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Onboarding & screening

Take volunteers through custom guided onboarding sequences

Combine file uploads, background checks, and training in guided flows. Decide what volunteers do, when steps expire, and how completion is verified, all with ease.

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✓First sequence free✓Volunteers self-track✓Audit-ready
vomevolunteer.com/sequences/new-volunteer-2026
SEQUENCE BUILDER Draft

New volunteer onboarding · 2026

Sequence steps
  1. 01
    Interview Required
    Welcome interview with coordinator
    30 min · scheduled via Vome
  2. 02
    Training Required
    Volunteer code of conduct
    Vome course · self-paced
  3. 03
    Waiver Required
    Liability and consent waiver
    E-signature · expires yearly
  4. 04
    Background check Required
    Standard criminal record check
    Sterling Volunteers · auto-renewal
  5. 05
    Document Optional
    Upload proof of vaccination
    PDF or image · secure link
+ Add step

Trusted by 1000+ amazing organizations

MOLAA
Habitat for Humanity
Golf Canada
Malta Red Cross
Ronald McDonald House Charities
Volleyball Canada
Mission Bay Association
KWMC
Italian Festival
DSORC
CenterStage
MHWSS
Alzheimer's & Dementia Center

Everything your screening process requires.

Reduce the time it takes to move volunteers through the onboarding process. Decide which steps volunteers can see and when they can move through them, designed exactly as you need it, with a live dashboard to track progress.

Step-by-step sequences

Build as many onboarding processes as you need, whether by role or age specification. Volunteers can get auto-assigned the moment their application clears.

Integrated background checks

Connect the tools you already use, like Sterling Volunteers or Verified First, without leaving Vome. Statuses sync back automatically.

Built-in courses & training

Build training courses inside Vome with readings, video, documents, and graded quizzes, then attach one to a sequence so nobody advances until they pass. Upload your own SCORM packages, or keep using the SCORM Cloud integration if your courses already live there. Scores, completion, and certification expiry land on the volunteer profile. Courses are available on Enterprise and up.

Fillable PDFs, waivers & forms

Collect signed waivers, let volunteers fill out PDFs directly in Vome, and gather form submissions inside the flow. Configure expirations and pull reports out of the box.

Self-track from web or mobile

Volunteers see their next step from the Vome mobile app or web. Or keep any step (or the full sequence) private and advance volunteers yourself.

Status across every site

A dashboard view of who's screened, who's expiring, and who's waiting. Permissions scope each admin to their site or team.

BUILD

Build custom step-by-step onboarding sequences and choose who gets routed into them and when.

Combine interviews, orientations, training modules, waivers, document uploads, and background checks into guided flows. Mark steps as required or optional, private or visible to volunteers, and so much more.

  • 10+ step types to choose from when building each step in your sequence
  • Customizable settings to control what volunteers see, whether they can skip steps, and when each step is due
  • Add automations that fire when volunteers finish a sequence or complete a specific step
  • Duplicate sequences to spin up new onboarding processes with similar configurations
STEP TYPES Hospital companion onboarding
Steps in this sequence
  • 1
    Interview Required
    30-min screening call
  • 2
    Orientation Required
    Hospital floor tour
  • 3
    Waiver Required
    Confidentiality and HIPAA waiver
  • 4
    Background check Required
    Sterling Volunteers · enhanced
  • 5
    Training Conditional
    Patient interaction · Vome course
TRACK

See exactly where every volunteer stands across every step.

Volunteers can move through steps from their homepage, or admins can manage the process for them. A live dashboard shows where each volunteer is in their journey and how long they've been on a step. Build reports in minutes.

  • Volunteers see their sequences on the web and mobile apps
  • Uploaded files and documents stay on each volunteer's profile for easy access
  • Manage file expirations with ease and let volunteers reupload new versions
  • Integrate third-party tools or pull sequence data using Vome's API
VOLUNTEER STATUS Riley Tremblay · Hospital companion
Onboarding progress
  • Welcome interview Completed
  • Code of conduct training Completed
  • Liability waiver Expires Mar 14, 2026
  • Sterling background check Cleared
  • Vaccination upload Pending volunteer
3 of 5 complete · 1 expiring soon
AUTOMATE

Choose what comes after they finish onboarding.

