Actions

To reveal what actions you can perform to an application, depending on your permissions, click Actions.

When an application is cleared, the action button only shows the View applicant record option.

Send auto-close email

If you're waiting for certain documents or information from an applicant and they don't respond in due course, you can set the system to send them a reminder email and then automatically close within a certain number of weeks if they don't respond.

If you set the application to close automatically, a banner appears on the application screen above Role details, stating the date it will close with the option to cancel the closure. On the application listing page, a yellow warning marker also appears next to applications, which will automatically close.

Move application

You can move an application to another available opportunity for the same role profile. You can't transfer an application to an opportunity created from a different role profile, even if it's just a different version of the same role profile, as there may be different questions, checks or even minimum ages.

Close application

Applicants might inform you that they want to withdraw the application, therefore you should close it.

At each stage in the process, you're presented with the option to close an application due to the applicant not being selected, withdrawing their application or being unsuitable to volunteer in any capacity in the organisation. With the relevant permission, you can also close applications at any point using this Actions option.

Closing applications send an email, that you can customise, to the applicant.

Turn off application emails

Turning emails off stops an applicant from receiving system emails and notifications. We recommend using this when overriding the recruitment process, to allow an application to bypass a stage or be reset to the beginning of a stage.

If you forget to turn emails back on again, you will be warned when an email is due to be sent but can't be.

Notes and touchpoints

During the clearing process, you might have some information that you need to keep on the user record after the applicant is cleared to start the volunteering role.

Notes or touchpoints you add to the application show on the User details page, but if you add them from the applicant details page, they won't show on the application screen.

Application stages

Application

At this stage, you can see the details of the applicant and their answers to any application questions, custom fields set to be visible on the application form, attributes and referee details. If you have the relevant permissions, you can also edit the form on behalf of the applicant.

You won't be able to amend applicant details after the application has passed the first stage.

Details

Displays applicant basic information along with any other applications and or roles the applicant may have or had within the organisation.

Selection

Set up a selection meeting with the applicant. This terminology may have been changed for your organisation. If you select the meeting day for today or in the past, the system doesn't send the email inviting the applicant.

You can download and print the application form for you to refer to. Store and dispose of it carefully as this contains personal information.
A selection meeting template is also available for you to download and print. This includes the applicant's name, time, date and location of the meeting so can be useful if you're meeting applicants in your local community.
After the meeting, you can add a note or upload a scan of paper notes.

Checks

This stage allows you to carry out checks against the applicant.

These could be documents, references and vetting, such as a criminal records check. These are determined by the settings of the role profile. If the applicant is below your organisation's minor age, parental consent is required at this stage.

Managing referees

Referees must have an email address or phone number. If the applicant only has provided the referee phone number, you must complete the reference form over the phone by selecting the Fill out references option from the Actions button next to the referee details.
A completed reference form isn't required from a referee if they state they aren't happy to provide a reference, they say they've known the applicant for less than six months or they're relative or partner of the applicant.

Assemble automatically notifies the applicant and asks them to provide details of a new referee through the applicant portal. If you have the appropriate permission, you can also add new referee details on behalf of the applicant.

When adding a new referee, if they have an email address you can select to send the reference request form to the referee automatically.
You can also resend the request by clicking the action button next to the referee details.

If an email is returned as undeliverable, you will see this information on the application but will not receive a notification.

Parental consent

Assemble automatically requests parental consent if this is required. However, you can also manually request this.

Clearance

The volunteer is good to go.

The clearance stage won't open until all required steps and decisions are completed.
If you've created an application on behalf of an applicant they will need to log on to complete the terms and consents before their application can be cleared. They will have been sent an email automatically from Assemble and can complete the process at any point.
The Yes option under Clear volunteer to start? will be blocked to you if you haven't completed a step. To show a help text with the reason why the application can't be cleared, point to it.
You can resend the complete application email from the Action drop-down at the top of the page.

Complete an application on behalf of an applicant

It is possible for you to complete an application on behalf of the applicant if you have the right permissions, but you should only do this on very rare occasions. It's important that volunteers sign up for the consent and terms, so your organisation is likely to have strict rules for when this step can be bypassed.

To do this, from the Actions drop-down menu, select View user record then click Assume identity.

On the applicant portal click Click here to complete your application link from the banner, add the applicant's email address on the form and proceed to complete the application.

📌 Note: The application history logs who completed the action.