document body into the content editor.
Set Validity (days) if the requirement should expire and need renewal. Leave it blank for a requirement that never expires.
Set the Sort Order and toggle Active on.
Save. The requirement is now available to assign to any campaign.

Deleting a requirement does not remove it from the system — it is soft-deleted by toggling Active off. This preserves history for volunteers who already completed it.

Assigning a requirement to a campaign

Requirements do nothing on their own until they are attached to a volunteer campaign:

Open Campaign Edit → Volunteer Requirements.
Click to add a requirement and select it from the list of active requirements.
Choose the scope:
- All jobs / page-wide – applies to every volunteer signing up on the page, regardless of which job they pick
- Specific job – applies only to volunteers signing up for that particular job
Choose the rule:
- Required to sign up – the volunteer must satisfy the requirement before or at signup
- Show as reference – the requirement is displayed to the volunteer but does not block signup
- Hidden – the requirement is not shown at all

Validity and expiration

When a volunteer completes a requirement, the completion timestamp plus Validity (days) becomes the expiration date. Once that date passes, the record is treated as expired and the volunteer must complete the requirement again. If Validity (days) is left blank, the completed record never expires.

Fulfillment for each volunteer is tracked individually, with a status of Pending, Completed, Expired, Rejected, or Waived.