Administrative & Workflow AutomationPurpose
1.2 Ensure all volunteers are screened before participation, with secure, trackable workflows.
1.3 Minimize manual data entry, ensure timely checks, reduce compliance risk, and keep records for audit purposes.
1.4 Integrate background check initiation, tracking, notification, document storage, and results communication across administrative platforms.
Trigger Conditions
2.2 Existing volunteer flagged for annual/periodic re-check.
2.3 Manual staff request for a volunteer background check via admin portal.
2.4 Trigger received from onboarding events in HR/volunteer management systems.
Platform Variants
• Feature: Candidate Creation API – submit volunteer info to trigger background check.
• Sample: Configure API endpoint to send applicant data upon form submission.
3.2 Sterling Volunteers
• Feature: Invite Volunteer API – auto-send background check invites on registration.
• Sample: Set POST request when volunteer created in management system.
3.3 Plaid (for identity verification)
• Feature: Identity Verification API – pre-validate volunteer’s ID to reduce errors.
• Sample: Connect workflow to trigger before background check starts.
3.4 DocuSign
• Feature: Envelope Creation API – send consent forms for signature.
• Sample: Auto-generate envelope when volunteer submits application.
3.5 Google Forms
• Feature: Form Submit Trigger – capture volunteer data for further automation steps.
• Sample: Link form submission to webhook for downstream automation.
3.6 Microsoft Power Automate
• Feature: Automated Workflow – link form, email, and external API calls.
• Sample: Create flow that starts on SharePoint list entry for volunteers.
3.7 Zapier
• Feature: Multi-step Zaps – connect volunteer forms to background check services.
• Sample: Use Zap trigger for Google Forms, action for Checkr API.
3.8 Make (Integromat)
• Feature: Modular Scenario Builder – route volunteer data to various background services.
• Sample: Set up scenario: form → email verification → background check.
3.9 AirTable
• Feature: Base Updates Webhook – auto-start checks when new record appears.
• Sample: Automate triggering on new volunteer in Airtable base.
3.10 Slack
• Feature: Incoming Webhook Notifications – notify admin channel on check status.
• Sample: Post background check results to #volunteer-admin.
3.11 Twilio SMS
• Feature: Messaging API – notify volunteers via SMS when check process starts/completes.
• Sample: Send dynamic template SMS on workflow status change.
3.12 Mailgun
• Feature: Send Email API – deliver stepwise volunteer notifications.
• Sample: Automated custom email sent at each workflow milestone.
3.13 SendGrid
• Feature: Transactional Templates – personalize email updates on background check results.
• Sample: Map volunteer and result variables in template config.
3.14 Dropbox
• Feature: File Upload API – centralize storage of completed background check documents.
• Sample: Auto-upload results and attach to corresponding volunteer folder.
3.15 Google Drive
• Feature: Drive API – store signed consent forms and completed checks.
• Sample: Save generated PDFs by volunteer folder structure.
3.16 Monday.com
• Feature: Board Automation – assign tasks and track check status per volunteer.
• Sample: Automate status column update from webhook events.
3.17 Salesforce
• Feature: Flow Builder/External Services – orchestrate end-to-end workflow, log results in contact records.
• Sample: Trigger background check upon new lead/contact onboarding.
3.18 HubSpot
• Feature: Workflows – automate contact property changes when checks progress.
• Sample: Trigger emails and tasks for staff follow-up.
3.19 Smartsheet
• Feature: Automated Workflows – record background check dates/results.
• Sample: Auto-populate cells from webhook/API response.
3.20 Microsoft Teams
• Feature: Adaptive Cards – alert staff and request next steps in workflow as checks are completed.
• Sample: Push actionable cards to #registration channel on completion.
3.21 DocuWare
• Feature: Intelligent Document Management – archive, index, and permission background check documents.
• Sample: Auto-ingest results sent via webhook from background check vendor.
3.22 BambooHR
• Feature: HRIS Integration/API – update volunteer status field when check is complete.
• Sample: Webhook updates custom field for each applicant.
Benefits
4.2 Ensures consistency in volunteer screening compliance.
4.3 Accelerates onboarding and readiness of new volunteers.
4.4 Provides full transparency and audit trail for church leadership and compliance needs.
4.5 Customizable notifications and storage for streamlined document handling and follow-up.