For most organizations, onboarding on VOME begins after a volunteer submits an Application Form.
From that point, the volunteer is usually affected to a Sequence through one of three methods:
a question-level automation
a form-level automation
a manual admin affectation
The method depends on how your organization handles screening and approvals.
A Sequence represents everything that happens after the initial application is submitted. It is a step-by-step onboarding process designed to guide volunteers through the next stage of their journey on VOME.
Because the volunteer is already in the Sequence as a result of submitting the application, the first step in a Sequence is typically not the application itself. Instead, the Sequence begins with the next onboarding action your organization wants the volunteer to complete.
Before building your onboarding structure, decide:
whether all volunteers will follow the same onboarding process
whether different volunteer groups need different onboarding paths
whether some steps should be visible to volunteers and others should remain internal
whether admins should review and advance each step manually, or whether some steps should move volunteers forward automatically
These decisions will shape how you configure your Sequences, Steps, notifications, and automation settings.
A Sequence is a structured onboarding flow made up of individual Steps.
Each Step is designed to do one or both of the following:
supply information to the volunteer
collect information from the volunteer
This makes Sequences highly flexible. They can be used to manage onboarding, qualification, follow-up processes, and many other workflows beyond the initial application stage.
At its core, the Sequences module is a process management tool. Although it is often used for onboarding and screening, a volunteer can be affected to a Sequence at any point in their journey.
VOME offers multiple Step types so organizations can build onboarding flows that match their process.
Use File Upload steps when you want to collect a document from a volunteer.
This is useful for items such as:
signed agreements
certifications
proof of eligibility
other required documents
Use Interview steps to provide information about an interview or allow volunteers to book one.
These steps are typically used when your process includes a conversation, screening call, or interview appointment.
Use Orientation steps to provide orientation information or guide volunteers through an orientation requirement.
Use Training steps to provide training content. These steps often include supplementary attachments, such as training guides, handouts, or reference materials.
Use Fillable PDF steps when you want volunteers to complete a PDF directly on VOME.
In this workflow, an admin uploads a blank PDF and designs the fillable fields. The volunteer then completes the document on VOME and submits it back through the platform.
Use Fillable Form steps when you want a volunteer to complete a VOME Form as part of a Sequence.
This allows your team to reuse VOME Forms inside the onboarding process.
Use video-based steps when volunteers need to watch a video as part of onboarding. VOME can track whether the volunteer watched the video.
This is useful for:
welcome videos
policy overviews
training videos
orientation recordings
A Checklist is a collection of sub-steps. Each sub-step has its own status, and the overall Checklist also has a master status.
This is useful when one part of onboarding includes several smaller items that should be tracked together.
A Custom step is a flexible option that can be used when another step type does not neatly fit your process.
Like other steps, it can be used to:
provide instructions
share information
collect information
request documents
Use Background Check steps when your organization uses the Sterling Volunteers integration for background screening.
Use E-Learning steps when your organization uses a learning management system and wants to connect training completion data with VOME.
For example, if you import SCORM files through SCORM Cloud, volunteers can complete training through your LMS while VOME tracks and synchronizes completion status.
Each Step in a Sequence can be configured to be visible to the volunteer or hidden from them.
This is an important best practice when organizing onboarding.
Volunteer-facing steps are used when the volunteer needs to:
read information
watch content
upload a document
complete a form
book an interview
complete another onboarding task
Some steps are designed only for internal process management.
These internal steps are useful when admins need to:
review a submission
complete an internal task
confirm eligibility
verify a document
complete a manual checkpoint before advancing the volunteer
When a volunteer is on an internal task, they do not see the details of that step. Instead, they see a placeholder message indicating that there is nothing for them to do and that they will be notified when they are affected to the next step.
This allows organizations to include as many internal administrative checkpoints as needed while still tracking completion status inside the Sequence.
One of the biggest advantages of using Sequences is that they reduce unnecessary back-and-forth communication between volunteers and admins.
For example:
a volunteer uploads a document
an admin is notified to review that Step
the admin marks the Step as complete
the volunteer is automatically moved to the next Step
the volunteer is notified that the next Step is ready
This creates a clear onboarding flow without requiring repeated manual emails or follow-up messages for every action.
VOME gives admins control over how volunteers move through a Sequence.
In some cases, admins may want to review each Step and manually mark it complete before the volunteer can continue.
In other cases, you may want to reduce admin intervention and allow volunteers to move through onboarding more independently.
Depending on the Step settings, a volunteer may be allowed to:
complete the task themselves
automatically mark the Step as complete
automatically move to the next Step
This flexibility allows organizations to create onboarding flows that are more controlled, more self-serve, or a mix of both.
For most organizations, the best approach is to build onboarding as a collection of clearly defined Steps, where each step serves a specific purpose.
A good Sequence usually includes a combination of:
information the volunteer needs to receive
actions the volunteer needs to complete
internal admin checkpoints
automated or manual progression rules
The goal is to create a clear path from application to qualification, while minimizing confusion and avoiding unnecessary manual communication.
Most organizations have at least one onboarding Sequence for volunteers. However, many organizations benefit from using multiple Sequences.
all volunteers follow the same onboarding path
the same steps apply to everyone
your process is relatively simple
different volunteer groups require different onboarding steps
adults and minors follow different processes
different regions or locations need different onboarding flows
different roles or programs require different qualification steps
For example, you might have:
one Sequence for adult volunteers
one Sequence for minor volunteers
one Sequence for volunteers in Location A
one Sequence for volunteers in Location B
Yes. A volunteer can go through multiple Sequences over time.
For example:
a volunteer may first complete a general onboarding Sequence
later, they may be affected to a second Sequence for a specific Opportunity
later still, they may complete another Sequence for additional qualifications or program requirements
This is especially useful when volunteers continue to apply for or register for new Opportunities after completing their initial onboarding.
In other words, Sequences are not limited to the beginning of the volunteer journey. They can be used at any stage where your organization needs to guide someone through a process.
For most organizations, onboarding on VOME works best when you:
start the Sequence after the volunteer submits the Application Form
use automations or admin affectation to place volunteers into the right Sequence
build each Step around a clear purpose
separate volunteer-facing tasks from internal admin tasks
use internal steps to track reviews and checkpoints
decide where manual review is necessary and where automatic progression makes sense
create multiple Sequences when different volunteer groups need different onboarding paths
use additional Sequences later when volunteers need more qualifications or process-specific follow-up
Although Sequences are commonly used for screening and onboarding, they can also be used much more broadly.
Because a Sequence is really a process management tool, you can use it to guide volunteers through:
initial onboarding
qualification for specific Opportunities
post-approval requirements
role-specific training
renewal steps
any other structured process your organization wants to manage on VOME
A volunteer can be affected to a Sequence at any time, whenever your organization needs to guide them through a defined set of steps.