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Set Up Requirements

Goal: Define the prerequisites a volunteer must satisfy before registering for events that demand them — orientations, safety trainings, age verification, background checks, and any other affiliate-specific gates.

How requirements work in Ayuna​

A requirement is an affiliate-defined condition with two sides:

  • A definition — what the requirement is (name, description, whether documents need to be uploaded, whether it expires)
  • Completions — per-volunteer records showing they've met the requirement (with verifier, date, optional document)

When a coordinator creates an event, they can attach requirements as mandatory or optional for that event. Volunteers without the mandatory requirements complete won't be able to register.

Common requirements to define​

  • Volunteer orientation — a briefing every volunteer must attend once
  • Build site safety training — required before construction events
  • Background check — for events with vulnerable populations or unsupervised access
  • Minimum age — varies by event type; often 16+ for site work, 18+ for power tools
  • Driver's license verification — for events that involve driving company vehicles
  • Tool certification — paired with a skill, but tracked as a requirement to capture the date and trainer

Document uploads​

When a requirement involves proof (e.g., a notarized waiver or a third-party background check report), enable document upload on the requirement definition. Volunteers can submit the document from their Requirements page; coordinators review and approve it under Handle Requirement Completions.

Background checks specifically​

Background checks live inside the requirements model. Set up a "Background Check" requirement, mark it as document-bearing, and use it on any event that needs it. The completion record carries the check's status and date.

Avoid over-gating​

Each mandatory requirement reduces who can register. Be deliberate:

  • Apply requirements to the events that genuinely need them, not affiliate-wide
  • Use optional requirements when something is encouraged but not blocking
  • Communicate gates clearly in event descriptions so volunteers know what to expect