When volunteers complete the process and become eligible, Vome can automatically assign them to opportunities, let them reserve shifts, and turn them into active volunteers in your portal. Or assign them to a new sequence based on specific requirements they still need to complete. The possibilities are endless. Structure the program exactly as you need.

  • Set up automations per step, or trigger them once a volunteer finishes the full sequence
  • Send custom notifications to admins and volunteers when steps are completed or pending review
  • Run background checks or assign training courses without leaving the platform
  • Auto-trigger expiration emails so volunteers can resubmit documents once they're past due
AUTOMATION Hospital applicants Enabled
When
Form submitted: Volunteer application
If
User responded "Hospital"
Then
  • Add tag medical
  • Assign sequence Hospital onboarding

See for yourself.

Build your first onboarding sequence free, in minutes.

Build your first sequence free

More than a checklist

Generic onboarding tools track tasks. Vome lets you build custom onboarding journeys, immediately accessible after a volunteer completes an application form, all tied to your database.

Embed your workflows into sequences

Integrate background checks, Vome forms, and Vome courses directly throughout your sequence. Everything is tracked and managed inside Vome, and accessible on each volunteer's profile at any time.

Audit-ready reporting built in

See exactly when documents were uploaded and when steps were marked complete, across all sequences or per sequence. Pull the report you need in a few clicks.

Proven to cut onboarding time

Rochester Regional Health used Vome sequences to take volunteer onboarding from 6–8 weeks down to 1, saving admins 10+ hours every week. See why you can do the same and get started today.

Onboarding FAQs

Common questions about onboarding sequences, screening, and expiration tracking.

Still have questions? Talk to our team

What step types can I add to a sequence?
You can build any custom step. For example: interviews, orientations, trainings, waivers, e-signatures, fillable PDFs, file uploads, videos, checklists, background checks, Vome courses, and Vome forms.
Can I let volunteers track their own progress?
Yes. Each sequence can be set to volunteer-visible (they see their next step and take action themselves) or admin-only (your team advances them). You can mix modes per sequence depending on the need.
How are expirations and renewals handled?
Steps that expire (waivers, background checks, certifications) carry a renewal date on the volunteer record. Vome flags upcoming expirations on the dashboard, sends reminders before the date, and re-opens the step so the volunteer can resubmit. Past expirations are surfaced in a dedicated report.
Can I reuse a sequence?
Yes. Build a sequence once and assign it to any number of opportunities, or duplicate a sequence to spin up a variation. Multi-site permissions scope sequences to the right admins so teams only manage what's theirs.
Where does the volunteer data go?
The data is available in many places: on your sequence dashboard, the volunteer's profile, and across our standard reports. You can easily access completion dates, expirations, upload dates, and so much more without any additional configuration.

