Whether you are recruiting volunteers for a large-scale festival, managing ongoing community roles, or directing volunteers to third-party portals, setting up opportunities correctly ensures you get the right volunteers in the right places. Below is a comprehensive overview based on TeamKinetic’s Midweek Masterclass Series guide.

1. Determining How Many Opportunities to Create

Before creating an opportunity, consider three primary factors to decide if you need a single listing or multiple listings:

  • Location: If volunteers meet at a central office before heading out, a single opportunity usually suffices. However, if they meet at different starting locations, separate listings should be created.
  • Time: Distinct volunteering times generally require separate listings so volunteers can choose times that fit their schedules. Sessional opportunities can also be used if the core activity remains the same across different time slots.
  • Activity: When tasks and roles differ significantly from one another, set up separate opportunities to allow volunteers to apply based on their interests and skills.

2. Fully Managed vs. Self-Managed Opportunities

TeamKinetic supports two setup types depending on where volunteer management occurs:

  • Fully Managed: Built for providers who want to handle applications, attendance, hours logging, and communication directly within TeamKinetic.
  • Self-Managed: Functions as an advertisement tool. Volunteers are redirected from TeamKinetic to an external site or internal portal (commonly used by large charities like Barnardo’s or Macmillan).
    • Note: System tracking for self-managed opportunities is limited to initial click counts; hours logged and feedback cannot be captured automatically within TeamKinetic.

3. Controlling Access: Restrictions & Onboarding

TeamKinetic provides a flexible restrictions interface to filter or guide volunteers during onboarding:

Key Onboarding Controls:

  • Roles / Flows: Require steps (e.g., attending an interview or uploading ID) before a volunteer receives final role approval.
  • Applying vs. Joining: “Apply First” creates a shortlisting process where admins approve applicants, whereas “Join” allows direct sign-ups.
  • Ask for Experience: Prompts volunteers with an open text box upon applying to capture relevant background details.
  • References: Automates emailing nominated referees and holds application status for admin verification.
  • Admin Override: Administrators and providers can bypass all restrictions when necessary by manually adding a volunteer to a session using the green + icon.

4. Promoting and Sharing Opportunities

Maximise reach or maintain privacy using built-in promotion options:

  • Secret Opportunities: Keeps listings hidden from public search pages while allowing direct link sharing.
  • Accessibility Marking: Flags roles suitable for volunteers with physical accessibility requirements.
  • Events: Groups related opportunities under an umbrella campaign (e.g., Summer Festival) so volunteers can view all related roles on a single page.
  • LinkWide & Partner Sharing: Allows sharing opportunities across affiliated networks or national platforms (such as Do-It or The Big Help).

5. Documents & Surveys

  • Document Downloads: Providers can attach guides, shift maps, or forms for volunteers to read or complete prior to their shift.
  • Document Uploads: Volunteers can upload completed health & safety forms or worksheets directly to the opportunity. Uploaded files remain confidential and visible only to the volunteer and the respective provider.
  • Surveys: Integrated post-activity surveys can be attached to gather feedback and evaluate volunteer experiences.