Volunteer Program Desk
Volunteer coordinators at nonprofits and community groups
Recruit, onboard, schedule and thank volunteers, and see hours given.
Use this templateVolunteer Program Desk
Run the whole volunteer program here: applications, onboarding, shifts and sign-ups, and hours given. Check the Dashboard at the start of each week for short shifts and unfinished training. Press Mark attended after every shift so hours stay true. Thank people in the week they helped.
Dashboard
Onboarding a new volunteer
Shift day checklist
Recognition and retention
Volunteers
Everyone who has applied or given time, with their onboarding stage, hours and open training.
| Volunteer | Stage | Main area | Phone | Start by | Coordinator | |
|---|---|---|---|---|---|---|
| Ines Karlsson | Active | ines.k@mailbox.net | (206) 555-0111 | Dec 23, 2025 | Hye-jin Castellanos | |
| Theo Abernathy-Nwosu | Active | theo.a@mailbox.net | (206) 555-0112 | Feb 11, 2026 | Rurik Oduya | |
| Marguerite Polanski | Onboarding | marguerite.p@mailbox.net | (206) 555-0113 | Oct 21, 2026 | Mateus Brandvold | |
| Dashiell Okonkwo | Applicant | dashiell.o@mailbox.net | (206) 555-0114 | Oct 25, 2026 | Odalys Fenwick-Ruiz | |
| Lupe Estrada-Whitcombe | Active | lupe.e@mailbox.net | (206) 555-0115 | Sep 14, 2025 | Mateus Brandvold | |
| Bram van der Linden | Onboarding | bram.vdl@mailbox.net | (206) 555-0116 | Oct 19, 2026 | Rurik Oduya | |
| Noor Haddad | Active | noor.h@mailbox.net | (206) 555-0117 | Jul 21, 2026 | Hye-jin Castellanos | |
| Cordelia Fitzgerald | On break | cordelia.f@mailbox.net | (206) 555-0118 | Jun 6, 2025 | Odalys Fenwick-Ruiz |
Shifts
Each time slot that needs people, with how many are needed and how many have signed up.
| Shift | Status | Area | Starts | People needed | Shift lead | Mark filled |
|---|---|---|---|---|---|---|
| Saturday market setup | Open | Oct 20, 2:00 PM | 6 | Hye-jin Castellanos | — | |
| Tool library Tuesday desk | Filled | Oct 19, 11:00 PM | 3 | Rurik Oduya | — | |
| Story hour helpers | Open | Oct 21, 10:30 PM | 4 | Mateus Brandvold | — | |
| Market teardown | Open | Oct 20, 8:00 PM | 5 | Hye-jin Castellanos | — | |
| Tool repair evening | Open | Oct 24, 1:00 AM | 4 | Rurik Oduya | — | |
| Reading buddies, Wednesday | Filled | Oct 22, 11:00 PM | 6 | Mateus Brandvold | — | |
| Spring clean-up day | Open | Oct 25, 4:00 PM | 15 | Odalys Fenwick-Ruiz | — | |
| Market tokens desk | Done | Oct 16, 4:00 PM | 2 | Hye-jin Castellanos | — |
Sign-ups
Who signed up for which shift, and the hours they actually gave.
| Sign-up | Volunteer | Shift | Status | Shift day | Hours given | Mark attended |
|---|---|---|---|---|---|---|
| Ines, market teardown | Ines Karlsson | Market teardown | Signed up | Oct 20, 2026 | — | — |
| Theo, Tuesday desk | Theo Abernathy-Nwosu | Tool library Tuesday desk | Signed up | Oct 19, 2026 | — | — |
| Bram, tool repair | Bram van der Linden | Tool repair evening | Signed up | Oct 23, 2026 | — | — |
| Lupe, story hour | Lupe Estrada-Whitcombe | Story hour helpers | Signed up | Oct 21, 2026 | — | — |
| Noor, market setup | Noor Haddad | Saturday market setup | Signed up | Oct 20, 2026 | — | — |
| Aurelio, tool repair | Aurelio Montague | Tool repair evening | Signed up | Oct 23, 2026 | — | — |
| Ines, market tokens | Ines Karlsson | Market tokens desk | Attended | Oct 16, 2026 | 3 | — |
| Theo, Thursday desk | Theo Abernathy-Nwosu | Tool library Thursday desk | Attended | Oct 14, 2026 | 3 | — |
Training
The orientation, safety and role training each volunteer must finish before working alone.
