Volunteers and their Working with Children Checks

Volunteers is your register of the people who help at your organisation without being paid, each with their Working with Children Check (WWCC). You see who is cleared today, whose card you have looked up on the official register, and who hasn't accepted their invite yet.

Admins and team members with organisation-wide access can use it. Clubs, charities and peak bodies keep their volunteers on People instead: see People: add, import and nudge.

Before you start

• People & Volunteers is switched on for your organisation (Settings → Your packs).
• Your requirements for volunteers are set (usually a Working with Children Check). See Requirements and presets.
• Confirm your own email address: invites can't be sent until you have.

How to add one volunteer

1. 1Step 1: Open Volunteers.
2. 2Step 2: Under Add a volunteer, enter their Name and Email, and optionally a Mobile and a Role (pick a suggestion or type your own).
3. 3Step 3: Select Send invite.

How to add many from a spreadsheet

1. 1Step 1: Save a CSV with the columns name, email, mobile, role (a header row first).
2. 2Step 2: Under Add many from a spreadsheet, choose the file and select Upload and invite.
3. 3Step 3: Read the message: it says how many were invited and lists any line that was skipped, with the reason (for example an email that's already on your register).

What happens next

• Each volunteer gets an invite email. They accept it, set up their free iComply sign-in and add their Working with Children Check card.
• Until they accept, they show as Invited in the totals and the Status column.
• Their status follows your requirements: green when everything is current, amber when something expires soon, red when something is missing or expired.
• Select a volunteer's name to open their file: documents, approvals and history.

Recorded or Verified on register

• Recorded: the volunteer typed their card details in. Nobody has looked the card up yet.
• Verified on register: someone at your organisation looked the card up on the official state register and recorded it here (who, when and which register).
• Recorded · re-check due: the last register check is older than your re-check interval (7 days unless you change it). See Weekly volunteer re-checks.
• No card yet: they haven't added one.

How to record a register check

1. 1Step 1: Select Check register on the volunteer's row.
2. 2Step 2: Open the official register for their state from the panel and look the card up.
3. 3Step 3: Tick I looked up … on the official … register and it's current, add a note if you like (for example a receipt or reference number), and select Record register check.

Common questions

• What does Cleared today count? Volunteers who are green, plus amber ones whose only issue is something expiring soon.
• A volunteer is already a provider on our register. Will the import add them twice? No. Anyone already on your register is skipped.
• Can I check many Victorian cards at once? Yes. See Check many Victorian cards at once.
• How do I plan helpers for one day? Use Events. See Volunteer events.

Limits

• Spreadsheets: up to 300 volunteers and 1 MB per file. Split bigger lists.
• Card numbers show only their last 3 characters in lists and exports.