Onboarding & training features by plan

Plans Recruit Pro Enterprise Ultimate
Fundamentals
Max number of manageable users & profiles You can grow your volunteer base without worrying about paying more. We don't charge for volunteer records. Unlimited Unlimited Unlimited Unlimited
Max number of admin seats You can invite an unlimited number of admins to the portal. On paid plans you're charged per seat you activate. Unlimited Unlimited Unlimited Unlimited
Access on any device (iOS & Android apps, web & mobile browser) Our platform is accessible from any device. The Vome Volunteer mobile app on the App Store and Google Play is free to download for all users.
Recruitment
Custom-branded recruitment page Promote a volunteer recruitment page featuring volunteer opportunities and application forms.
Feature volunteer opportunities Build volunteer opportunities structured by activity, role, or anything you want.
Group opportunities by category Group your opportunities by location, program, event, department, or whatever works best for you.
Access to opportunity dashboards View everything about your opportunity from a single page (applicants, shift requests, hour claims, analytics and more).
Opportunity-specific application forms Customize application forms for your opportunities and events, including templates to reuse across opportunities. Unlimited Unlimited Unlimited Unlimited
Customize forms for recruitment, data collection & surveys Get access to a dynamic form-builder that allows you to collect any information you need from volunteers. 1 form Unlimited Unlimited Unlimited
Custom recruitment process Choose the volunteer recruitment workflow that works best for your organization.
Generate direct landing page links to your page, forms, opportunities, programs, events, locations, etc. Dynamic shareable links open the mobile app if the person is already logged into the Vome Volunteer app.
App & email notifications for new applicants Choose which admin users will receive app and/or email notifications when you receive new applicants.
Onboarding
Build onboarding sequences to manage your entire screening process Put volunteers through step-by-step onboarding processes to complete, with optional visibility for the volunteer. 1 sequence Unlimited Unlimited Unlimited
Manage interviews, orientation & training sessions for opportunities Put together a screening checklist to use across your opportunities to stay on track about who completed what.
Sterling Volunteers background check integration Integrate background checks directly into volunteer sequences with automatic status updates and ongoing monitoring.
SCORM Cloud E-Learning integration Add SCORM-compliant e-learning courses hosted on SCORM Cloud directly into volunteer sequences with automatic progress tracking. To build and host courses inside Vome itself, see Courses & training.
Manage submitted waivers Allow volunteers to submit signed forms and waivers as part of your screening process.
Create and manage notes Create notes on volunteer profiles and specific components of their onboarding process.
Onboarding status tracking Easily keep track of whether volunteers completed their screening requirements and if there are any expiration dates.
Courses & training
Native course builder (chapters, sections & folders) Build multi-chapter training courses inside Vome. No third-party LMS, no separate login, no extra licence. Volunteers take them on the web and in the mobile app.
Course content: readings, video, documents & downloads Mix rich-text readings, hosted or uploaded video, PDF and Office documents shown in an in-page viewer, and downloadable attachments. Video can require a full watch with seeking and speed locked, and documents can require a full read-through.
Upload and host your own SCORM packages Upload a SCORM 1.2 package and Vome hosts and plays it inside the course, with optional completion gating and the package's own quiz score folded into the course grade. This is separate from the SCORM Cloud integration, so no third-party account is needed.
Quiz builder with automatic & manual grading Six question types (short text, single choice, multiple choice, number, date, true/false) with points, correct-answer rules, and per-answer feedback. Any question can be graded automatically or scored by an admin.
Randomized question pools & timed quizzes Hold several interchangeable variants per question and serve a random subset on each attempt, so a retry is never the same quiz. Add a time limit and the quiz auto-submits when it runs out.
Grading modes, pass thresholds & retry rules Pool points across the course or weight each chapter, set the pass mark, cap the number of attempts, choose whether a failed quiz blocks progress, and decide whether the score is shown to the volunteer.
Progression control & content gating Require sections in order or let volunteers move freely, lock a quiz until its content is completed, and force the content to be reviewed again before a retry.
Courses as an onboarding sequence step Drop a course into any onboarding sequence. A hard gate stops the volunteer from advancing until the course is passed (or clears a minimum score you set on the step), enforced server-side.
Certification expiry, renewals & reminders Expire a credential a set interval after completion or on a fixed date, notify volunteers ahead of time, and route them to a shorter renewal course instead of repeating the full one.
