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. When approval is required (including every print-and-sign upload), the submission sits in Pending Review and your waiver approvers see it in the review icon in the header — so it gets cleared instead of leaving the volunteer waiting. Approvers you've opted in are also emailed (see Emailing approvers)
• 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.

The review icon in the header

When anything is waiting on a review you're allowed to make, the Action Items checklist icon in the top bar shows a count. Click it to see what is waiting: Waivers opens Waivers → Submissions filtered to Pending Review, and Volunteer requirements opens the Pending Reviews tab on Volunteer Requirements.

Opportunity sign-ups counts registrations for opportunities and shifts that require a coordinator's approval. Click it to list those opportunities, soonest first, with how many registrations are pending on each. Click one to open it and approve or reject from its roster. If more than five opportunities have registrations waiting, a link at the bottom opens the full opportunity list. Closed opportunities aren't counted.

The icon counts only the queues your role can clear, and disappears once every queue is empty. A waiver awaiting review is counted once, even though it also appears in the Pending Reviews queue. The same icon also covers logged hours, homeowner applications, documents and education requirements, sweat equity, and ReStore pickup and drop-off requests. See Seeing everything waiting on you.

Emailing approvers when a waiver is waiting

The header icon is on for every approver automatically. Email is opt-in: nobody is emailed about a waiting waiver until an administrator turns it on for them.

1. Go to Settings → Organization and scroll to Waiver Review Emails.
2. The card lists everyone whose role can approve waivers. Check each person who should get an email every time a waiver lands in Pending Review.
3. Click Save Waiver Review Emails.

The email's Review pending waivers button opens Waivers → Submissions filtered to Pending Review, the same place the header icon's Review waivers button takes you.

People without an email address on file are listed but can't be selected. If you remove someone's ability to approve waivers, they drop off the list and stop getting the email. If nobody is listed, no role in your organization has the Approve Waivers permission yet. Only users who can edit organization settings can change the selection; waiver approvers without that permission can see the list but not change it.

Form-completion requirements

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

1. Author the form under Form Templates (under the Application Hub 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.

When you reject a submission from the Pending Reviews queue, the volunteer is automatically emailed that it wasn't accepted — the message includes the reason you entered and a button that takes them back to resubmit (to My Waivers for a waiver, or My Requirements for any other requirement type). The confirmation after you reject tells you whether that email actually went out: you'll see "The volunteer was emailed to resubmit" on success. If the volunteer has no email address on file (or the send fails), the confirmation says so instead — a signal to reach out another way, since no notification was delivered.

You can also revisit a volunteer's uploaded documents any time from their profile. Open the person, go to the Volunteering tab, and in the Requirements card click the document icon on any requirement that has uploads. The preview opens with the same Download and Open in Tab actions you get on the applicant hub, so you can pull a copy of a certification card or background-check report whenever you need it — not only during the initial review.

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. Open the person, go to the Volunteering tab, and click Mark Complete on the requirement in the Requirements card. Capture:

• The date completed
• Who confirmed it (you, by default)
• Optional notes (the trainer's name, the location of the class)
• Optionally, a scan or photo of the signed paperwork

Requirements that only apply to certain events

Some requirements are scoped to the events they're attached to rather than to every volunteer — a construction safety training that only gates build-site shifts, for example. Volunteers aren't shown these on My Requirements; they're prompted to complete them when they register for an event that needs them.

Staff still see them. The Requirements card on a volunteer's profile lists every requirement your affiliate can hold that person to, with an Event-specific badge on the ones that are scoped this way. So when a volunteer can't finish one online and hands you a signed paper copy instead, you can record it with Mark Complete like any other requirement — and they'll clear the gate the next time they register for a shift that needs it.

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.