Volunteer Management
Building and leading a strong volunteer team is essential for ministry success. SoapBox gives you the tools to recruit, train, schedule, and appreciate your volunteers.Volunteer Pipeline
Discovery
Help potential volunteers find opportunities:- Ministry pages showcasing needs
- Serving opportunity listings
- Spiritual gifts assessments
- Interest matching
Application
Streamlined volunteer applications:- Online application forms
- Ministry-specific questions
- Availability collection
- Reference requests
Screening
Ensure volunteer safety:- Background check integration
- Reference checks
- Interview scheduling
- Approval workflows
Onboarding
Prepare volunteers to serve:- Welcome communications
- Training materials
- Team introductions
- First-serve scheduling
Serving
Active volunteer management:- Scheduling
- Communication
- Attendance tracking
- Hour logging
Development
Grow your volunteers:- Training programs
- Leadership development
- Feedback and coaching
- Recognition
Managing Your Team
Viewing Your Roster
1
Access Volunteers
Go to Ministry > Volunteers > My Team.
2
View List
See all active volunteers in your ministry.
3
Filter/Sort
Filter by role, status, availability, or other criteria.
4
View Details
Tap a volunteer to see their full profile.
Volunteer Profile Information
Each volunteer profile shows:- Contact information
- Roles and positions
- Availability
- Serving history
- Training completion
- Background check status
- Notes and comments
Adding Volunteers
From Applications:- Review pending applications
- Process screening requirements
- Approve application
- Assign to your ministry
- Go to Volunteers > Add Volunteer
- Search for the member
- Send invitation to serve
- They accept and join your team
Volunteer Applications
Application Workflow
1. Apply
Volunteer submits application.
2. Review
Ministry leader reviews application.
3. Screen
Background check (if required).
4. Approve
Leader approves, volunteer is added.
Reviewing Applications
- Go to Ministry > Volunteers > Applications
- View pending applications
- Review volunteer information
- Request background check (if not complete)
- Approve or decline
Application Decisions
| Decision | What Happens |
|---|---|
| Approve | Added to your team, receives welcome email |
| Decline | Notified graciously, can reapply later |
| Request Info | Asked to provide additional information |
| Refer | Passed to another ministry that’s a better fit |
Background Checks
When Required
Background checks are typically required for:- Children’s ministry
- Youth ministry
- Financial handling
- Counseling roles
- Leadership positions
The Process
1
Initiate Check
Ministry leader or admin initiates background check.
2
Volunteer Completes
Volunteer receives email to complete application.
3
Processing
Third-party service processes the check (3-7 days).
4
Results
Results returned to church admin.
5
Decision
Admin reviews and makes decision.
Background Check Status
| Status | Meaning |
|---|---|
| Not Started | Check hasn’t been requested |
| Pending | Waiting for volunteer to complete |
| Processing | Being processed by vendor |
| Clear | No concerning findings |
| Review Required | Findings need admin review |
| Denied | Cannot serve in this role |
Communication
Team Messaging
Communicate with your volunteer team: Broadcast to All:- Go to Volunteers > Message Team
- Compose your message
- Send to all or select recipients
- Track delivery and reads
- Ongoing team conversation
- Quick updates and questions
- Photo and file sharing
- Pinned important messages
Communication Templates
Save time with templates:- Schedule reminders
- Training announcements
- Appreciation messages
- Event information
- Meeting invitations
Scheduled Messages
Send messages at optimal times:- Compose your message
- Click Schedule
- Select date and time
- Message sends automatically
Appreciation & Recognition
Why It Matters
Regular appreciation increases:- Volunteer retention
- Team morale
- Ministry effectiveness
- Personal satisfaction
Recognition Tools
Shoutouts
Public appreciation in team feed.
Private Thanks
Personal appreciation messages.
Milestones
Celebrate serving anniversaries.
Points & Badges
Gamified recognition system.
Appreciation Ideas
- Thank you after each serve
- Monthly spotlight in announcements
- Quarterly appreciation events
- Annual volunteer celebration
- Personal notes and cards
- Small gift cards
Training & Development
Training Materials
Provide training resources:- Video tutorials
- Written guides
- Checklists
- Quizzes
Training Tracking
Track completion:- Required training assignments
- Progress monitoring
- Completion certificates
- Refresher reminders
Leadership Development
Develop future leaders:- Identify high-potential volunteers
- Assign leadership training
- Provide mentoring
- Give leadership opportunities
Volunteer Reports
Available Reports
| Report | Shows |
|---|---|
| Roster Report | All volunteers with contact info |
| Attendance Report | Who served when |
| Hours Report | Total hours by volunteer |
| Application Report | Application pipeline status |
| Training Report | Training completion status |
Running Reports
- Go to Ministry > Reports
- Select report type
- Choose date range
- Apply filters (optional)
- Generate and view/download
Best Practices
Respond Quickly to Applications
Respond Quickly to Applications
Don’t leave applicants waiting. Respond within 48 hours.
Set Clear Expectations
Set Clear Expectations
Communicate what’s expected in terms of time, training, and commitment.
Onboard Thoroughly
Onboard Thoroughly
A good first experience leads to long-term commitment.
Communicate Regularly
Communicate Regularly
Don’t just reach out when you need something. Stay connected.
Appreciate Constantly
Appreciate Constantly
You can’t say thank you too much. Appreciation retains volunteers.
Address Issues Promptly
Address Issues Promptly
Don’t let problems fester. Address concerns directly and kindly.