Award a badge on course completion Grant a custom award when a volunteer passes, and choose whether the award displays the course title, completion date, and score.
Restrict who can see and take a course Limit a course by profile tag, site, age, active database status, a finished onboarding sequence, or an opportunity assignment. Admins can still enroll anyone directly.
Course dashboards, grade grids & per-user reports Track every enrollment in list, grid, or kanban view with scores, pass/fail, expiry dates, and pending manual grading. Open any volunteer to see their answers section by section, or pause, expire, redo, and re-enroll in bulk.
Course automations Trigger actions on course lifecycle events such as start, completion, failure, and expiry, so follow-up happens without anyone watching the roster.
Grade any form as a quiz Turn an existing form into a graded assessment with one toggle. Set points, a pass threshold, and feedback, and the same question can stay ungraded on a profile form while it is graded on a quiz.
Scheduling
Generate one-time and recurring shifts Easily add available shifts on your calendar in a few clicks, with bulk creation for recurring time slots.
Allow volunteers to self-schedule pre-determined shifts Volunteers who are eligible for your opportunities can directly reserve their spots to available shifts.
Double the Donation corporate matching gifts integration Unlock corporate matching gifts during volunteer registration and shift reservations.
Allow instant bookings for approved volunteers Choose to allow approved volunteers to instantly reserve spots to shifts or require them to submit a request first.
Allow volunteers to create their own schedule Allow approved volunteers to create shifts based on their availabilities, which automatically populate your calendar.
Create custom scheduling policies to manage check-ins, cancellations and more Control how many reservations volunteers can create, when they can check-in, and much more.
Recurring schedule assignments Bulk-assign volunteers to shifts, log hours, and manage cancellations directly from your schedule view.
Auto-generated shift chatrooms Streamline communication among attendees with auto-generated shift chatrooms for each shift.
Export & print your schedule in PDF, Excel or .CSV format Export your calendar in various formats with customizable field visibility.
Mobile app & email scheduling reminders Automate all sorts of scheduling notifications to keep volunteers and administrators in the loop.
Hour tracking
Receive hour claims Allow volunteers to submit hour claims for shifts they completed. Once approved, their hours are added to their profiles.
QR-code attendance tracking Print and display a QR code to allow volunteers to scan via the mobile app to check-in/out of shifts and automate hour tracking.
Tap-to-check-in (no scan needed) Let volunteers confirm a shift with a single tap in the Vome app, no QR scan required. Configurable per opportunity for programs that prefer a frictionless check-in.
On-site Attendance Kiosk Customize unlimited on-site attendance kiosks to let volunteers self check-in/out from any device (tablet, computer, smartphone).
GPS proximity validation Require volunteers to be within range of the site before they can check in from their phone. Set the radius per site or per shift to keep attendance honest.
Auto check-in & check-out Skip check-in entirely. Vome can automatically log hours based on the shift's scheduled start and end times. Ideal for programs that don't need to track attendance per shift.
Custom attendance & claim settings Configure check-in methods, GPS rules, grace windows, and claim policies per opportunity so each program runs the way it needs to.
Mass hour loggings Bulk log hours for volunteers in a few clicks, keeping accurate date/time records without manual work.
Hours reports Easily generate reservation and hours reports with integrated analytics.
Data & reports
Access volunteer profiles View everything you need about a volunteer from a single view (contacts, opportunities, shifts, notes and more). Basic
Import volunteer profiles Add up to 10,000 volunteer contacts from Excel per import with batch assignment of tags, opportunities, and shifts.
Import custom field data Import and map data into any custom field in your database via Excel or .CSV.
Offline profile management Create offline profiles for volunteers who will not claim their profile on Vome. Ideal for seniors or non-digital participants.
Unlimited custom database fields Field types include text, number, date, time, single and multi-select, email, URL, address, attachment, boolean, and unique ID.
Profile tags Group volunteers in your database by anything you want. Great for bulk actions like emails or shift assignments.
Advanced group management Unlock the Groups module to associate group reservations to dedicated groups for cleaner workflows and analytics.
Filtering, sorting & exporting Use filters and sorting to get the data you need quickly, plus export everything to Excel at any time.
Saved custom views Save any combination of filters, sort order, and visible columns as a named view. Each admin can keep their own and share with the team.
