The Apply to Serve workflow handles the full path from "I'd like to help" to "you're on the team." Some churches call this their Volunteer Application — same workflow, different name.
When to use it
Anyone interested in serving on any team — Kids, Hospitality, Worship, Tech, Production, Hosting, Greeting. Use a separate workflow for ministries that need extra steps, like Worship Team Application (which adds an audition).
The stages
- Application Received — A leader reviews the application and either Approves to advance, or Rejects to move them to "Not a Fit."
- Interview — A 15-minute conversation to confirm fit. Approve or Reject from the card.
- Background Check — Automatic. The system creates a background check the moment the card lands here, and advances the card on its own when the check clears.
- Onboarding — Orientation, paperwork, intro to their ministry leader. The leader marks complete when they're trained up.
- Placed on Team ✓ — Final stage. The volunteer is now serving.
- Not a Fit ✗ — Either now, or later. Used for declined applications without prejudice.
Tips for running it
- Don't skip Interview for kids and youth roles. A short call before a background check costs nothing and catches obvious mismatches.
- The Background Check stage doesn't need a person assigned — the system handles it. You'll see status update on the card automatically.
- Use Comments on the card to log conversations: "Spoke with Kim's reference Tuesday — strong recommend."
- If a card sits in one column for weeks, that's the signal. Either the assignee needs a nudge or the application has stalled.