| Training | Volunteer | Kind | Status | Due on | Mark done | Assign to me |
|---|---|---|---|---|---|---|
| Orientation, Marguerite | Marguerite Polanski | To do | Oct 20, 2026 | — | — | |
| Safety walk-through, Bram | Bram van der Linden | To do | Oct 19, 2026 | — | — | |
| Reading program safeguarding, Marguerite | Marguerite Polanski | To do | Oct 17, 2026 | — | — | |
| Role shadowing, Prudence | Prudence Lindgren | To do | Oct 24, 2026 | — | — | |
| Orientation, Dashiell | Dashiell Okonkwo | To do | Oct 22, 2026 | — | — | |
| Background check form, Jun | Jun Takeda | To do | Oct 15, 2026 | — | — | |
| Orientation, Aurelio | Aurelio Montague | Done | Oct 1, 2026 | — | — | |
| Safety walk-through, Theo | Theo Abernathy-Nwosu | Done | Feb 21, 2026 | — | — |
The program at a glance. Charts read the live tables.
| Volunteer | Stage | Main area | Phone | Start by | Coordinator | |
|---|---|---|---|---|---|---|
| Ines Karlsson | Active | ines.k@mailbox.net | (206) 555-0111 | Dec 23, 2025 | Hye-jin Castellanos | |
| Theo Abernathy-Nwosu | Active | theo.a@mailbox.net | (206) 555-0112 | Feb 11, 2026 | Rurik Oduya | |
| Marguerite Polanski | Onboarding | marguerite.p@mailbox.net | (206) 555-0113 | Oct 21, 2026 | Mateus Brandvold | |
| Dashiell Okonkwo | Applicant | dashiell.o@mailbox.net | (206) 555-0114 | Oct 25, 2026 | Odalys Fenwick-Ruiz | |
| Lupe Estrada-Whitcombe | Active | lupe.e@mailbox.net | (206) 555-0115 | Sep 14, 2025 | Mateus Brandvold | |
| Bram van der Linden | Onboarding | bram.vdl@mailbox.net | (206) 555-0116 | Oct 19, 2026 | Rurik Oduya | |
| Noor Haddad | Active | noor.h@mailbox.net | (206) 555-0117 | Jul 21, 2026 | Hye-jin Castellanos | |
| Cordelia Fitzgerald | On break | cordelia.f@mailbox.net | (206) 555-0118 | Jun 6, 2025 | Odalys Fenwick-Ruiz |
| Shift | Status | Area | Starts | People needed | Shift lead | Mark filled |
|---|---|---|---|---|---|---|
| Saturday market setup | Open | Oct 20, 2:00 PM | 6 | Hye-jin Castellanos | — | |
| Tool library Tuesday desk | Filled | Oct 19, 11:00 PM | 3 | Rurik Oduya | — | |
| Story hour helpers | Open | Oct 21, 10:30 PM | 4 | Mateus Brandvold | — | |
| Market teardown | Open | Oct 20, 8:00 PM | 5 | Hye-jin Castellanos | — | |
| Tool repair evening | Open | Oct 24, 1:00 AM | 4 | Rurik Oduya | — | |
| Reading buddies, Wednesday | Filled | Oct 22, 11:00 PM | 6 | Mateus Brandvold | — | |
| Spring clean-up day | Open | Oct 25, 4:00 PM | 15 | Odalys Fenwick-Ruiz | — | |
| Market tokens desk | Done | Oct 16, 4:00 PM | 2 | Hye-jin Castellanos | — |
| Sign-up | Volunteer | Shift | Status | Shift day | Hours given | Mark attended |
|---|---|---|---|---|---|---|
| Ines, market teardown | Ines Karlsson | Market teardown | Signed up | Oct 20, 2026 | — | — |
| Theo, Tuesday desk | Theo Abernathy-Nwosu | Tool library Tuesday desk | Signed up | Oct 19, 2026 | — | — |
| Bram, tool repair | Bram van der Linden | Tool repair evening | Signed up | Oct 23, 2026 | — | — |