Custom-formula filters Combine field conditions for advanced segments, for example active volunteers with over 50 hours and a specific tag.
Bulk actions from any view Assign tags, sequences, shifts, opportunities, languages, or skills; bulk-update custom fields; broadcast emails; merge duplicate profiles, all from selected rows.
Google Sheets ↔ Vome Database integration Sync your Vome database with a Google Sheet to automatically keep a backup or perform additional operations on your data.
Access instant reports Instantly generate different types of reports about attendees, hours, volunteers, shifts and more.
Built-in reporting dashboards Ready-made dashboards covering your volunteers, hours, bookings and activity, with no setup. For trackers, KPIs, goals and dashboards you build yourself, see the Analytics, KPIs & goals section.
Analytics, KPIs & goals
Analytics module (trackers, KPIs, goals & dashboards) Pro includes the built-in reporting dashboards. Enterprise unlocks the full Analytics module, where you define what your organization measures, turn it into KPIs and goals, and arrange it into dashboards that are yours. Basic Advanced Advanced
Build unlimited trackers A tracker is the thing you measure, named the way your team already says it: “Youth program applications”, “Downtown hours”. Choose from applications, onboarding, shifts, hours, active users, retention, impact or custom, define it once, and reference it everywhere so two admins can never build the same number two different ways.
Turn any tracker into a KPI Each KPI carries its own time period, so “Accepted applications, 2026” means 2026 forever. Compare it against the previous period or last year with the change calculated for you, and show it as a single number, a growth figure or a trend chart.
Set goals with live progress & pace Put a target on any KPI and Vome shows progress against it (“412 of 500, 82%, on pace”) as the data moves. Run several goals on the same number, one per funder, grant or season, and answer “are we on track?” in a click instead of a meeting.
Segment and share by site Scope a tracker to your whole organization, to chosen sites, or to yourself alone, so “Applications” can mean the whole network to a director and one location to a site manager. Site admins get view-only or full edit rights, so you can share the number without handing over the definition.
Build custom dashboard views Arrange any set of KPIs into a saved dashboard, in your order and at your sizes. Build one per audience (a board view, a funder view, a site-manager view), keep it private or share it, and set the one you live in as your landing page.
Pin KPI cards onto the admin homepage Analytics does not stay on the analytics page. Drop any KPI straight onto your Vome homepage beside your forms, sequences and schedule, and build those homepages for other admins in bulk so your less technical coordinators simply find the right numbers waiting for them.
Impact formula builder Turn your program into the impact number your funders ask for. Pick the variables (hours, shifts, profiles, any number question or calculated field on a form), write the arithmetic, and preview the result before you save it.
Retention, onboarding & application analytics Cohort retention curves that separate new, returning, reactivated and churned volunteers; onboarding drop-off step by step; applications reported in your organization's own submission statuses. You set what counts as an active volunteer, because that is not the same at a food bank and a hospital.
Export any KPI or table to Excel & PDF Every figure on screen comes out as a spreadsheet or a board-ready PDF, with the filters that produced it, so the number in the meeting is the number in the system.
Communications
Individual & bulk emailing Send targeted emails to specific contact lists or one-off emails to individuals directly from Vome. Basic
Integrate your email domain using Google or Microsoft Send more personalized emails on Vome from your own mailbox using our integrations with Google and Microsoft.
Email templates & shared template folders Build a library of reusable email templates and folder them so every coordinator pulls from the same shared library.
Dynamic variable placeholders Personalize email subjects and bodies with dynamic placeholders like first name, role, site, shift name, shift time, and any custom field.
Private chats Use Vome's integrated instant messaging feature to message volunteers directly from the platform.
Custom group chats Build custom group chats with volunteers and other administrators to simplify coordination.
Rich media in chats (images, video, audio, docs, links) Send and receive images, video, voice notes, documents, and links inside any chat without leaving Vome.
Mentions & reactions Mention people with @ in group chats and react to any message with emoji.
Search across all chats Search every conversation you are part of to find a chat or a specific message.
Availability & status Set available or away, a custom status, and scheduled away time that can sync with time off.
Auto-generated chatrooms Choose to auto-generate chatrooms for your categories, opportunities, shifts, groups, and sites, with automatic participant management.
Database-wide chat One chat with every active member of your organization, kept in sync automatically as profiles are added or archived.
Announcement-only chats Set any chat so only admins can post and everyone else reads, for one chat, a whole type at once, or new chats by default.
Message deletion & editing controls Decide whether members and admins can edit or delete their own messages after sending, to keep the record intact.
Direct message controls Turn one-to-one direct messages on or off between members and admins, or between admins.
Assign or share a shift inside chat Assign a shift to a volunteer or share a shift link directly inside a private or group chat, without switching to the schedule.
Shared outbox & email sharing policy Audit every email sent from Vome (one-off, bulk, shift-notification, birthday) in a shared outbox; control admin visibility with the email sharing policy.
Shift notification policies Build reusable policies with pre-shift reminders, change alerts, and post-shift follow-ups (with optional survey link); attach to one shift or to a shift generator.
Birthday notifications Send automatic birthday wishes to volunteers and/or alerts to admins, with site-level recipient rules and template-based content.
Hand-off notifications Notify coordinators and watchers whenever a profile is assigned (manually or automatically) to a site, sequence, opportunity, or shift they own.
Recognition
Vome Achievements (Bronze → Platinum) A platform-wide four-tier badge ladder fueled by Vome Points. Every volunteer earns these by completing platform challenges, on every plan including Recruit.
Custom awards (rule-based & manual) Design your own awards with custom name, icon, and description. Pick an auto rule on hours or shifts (any window), or send manually to one volunteer or a hand-picked group with a personal note.
Award notifications & watcher admins When an award fires, Vome emails the volunteer at a time and timezone you choose, using your template, sender, and signature. Watcher admins get notified too, with personalized variables per recipient.
Advanced eligibility scoping Restrict any award by tag, opportunity, site, finished onboarding sequence, active database status, or age range. Volunteers outside scope never see it in catalog or progress.
Advanced
Custom admin roles & permissions Restrict administrative access by assigning admin roles with custom permission sets.
Two-Factor Authentication (2FA) Protect your account with Two-Factor Authentication. Add a secure phone number and enter a code upon each login attempt.
Multi-site segmentation Setup your portal to better manage multiple sites under a single account.
Map form fields to database fields Map any question or attachment field on a form to a database field to centralize your data.
Sterling Volunteers integration Trigger background checks from an onboarding step. Results land on the volunteer profile.
Verified First integration Alternative native background-check provider. Same in-flow trigger, results back on the profile.
Double the Donation matching gifts Surface employer matching gifts on every hour claim. Match status visible on the volunteer profile and in reports.
Google Sheets two-way sync Mirror your Vome database to a live Google Sheet for downstream reporting and BI tools. Updates flow both ways.
Send emails from your own domain Connect Google Workspace or Microsoft 365 so confirmations, reminders, and sequence emails send from your address with proper SPF and DKIM.
API integration & custom webhooks Access a developer dashboard to create integrations with Vome using APIs or custom webhooks.
Automations with Zapier & Power Automate Choose from thousands of custom automations using our integrations with Zapier and Microsoft Power Automate.
Native integration with Salesforce Access an installable Vome package on Salesforce to achieve a native integration.
SAML & Azure SSO for admins Ensure you're compliant by provisioning admin users and enforcing SSO for their accounts.
Customer success
FAQ & Knowledge base Access many articles for quick answers to frequently asked questions.
Email support Personalized customer support with guaranteed quick response times. Basic Standard Priority Priority
Technical support We offer base tech support when you come across a technical issue that needs to be resolved by a developer.
Onboarding sessions One-hour calls with a platform specialist to get you fully set up on Vome. Unlocked as a one-time benefit upon upgrading. 1 1 5 Unlimited *
Account review sessions Check-ins with a Vome specialist to go through new features, improvements, or any questions your team has. Unlocked as a one-time benefit upon upgrading. 1 4 Unlimited *
Dedicated account management Gain access to a dedicated Vome expert to help you optimize your portal and share best practices for managing volunteers at scale.
New Admin & Transition Onboarding When your team brings on a new admin or transitions coordinators, we provide a complimentary onboarding session for a smooth handoff.
Tech & operational consulting Get access to Vome's software engineers and onboarding experts to help you strategize your tech setup.

* Onboarding sessions & account review sessions: maximum of 2 hours per week

Ready to see it in action, or want a walk-through with our team?

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Start with free plan Migration assistance included Live onboarding support