--- title: How to Automate the Participant Vetting, Training or Onboarding Process description: Does your organization recruit participants from the general public but require them to be vetted, trained, or interviewed before they're allowed to sign up for your Opportunities? If yes, this article will help you set up a chain of linked Opportunities to automatically move participants through your multi-step process. --- [Skip to content](https://support.goldenvolunteer.com/knowledge_base/how-to-automate-the-volunteer-vetting-training-or-onboarding-process#main-content) English Show submenu for translations [Support Request](https://support.goldenvolunteer.com/knowledge_base/kb-tickets/new?hsLang=en) [Customer Portal](https://support.goldenvolunteer.com/customer?hsLang=en) [![Golden Volunteer](https://support.goldenvolunteer.com/hs-fs/hubfs/Logo-Goldfish-RGB-1.png?width=171&height=50&name=Logo-Goldfish-RGB-1.png)](https://Goldenvolunteer.com) - [Blog](https://goldenvolunteer.com/blog/) - [Ebooks](https://goldenvolunteer.com/ebooks/) - [Webinars](https://goldenvolunteer.com/webinars/) - [Partner Directory](https://goldenvolunteer.com/partners/) - [Success Stories](https://goldenvolunteer.com/success-stories/) - [App for Volunteers](https://goldenvolunteer.com/volunteers-app/) - [Contact Golden](mailto:support@goldenvolunteer.com) Open main navigation Close main navigation - [Blog](https://goldenvolunteer.com/blog/) - [Ebooks](https://goldenvolunteer.com/ebooks/) - [Webinars](https://goldenvolunteer.com/webinars/) - [Partner Directory](https://goldenvolunteer.com/partners/) - [Success Stories](https://goldenvolunteer.com/success-stories/) - [App for Volunteers](https://goldenvolunteer.com/volunteers-app/) - [Contact Golden](mailto:support@goldenvolunteer.com) - English Show submenu for translations - [Support Request](https://support.goldenvolunteer.com/knowledge_base/kb-tickets/new) - [Customer Portal](https://support.goldenvolunteer.com/customer) - [Create a Support Request](https://support.goldenvolunteer.com/knowledge_base/kb-tickets/new) [Create a Support Request](https://support.goldenvolunteer.com/knowledge_base/kb-tickets/new?hsLang=en) How can we help you? - There are no suggestions because the search field is empty. 1. [Golden Help Center](https://support.goldenvolunteer.com/knowledge_base?hsLang=en) 2. [Organizer Resources](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en) 3. [Getting Started](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#getting-started) October 16, 2026 # How to Automate the Participant Vetting, Training or Onboarding Process **This article is most useful for:** - Organizations with multi-step training or participant vetting processes - Organizations that only allow vetted participants to sign up for their Opportunities #### Background Does your organization recruit participants from the general public but require them to be vetted, trained, or interviewed before they're allowed to sign up for your Opportunities? If yes, this article will help you set up a chain of linked Opportunities to automatically move participants through your multi-step process. #### Goals - Make it clear to participants what to do - Automatically notify participants when to perform the next step - Save you time! #### Example Let's use the "Golden Community Center" as an example. The Golden Community Center recruits mentors to match with students for mentoring sessions every Tuesday afternoon. To become a "Verified Mentor," prospective participants must complete a 4-step process. The Golden Community Center creates 4 linked Opportunities to move prospective mentors through that process: 1. Apply to be a Mentor 2. Online Training Session 3. Video Interview 4. Weekly sessions with your Mentee Each of these steps becomes an Opportunity. When a participant completes an Opportunity, they're automatically added to a Group for all participants who have completed that Opportunity. Subsequent Opportunities target this completion Group, creating an automated progression through your vetting process. Using Credentials? If your organization has the Credentials add-on, you can also set an Opportunity's Visibility or Accessibility to require a completed Credential or Credential Package (such as a background check or training) instead of a completion Group. #### **Setting Up the Opportunities** Here's how you might set up this flow: #### "Apply to be a Mentor" Opportunity **Template:** Choose a template appropriate for your application process Visibility & Accessibility: Set Visibility to "Public" and Accessibility to "Open" (so anyone can apply!) **Step 4 - "Timing" settings:** - Choose "Time Window" or "Deadline" if you want the Opportunity to become unavailable automatically after a certain date - Choose "On Your Own" if this application is available on an open-ended basis - **Note:** Do NOT activate the "Reminder to Log Hours" if you select "On Your Own" **Step 5 - "Extras":** List the relevant information and questions you need participants to provide. If they need to send you additional materials (like a resume), use the "Post Registration Instructions" section to direct them appropriately. **Managing Applications:** - When a participant submits their application, you'll be notified - To "accept" their application and move the participant to the next Opportunity, go to the Opportunity Management page and log their Completion - To "deny" their application, go to the Opportunity Management page and cancel their registration #### "Online Training Session" Opportunity **Template:** Choose a template appropriate for your training format Visibility & Accessibility: Set Visibility to "Private" and select the Participant Group "\*\*Completed Apply to be a Mentor". Set Accessibility to "Restricted" and check "Same as selections above" so only that Group can see and sign up. **Note:** By targeting this Group, you ensure that as soon as a participant's application is verified by you, they'll receive an email prompting them to sign up for the Online Training Session. **Step 4 - "Timing" settings:** We recommend setting up a regular schedule that participants can choose from. When a participant completes the "Online Training Session" (we recommend using Check-In to log their attendance), they'll automatically be added to the "\*\*Completed Online Training Session" Group. #### "Video Interview" Opportunity **Template:** Choose a template appropriate for your interview format Visibility & Accessibility: Set Visibility to "Private" and select the Participant Group "\*\*Completed Online Training Session". Set Accessibility to "Restricted" and check "Same as selections above" so only that Group can see and sign up. **Step 4 - "Timing" settings:** We recommend setting up a regular schedule that participants can choose from. When a participant completes the "Video Interview" (we recommend using Check-In to log their attendance), they'll automatically be added to the "\*\*Completed Video Interview" Group. #### "Weekly sessions with your Mentee" Opportunity **Template:** Choose a template based on your session format (in-person or virtual) Visibility & Accessibility: Set Visibility to "Private" and select the Participant Group "\*\*Completed Video Interview". Set Accessibility to "Restricted" and check "Same as selections above" so only that Group can see and sign up. **Step 4 - "Timing" settings:** We recommend setting up a recurring schedule so that participants: - Get reminder emails every week - Can easily notify the program coordinator if they need to cancel You're all set! - [FAQs](https://support.goldenvolunteer.com/knowledge_base/faqs?hsLang=en) - [Organizer Resources](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#main-content) - [Getting Started](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#getting-started) - [Opportunities](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#opportunities) - [Managing Volunteers](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#managing-volunteers) - [Insights](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#insights) - [Credentials](https://support.goldenvolunteer.com/knowledge_base/organizer-resources?hsLang=en#credentials) - 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