| Lupe, story hour | Lupe Estrada-Whitcombe | Story hour helpers | Signed up | Oct 21, 2026 | — | — |
| Noor, market setup | Noor Haddad | Saturday market setup | Signed up | Oct 20, 2026 | — | — |
| Aurelio, tool repair | Aurelio Montague | Tool repair evening | Signed up | Oct 23, 2026 | — | — |
| Ines, market tokens | Ines Karlsson | Market tokens desk | Attended | Oct 16, 2026 | 3 | — |
| Theo, Thursday desk | Theo Abernathy-Nwosu | Tool library Thursday desk | Attended | Oct 14, 2026 | 3 | — |
| Shift | Status | Area | Starts | People needed | Shift lead | Mark filled |
|---|---|---|---|---|---|---|
| Saturday market setup | Open | Oct 20, 2:00 PM | 6 | Hye-jin Castellanos | — | |
| Tool library Tuesday desk | Filled | Oct 19, 11:00 PM | 3 | Rurik Oduya | — | |
| Story hour helpers | Open | Oct 21, 10:30 PM | 4 | Mateus Brandvold | — | |
| Market teardown | Open | Oct 20, 8:00 PM | 5 | Hye-jin Castellanos | — | |
| Tool repair evening | Open | Oct 24, 1:00 AM | 4 | Rurik Oduya | — | |
| Reading buddies, Wednesday | Filled | Oct 22, 11:00 PM | 6 | Mateus Brandvold | — | |
| Spring clean-up day | Open | Oct 25, 4:00 PM | 15 | Odalys Fenwick-Ruiz | — | |
| Market tokens desk | Done | Oct 16, 4:00 PM | 2 | Hye-jin Castellanos | — |
Shifts coming up this week
| Shift | Status | Area | Starts | People needed | Shift lead | Mark filled |
|---|---|---|---|---|---|---|
| Saturday market setup | Open | Oct 20, 2:00 PM | 6 | Hye-jin Castellanos | — | |
| Tool library Tuesday desk | Filled | Oct 19, 11:00 PM | 3 | Rurik Oduya | — | |
| Story hour helpers | Open | Oct 21, 10:30 PM | 4 | Mateus Brandvold | — | |
| Market teardown | Open | Oct 20, 8:00 PM | 5 | Hye-jin Castellanos | — | |
| Tool repair evening | Open | Oct 24, 1:00 AM | 4 | Rurik Oduya | — | |
| Reading buddies, Wednesday | Filled | Oct 22, 11:00 PM | 6 | Mateus Brandvold | — | |
| Spring clean-up day | Open | Oct 25, 4:00 PM | 15 | Odalys Fenwick-Ruiz | — | |
| Market tokens desk | Done | Oct 16, 4:00 PM | 2 | Hye-jin Castellanos | — |
Training overdue
| Training | Volunteer | Kind | Status | Due on | Mark done | Assign to me |
|---|---|---|---|---|---|---|
| Orientation, Marguerite | Marguerite Polanski | To do | Oct 20, 2026 | — | — | |
| Safety walk-through, Bram | Bram van der Linden | To do | Oct 19, 2026 | — | — | |
| Reading program safeguarding, Marguerite | Marguerite Polanski | To do | Oct 17, 2026 | — | — | |
| Role shadowing, Prudence | Prudence Lindgren | To do | Oct 24, 2026 | — | — | |
| Orientation, Dashiell | Dashiell Okonkwo | To do | Oct 22, 2026 | — | — | |
| Background check form, Jun | Jun Takeda | To do | Oct 15, 2026 | — | — | |
| Orientation, Aurelio | Aurelio Montague | Done | Oct 1, 2026 | — | — | |
| Safety walk-through, Theo | Theo Abernathy-Nwosu | Done | Feb 21, 2026 | — | — |
Starting in the next 7 days
| Volunteer | Stage | Main area | Phone | Start by | Coordinator | |
|---|---|---|---|---|---|---|
