How to Create a Volunteer Application Template (and Use It Effectively)

When someone wants to help your organization, the last thing you want is a confusing or slow sign-up process. A volunteer application template helps you stay organized and collect all the important details in one place. But not all templates are the same.

If you’re still using paper forms or emailing PDFs, you’re wasting time. And your volunteers might be losing interest before they even start.

This guide will show you how to create a better application, one that’s simple, smart, and built for tech, and how to use it to improve your volunteer program.

Golden’s software helps you do this with way less effort. And it works a lot better than old-school forms or spreadsheets.

Why Volunteer Applications Actually Matter

It’s easy to think an application is just a form. But it’s really more than that.

A good volunteer application helps you:

• Learn what your volunteers are good at
  
• Make sure people are placed in the right roles
  
• Keep your community safe and organized
  
• Create a better first impression

With tools like Golden, the application process becomes part of your whole volunteer system. You collect the info once, and the software uses it across scheduling, communication, and more. That saves time, reduces errors, and keeps people from falling through the cracks.

What to Include in a Volunteer Application

You don’t need to ask a million questions. Just the right ones. Here’s what should be in every solid application:

Contact Info

• Name
  
• Email
  
• Phone number
  
• Emergency contact

Availability

Ask what days and times the person is usually free. Golden lets you connect this info directly with your volunteer scheduling, no need to retype anything.

Skills and Interests

Don’t just ask, “What are you good at?”
Try:

• What kind of roles interest you?
  
• Are you comfortable with the public?
  
• Have you volunteered before?

Golden can tag and sort this info, so it’s easier to match people with the right jobs.

Age and Certifications

If your event or role requires someone to be over 18 or have a license (like CPR, driver’s license, etc.), ask about it here.

Agreements

Include checkboxes for:

• Media release permission
  
• Code of conduct agreement
  
• Liability waiver

Golden makes these forms digital, so everything is stored in one place — no messy paperwork.

How to Add Volunteer Background Checks Without Making It Complicated

Some roles need a background check. That’s especially true if volunteers are working with kids, seniors, or sensitive information.

But let’s be real, background checks can be a pain if you’re doing them manually.

Golden helps by connecting background checks directly to the application. When someone applies, the system can:

• Run a background check automatically (if needed)
  
• Notify you when it’s cleared
  
• Remind you when a check is expired

You don’t need to chase people down. It’s all tracked inside the platform.

Just make sure you’re clear in the application. Say something like:

“A background check is required for this role. We’ll guide you through it after you apply.”

For more on safe volunteer practices, the National Council of Nonprofits is a great external source.

After the Application: Onboarding Made Simple

You got the application. Now what?

The onboarding process should start right away, without you needing to lift a finger.

Here’s how to set that up in Golden:

1. Send an Automatic Welcome

As soon as someone applies, they get a message. It can include:

• A thank you note
  
• Info about your organization
  
• What they can expect next

This helps people feel noticed and valued from the start.

2. Match Them to a Role

Golden can assign volunteers to roles based on the answers they gave. If they said they’re free Thursdays and love working with kids — great! They can be matched to a Thursday reading program shift right away.

3. Keep Track of Everything

Golden’s dashboard shows you who applied, who completed onboarding, and who’s ready to volunteer. No need for separate lists or sticky notes.

Why Golden Is Better Than PDFs or Google Forms

You might be thinking, “Can’t I just use a free form tool?” Sure. But here’s what you miss:

Feature	Golden	Generic Form
Tracks background checks	✅	❌
Sends auto messages	✅	❌
Connects to scheduling	✅	❌
Stores all data in one place	✅	❌

Most free forms are like paper in digital form. Golden is a full system built for volunteer teams. That means fewer mistakes, faster onboarding, and happier volunteers.

Mistakes to Avoid

Some common issues to watch out for:

• Too many questions. Don’t overwhelm people. Ask what you really need, and save the rest for later.
  
• No follow-up. Don’t just collect info and disappear. Use tools like Golden to keep people in the loop.
  
• Paper or PDFs. These get lost, forgotten, or ignored. If you’re serious about growing your program, go digital.
  
• Ignoring security. Make sure your platform is safe and stores personal info the right way. Golden handles that for you.

Example: How One Team Got 40 Volunteers Ready in a Week

A local nonprofit was hosting a weekend park cleanup. In past years, sign-ups were slow and messy. They had to call people, send emails, double-check who had filled out waivers.

This year, they used Golden.

• They posted the opportunity with a linked application
  
• Applicants filled it out from their phones
  
• The system checked availability and matched them to time slots
  
• Waivers and background checks were handled inside the platform
  
• Volunteers got reminders and thank-you texts, automatically

No one had to build a spreadsheet. And the event went smoother than ever.

Make the Application the First Step in a Great Volunteer Experience

A volunteer application is not just a form, it is the handshake before the hello. It is the preface for everything that happens next.

When your process is clean, simple, and digital, people take notice. They feel like they are walking into something thoughtful and well-run, not just another erratic collection of emails and PDFs.

Golden makes it easy to create that experience. You gather the right information, match people quickly, and keep it all in one place. And volunteers? They walk in prepared, confident, and wanting to help.

If you’re ready to spend less time on forms, and more time making an impact, you’re in the right place.

Create Your Volunteer Application in Golden →Begin smart. Stay organized. Allow volunteers to hit the ground running.