M-T1-DA-12 · A 90-day try-out

A club plan for Digital Volunteer Recruitment Platform

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: M-T1-DA-12 · Digital Volunteer Recruitment Platform
Theme: Theme 1: Attraction & Visibility · Subtheme DA: Digital Attraction
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-DA-12 · Digital Volunteer Recruitment Platform

1. Is this worth trying here?

What we hope will change: Matches people to current, capacity-tested volunteer roles through comparable listings, secure applications and visible placement status rather than a generic expression-of-interest pool.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Digital Volunteer Recruitment Platform
Step	What we will do	Who could lead it
1	Map the complete journey from role approval to application, placement, attendance and data disposal.	Volunteer Service Owner
2	Configure standard role cards, search, accessible application, status messages and supervisor capacity controls.	Platform Product Lead
3	Set permissions, screening boundaries, notices, retention, integrations, audit logs and security protections.	Privacy and Security Lead
4	Pilot with a small role set and representative volunteers before scaling listings.	Pilot Coordinator
5	Monitor fill quality, safety, unplaced applicants, stale roles and continuing-volunteer outcomes.	Placement and Insights Lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Do not publish a role without current capacity, a responsible supervisor, safety assessment, eligibility basis and closing rule.
Collect screening and identity information only at the justified stage, segregate access and never expose applicant lists to unrelated partners.
HIGH - applicant profiling, screening data, stale roles, vendor lock-in and unsafe matching make this a governed service, not a form.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
Current roles meeting the publication standard

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Roles, roster and handover

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

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Communications and content planner

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet

Workflow and minimum-data register

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet