Waivers, trainings and certifications

Ask volunteers to sign a waiver, complete a training or upload a certification before they sign up, and verify what they send.

For everyone

Requirements are things a volunteer completes before they can sign up: a liability waiver, a food safety video, a first aid card. Each one applies to every opportunity or only to the ones you choose, and can expire so it is done again.

Where to find it

Applications → Requirements. Definitions lists your requirements with how many records are valid, pending and expired; Verification is where certifications wait for you. Owners and staff make changes.

The Requirements tab's Definitions: the garden safety waiver and the food safety training, each with what it applies to and how long it is valid

Create a requirement

Choose New requirement.
Under What volunteers do, choose Sign a waiver, Complete a training or Upload a certification.
Enter a Title, then the Waiver text, the Instructions or What to upload. A training can have a Training link (optional).
Enter Valid for (days), or leave it blank when it never expires.
Under Applies to, choose Every opportunity or Only the opportunities I choose and tick them.
For a waiver, tick Minors need a guardian's signature if it applies. See Minors and guardians.
Choose Create requirement.

A new certification requirement, Food handler card, valid for 730 days on every opportunity

You can also tick requirements on an opportunity's own form, under Requirements for this opportunity.

What volunteers do

When they sign up, the form shows Before you sign up with each missing item:

Waiver: they read it, type their full name, tick "I have read and agree" and choose Sign.
Training: Open the training, then tick "I completed this training" and choose Confirm.
Certification: they upload Your document, add the Document expiry date (optional) and choose Send for verification.

Then Finish signing up completes the signup. Volunteers can also do this ahead of time, or renew, from the Requirements card on their profile.

Verify certifications

Open Verification. The chips show Pending, Expiring, Expired and Declined. For each document choose Verify, or Decline with a Reason (sent to the volunteer), then confirm.

Change, archive and ask again

Editing the title, text or link saves a new version. Tick Volunteers must complete the new version again to end everyone's current record now and email them; leave it off to keep current records valid until they expire.
Archive stops a requirement applying to signups and keeps its records. Restore brings it back.
On a volunteer's record, Ask to sign again ends their current record and emails them.

Good to know

Note

Validity is 30 to 3,650 days, counted from signing, completing or verifying. A certification ends at the earlier of that and the document's own expiry date.
Volunteers get one reminder 30 days before a record expires, and an email when it does.
Renewing early is safe: the old record stays valid until the new one is.
Certification files are PDF, JPEG, PNG or WebP, up to 10 MB.
The record keeps the evidence: who signed which version, when, and from which network address and browser. Only your team sees it.
A declined certification's reason is sent to the volunteer as you wrote it, up to 300 characters.
Adding a requirement does not cancel signups. People already signed up get an email asking them to complete it, and the roster marks them Requirements missing. Check-in still works.
Staff adding someone by hand skip requirements.
An opportunity checks approval first, then a background check, then requirements.

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