How to recruit volunteers: A guide to swift and safe onboarding

Recruiting volunteers begins with crafting compelling role adverts that resonate with potential candidates. For many charities, this is the first point of contact with prospective volunteers – your one chance to make a memorable first impression. A well-designed advert can not only attract attention but also inspire action, laying the foundation for a successful recruitment journey.

But creating engaging adverts is often easier said than done, especially when time and resources are limited. This is where volunteer management software (VMS) like Access Assemble can be a game-changer. By using its features, you can ensure your adverts are not only effective but also optimised to reach the right audience.

Here are key strategies to create your adverts that are sure to stand out:

Provide all the key details

A great advert answers the essential questions a volunteer might have. Be as clear and transparent as possible, including:

• Title of the role: Use a title that’s both accurate and inspiring, such as "Community Support Volunteer" or "Event Fundraising Champion." Avoid vague titles that don’t convey the role’s purpose.
• Role description: Paint a clear picture of what the volunteer will do, the impact they’ll have, and how their contribution supports your mission.
• Benefits of the role: Highlight what volunteers will gain from the experience, such as skill-building, networking opportunities, or the satisfaction of making a difference.
• Location: Be specific about where the role is based – whether it’s remote, at a specific site, or community-based.
• Time commitment: Include shift patterns, the expected duration, and whether the role is flexible. Transparency here helps potential volunteers decide if the role fits their availability.

How to recruit volunteers - top tip:

Use Access Assemble to create role templates, ensuring consistency and saving time for future postings.

Find out more about best practices in creating an engaging volunteer opportunity »

Insert an eye-catching image

A picture really is worth a thousand words, especially when it comes to volunteer recruitment. Include a relevant, high-quality image that represents the role or your organisation. For example, if the role involves working at community events, feature an image of your team in action, smiling and engaged.

An inspiring image can:

• Make your advert visually appealing
• Help prospective volunteers imagine themselves in the role
• Increase engagement when shared on social media

How to recruit volunteers - top tip:

Access Assemble allows you to store and organise images, so you can easily attach the most suitable one to each advert.

Make your ads shareable

In the digital age, word of mouth extends far beyond face-to-face conversations. By making your role adverts shareable, you can leverage the networks of your existing supporters to attract a wider audience.

Common approaches are to:

• Add social media widgets to your adverts, enabling users to share them with a single click
• Encourage your current volunteers and staff to share the roles within their own networks
• Use hashtags and tag your organisation on platforms like LinkedIn, Facebook, and Twitter to increase visibility

How to recruit volunteers - top tip:

With Access Assemble, you can track which platforms drive the most engagement, allowing you to focus your efforts where they’re most effective.

Include a strong CTA and application link

Even the most engaging advert needs a clear call to action (CTA) to prompt the reader to take the next step. Phrases like "Join our team today" or "Make a difference in your community" can inspire action.

Your CTA should be accompanied by an application link that:

• Redirects volunteers to an easy-to-use online form
• Collects all necessary information in one place, streamlining the application process

How to recruit volunteers - top tip:

Access Assemble enables you to customise application forms and automate responses, ensuring every applicant receives prompt communication.

Why engaging adverts matter

Remember, an engaging role advert does more than just recruit volunteers—it helps communicate your charity’s mission and values. By taking the time to craft thoughtful, inspiring, and well-structured adverts, you’re more likely to attract passionate individuals who align with your organisation’s goals.

Next, we’ll explore how to seamlessly guide applicants through the onboarding process with the help of a VMS.

A smooth and efficient onboarding process is a vital component of volunteer recruitment as it ensures the swift and safe recruitment of volunteers. With a powerful VMS like Access Assemble, charities can transform their recruitment process into a seamless, transparent, and enjoyable experience for both applicants and Volunteer Managers.

A VMS can allow you to achieve the following.

