Volunteer Onboarding Guide

Volunteer Onboarding Guide

Your volunteers are the backbone of your program. Treat their time as the gift it is.

Step 1: Define the Roles Before You Recruit

Never recruit before you know exactly what you need. Common volunteer roles in sports programs:

Step 2: The Volunteer Application Process

Even for casual volunteers, have a brief process:

1. Online application (name, contact, availability, skills)
2. Background check (required for any role with minor athlete contact)
3. Brief orientation meeting (in-person or video call)
4. Orientation packet review and sign-off

Step 3: Orientation Packet Contents

Every new volunteer should receive:

• [ ] Welcome letter from the program director
• [ ] Volunteer code of conduct (require signature)
• [ ] Role description with specific responsibilities
• [ ] Key contacts list (who to call for what)
• [ ] Season calendar
• [ ] Communication tools (team app, WhatsApp group, etc.)
• [ ] Safeguarding / child protection policy

Step 4: The First Month

Week 1: Pair new volunteers with experienced ones. Never throw someone in alone.

Week 2: Check-in conversation: How is it going? Any concerns?

Month 1 end: Brief evaluation — is this a good fit for both sides?

Step 5: Volunteer Appreciation

Volunteers leave when they feel taken for granted. Prevention strategies:

1. Say thank you publicly — at events, on social media, in newsletters
2. Give them ownership — let good volunteers take on more responsibility
3. Recognize milestones — years of service, hours contributed
4. Celebrate at season end — volunteer appreciation dinner or event
5. Ask for feedback — the best volunteers will tell you how to improve

Retention Formula

Fair + Appreciated + Empowered = Volunteer who comes back next season