| Ines Karlsson | Active | ines.k@mailbox.net | (206) 555-0111 | Dec 23, 2025 | Hye-jin Castellanos | |
| Theo Abernathy-Nwosu | Active | theo.a@mailbox.net | (206) 555-0112 | Feb 11, 2026 | Rurik Oduya | |
| Marguerite Polanski | Onboarding | marguerite.p@mailbox.net | (206) 555-0113 | Oct 21, 2026 | Mateus Brandvold | |
| Dashiell Okonkwo | Applicant | dashiell.o@mailbox.net | (206) 555-0114 | Oct 25, 2026 | Odalys Fenwick-Ruiz | |
| Lupe Estrada-Whitcombe | Active | lupe.e@mailbox.net | (206) 555-0115 | Sep 14, 2025 | Mateus Brandvold | |
| Bram van der Linden | Onboarding | bram.vdl@mailbox.net | (206) 555-0116 | Oct 19, 2026 | Rurik Oduya | |
| Noor Haddad | Active | noor.h@mailbox.net | (206) 555-0117 | Jul 21, 2026 | Hye-jin Castellanos | |
| Cordelia Fitzgerald | On break | cordelia.f@mailbox.net | (206) 555-0118 | Jun 6, 2025 | Odalys Fenwick-Ruiz |
How to read the numbers
A good first month decides whether someone stays for years. Keep it short, specific and warm.
Week 1: welcome
Reply to the application within three working days and offer a short call.
Move the volunteer to Onboarding and add their training rows from the Training table.
Pair them with a named buddy for the first two shifts.
Week 2 to 4: practice
They shadow a shift, then run a task with the buddy beside them.
Ask after each shift what felt confusing. Fix the confusing thing for the next person.
When training is done and two shifts are attended, press Mark active.
Not a fit
If the role is wrong, offer another one before saying goodbye. If nothing fits, thank them and set the stage to Retired with a note.
A shift runs well when the lead arrives first and everyone leaves knowing they mattered.
Before people arrive
Open the shift row and read the sign-up list
Print or open the task list and the contact sheet
Set up the space, tools and sign-in sheet
When they arrive
Greet each person by name
Brief the team on the plan and any safety points
Pair new volunteers with someone experienced
At the end
Press Mark attended on each sign-up and type the hours given
Press Mark no-show for anyone who did not come or call
Thank everyone before they leave
Note anything that needs fixing before the next shift
People stay when they are noticed. Recognition costs little and should never be skipped.
A simple calendar
Spotting people who drift
Open the Volunteers table and sort by Reliability. Anyone showing Check in gets a call this week.
Look for active volunteers with no shifts in the last 60 days.
Ask what would make the next month easier, then act on the answer.
What's inside
5 tables · 29 views · 1 form · 11 row actions · 1 agent5 pages
- Volunteer Program Desk
- Dashboard
- Onboarding a new volunteer
- Shift day checklist
- Recognition and retention
4 tables
- Volunteers7 views · 12 sample rows
- Shifts8 views · 12 sample rows
- Sign-ups7 views · 14 sample rows
- Training7 views · 10 sample rows
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