Gain full transparency of the onboarding process

Volunteer Managers can track every stage of the application process in real time. From completed forms to pending tasks like safeguarding checks, you’ll have a clear overview of each applicant’s progress, helping you stay organised and proactive.

This transparency enables Volunteer Managers to:

• Easily monitor progress for all applicants, ensuring no one gets left behind
• Quickly identify bottlenecks and resolve issues to keep the process moving smoothly
• Stay on top of safeguarding and compliance requirements, minimising risks

For applicants, this visibility creates confidence in your organisation’s professionalism and reassures them that their efforts are valued.

Find out more about volunteer management software »

Set a standard for applicant-Volunteer Manager collaboration

A successful onboarding process relies on clear communication and collaboration between applicants and Volunteer Managers. By setting a standard for collaboration, charities can ensure that every step of the process is completed efficiently, keeping applicants engaged and informed.

Volunteer management software simplifies and standardises collaboration between applicants and Volunteer Managers by offering powerful automation tools and a user-friendly platform:

• Automated reminders: Volunteer Managers can set up automatic emails to notify applicants of pending tasks, such as completing a safeguarding questionnaire or submitting required documents. This ensures no step is missed and keeps the process moving efficiently.
• Real-time updates: Both applicants and Volunteer Managers have access to a centralised system that provides real-time updates on the applicant’s progress, creating transparency and minimising confusion.
• Clear guidance: The platform provides step-by-step instructions for applicants, ensuring they know exactly what is expected of them at each stage. This eliminates ambiguity and helps applicants stay engaged and proactive.
• Seamless communication: Allows Volunteer Managers to communicate directly with applicants through the platform, offering support or clarification where required.

By fostering a collaborative environment, A VMS such as Access Assemble ensures that applicants feel supported and confident in their onboarding journey, while Volunteer Managers can streamline their processes and focus on building strong volunteer relationships.

Discover the importance of future-proofing your volunteer recruitment »

Safely store applicant information

Safeguarding and personal details are stored in a central, secure system, reducing paperwork and ensuring data is compliant with privacy regulations. This creates a professional and trustworthy impression for prospective volunteers.

A VMS such as Access Assemble can simplify this process with robust data management features:

• Centralised database: A secure, centralised location for all applicant information, making it easy for Volunteer Managers to access and manage data efficiently. This eliminates the need for multiple spreadsheets or paperwork, reducing the risk of data loss or duplication.
• Enhanced data security: Built with advanced security protocols, ensuring that applicant information is protected from unauthorised access. This includes encryption, user authentication, and compliance with GDPR standards.
• Customisable permissions: Only authorised personnel can access specific applicant data, thanks to customisable permission settings. This ensures sensitive information is only viewed by those who need it.
• Document upload and management: Applicants can securely upload essential documents, such as ID verification or safeguarding certificates, directly into the platform. These documents are stored in an organised manner, making them easy to retrieve when needed.
• Audit trails: Records all updates and changes to applicant information, providing a clear audit trail. This feature ensures transparency and accountability in managing volunteer data.

With Access Assemble, charities can streamline the management of applicant information while ensuring compliance and safeguarding requirements are met.

Find out more about Access Assemble’s recruitment feature »

Volunteer management software can make a significant difference in streamlining your recruitment and onboarding processes. But don’t just take our word for it - hear from organisations that have transformed their volunteer recruitment with Access Assemble.

Recruiting volunteers can be a complex and time-consuming task, but it doesn't have to be. With the right tools, you can streamline processes, improve engagement, and free up your team to focus on what truly matters – building meaningful relationships with volunteers. Access Assemble has helped organisations across the charity sector reduce administrative burdens, enhance communication, and make smarter, data-driven decisions.

If you’re ready to transform your volunteer recruitment and management process, get in touch with a member of our team today. We’d love to show you how Access Assemble can make your volunteer programme more efficient, impactful, and sustainable. Let us help you take the stress out of volunteer recruitment!