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Handle Requirement Completions

Goal: Process the requirement completions volunteers submit — review documents, confirm training, mark completions valid — so volunteers become eligible for the events that gate on those requirements.

What lands in front of you​

Volunteers complete requirements in different ways:

  • Document upload — the volunteer uploads proof (a certification card, a background check report); you review it
  • Waiver signature — when a volunteer signs a waiver, the matching waiver requirement is marked complete automatically. No separate "review" step is needed unless the template is configured to require staff approval
  • Form completion — the volunteer fills out a structured form you've authored (e.g., a Construction Volunteer Intake or a ReStore Skills Survey). The submission is recorded and the requirement is satisfied automatically — unless you've turned on Require admin approval for that requirement, in which case it sits pending until you approve the submission under Form Templates → Submissions
  • Coordinator-recorded — you mark the completion directly after observing or confirming offline (e.g., they attended an orientation in person, brought a paper waiver)

Document-bearing and approval-gated form requirements are the ones that demand active review. They sit pending until a coordinator decides.

Form-completion requirements​

You can turn any published form template into a volunteer requirement:

  1. Author the form under Form Templates (under the Administration tab) with the Volunteer Registration category, then publish it.
  2. Open Volunteer Requirements → Add Requirement, choose Form Completion as the type, and pick the published template.
  3. (Optional) Toggle Require admin approval if you want to review responses before the requirement counts as complete.
  4. (Optional) Set Event attachment mode to Auto and pick which event activity types the requirement should automatically apply to (e.g., construction). Otherwise leave it as Explicit and attach the requirement to specific events from the event detail page.
  5. (Optional) Set Targets volunteer types so that volunteers who select those types during signup are prompted to complete this form right away.

Volunteers see the requirement on My Requirements, click Complete Form, fill it in, and submit — all from their portal.

Waivers and requirements are the same list now​

Every waiver template you create automatically gets a paired entry on the Volunteer Requirements page. That means:

  • A volunteer who signs the waiver shows as complete in both the Waivers view and the Requirements view
  • A coordinator who records a paper-only signature against the waiver requirement (using the Coordinator-recorded path) satisfies the same gate, even though no e-signature was captured
  • Editing a waiver template (name, description, applicability) updates the paired requirement automatically

You manage the e-sign template under Waivers; you manage applicability scope and review the unified completion picture under Volunteer Requirements.

Reviewing a document upload​

Open the submission and check:

  • Is this the correct document for this requirement?
  • Is it current (date hasn't expired)?
  • Is the name on the document a match?
  • Are signatures and identifying information present and legible?

Then approve or reject. Rejection should include a clear reason — "wrong document type, please upload the OSHA-10 card" — so the volunteer can fix it without back-and-forth.

Recording completions for offline work​

When a volunteer completes a requirement in the real world (attending an orientation, finishing a safety class), record the completion against their profile. Capture:

  • The date completed
  • Who confirmed it (you, by default)
  • Optional notes (the trainer's name, the location of the class)

Expiration and renewal​

Requirements that expire (background checks, certifications) should have their expiration date recorded. As the date approaches, the volunteer's status reflects the upcoming expiration; renew before the expiration to keep them eligible.

Revoking a completion​

If a completion was recorded in error, or a credential was found to be invalid, revoke it. The history of revocations is preserved for audit.

Volunteer-side experience​

Volunteers see what's required, what's pending, and what's complete on their My Requirements page. See Meet Event Requirements for their view.