Run a volunteer programme people want to stay in
Everything a volunteer manager needs to recruit, place, train, support, thank and keep volunteers, with the numbers your board will ask for. Built for small and mid-size nonprofits anywhere in the world.
- A 15-sheet Volunteer Programme Workbook: roles, applicants, register, rota with fill rates, hours, expenses, recognition, leavers and three dashboards
- 12 ready role descriptions, a handbook, a plain-words volunteer agreement and starter policies, all brand-ready
- Fillable application, interview, screening, induction, supervision and exit forms, plus 49 messages for every moment
- A 6-page floor print pack: sign-in poster, briefing cards, 'who to call' card, safeguarding poster, code cards and a thank-you wall
The Volunteer Programme Kit · Bodhih Pro Kits · 262 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you manage a volunteer programme?
Treat it as a lifecycle: plan, design one-page roles, recruit inclusively, match and screen by role, induct with a buddy, support with a fair rota and regular check-ins, recognise specifically, and learn from every leaver. The Volunteer Programme Kit from Bodhih Training gives you the files for each step and the numbers to track.
Want the full free guide first? Read How to Manage a Volunteer Programme: A Step-by-Step Guide.
You already feel the problem. Here is what it is costing you.
Sign-ups that do not turn up
Shifts are short, the same reliable people cover every gap, and you only find out on the morning. Headcount looks fine; the rota does not.
Volunteers who drift away
People leave in their first few months and nobody notices until the role is empty. You recruit harder every year just to stand still.
Screening done by instinct
Some roles are checked to the highest level 'to be safe', others not at all, and renewal dates live in a binder. Your safeguarding lead deserves better.
A board that asks 'how are the volunteers?'
You know the answer is 'good, very committed', and you know that tells them nothing. You need a handful of honest numbers and a stated method for the value of volunteer time.
Picture the next few weeks with the kit open beside you.
Imagine the first Monday of next month. You open the Volunteer Programme Workbook and the Dashboard already shows active volunteers, hours, shift fill rate, screening in date and who is due a check-in. You know which Monday morning needs two more people before anyone has to ask.
As you write your next role description from the template, notice how much easier recruiting becomes when the role is one clear page: the time, the tasks, the support, the screening level your safeguarding lead has signed off. When the first applicants arrive, you log them, reply within two days with the words from the message library, and book them into a weekly interview slot.
Picture a new volunteer's first shift: the who-to-call card is on the wall, a buddy meets them at the door, and two weeks later you make the call that tells them they matter. When someone does leave, you thank them properly, hear why, and the Leavers sheet shows you which hole in the bucket to fix next.
Whether you start with the workbook tonight or the print pack tomorrow morning, you can run the whole lifecycle from one folder, and walk into your next board meeting with eight numbers and a method you can explain.
20 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Volunteer Programme Kit (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: volunteer programme map
The whole volunteer lifecycle in nine steps with the file to open at each, your first hour, 'Brand it in five minutes', your first week and a 30/60/90 day plan.
Volunteer Programme Workbook
15 sheets: Settings, roles, applicant pipeline, volunteer register with screening, training, consent and supervision dates, shift rota with fill rates, hours and value, expenses, recognition, leavers, satisfaction pulse, monthly view and three dashboards. SAMPLE rows from a 60-volunteer food bank.
Volunteer value and retention calculator
Value of volunteer time by two stated methods, retention by starting cohort, how many volunteers you must recruit to stand still (with a 'what if retention improves' column), cost per volunteer and per hour, and a dashboard of numbers to quote.
Volunteer application, interview and matching forms
Five fillable pages: a two-page volunteer application form to send out under your name, an interview conversation sheet and a matching decision with next steps.
Screening, reference and induction checklists
Five fillable pages: the screening record for each volunteer, a reference request and record, the day-one induction checklist, the first-month induction and the sign-off.
Supervision and exit conversation records
Six fillable pages: the regular supervision conversation record, a record for problem-solving conversations, a two-page exit conversation form, an 'ending a role' record and an annual role review.
Volunteer role description templates
Brand-ready template with the 11 headings every role needs, plus 12 worked role descriptions: regular, episodic, skills-based, micro, online, corporate, youth and family roles.
Volunteer handbook and agreement templates
Brand-ready volunteer handbook (what to expect, what we ask, safeguarding, safety, expenses, data, problems, stopping), a 12-point volunteer code and a plain-words volunteer agreement that is clearly not an employment contract.
Volunteer message library
49 ready-to-adapt messages and scripts: recruitment posts, replies, offers, check explanations, welcome, rota reminders, thank-you notes, milestones, difficult conversations, ending a role, re-engagement and corporate partners.
Volunteer policy and expenses policy starters
Brand-ready starter policies in plain words: an 11-section volunteer policy (inclusion, screening, safeguarding, safety and insurance, data, recognition, problems, volunteers and paid staff) and an expenses policy with a what-we-cover table.
Corporate volunteering day pack
Brand-ready pack for employer-supported team days: a say-yes checklist, partner briefing, day plan, safety and safeguarding points, a 7-step timeline, a thank-you and summary template and a partner record.
Worked example pack: one food bank's volunteer programme for a quarter
What good looks like: settings, role register, recruitment, filled-in screening, induction, supervision and exit records, rota fill rate, hours and value, retention, pulse results and the quarter's KPIs for a 60-volunteer food bank.
AI prompt pack for volunteer managers
28 tool-agnostic prompts grouped by step (roles, recruiting, screening drafts, induction, rota, support, recognition, reporting, partners), each with what to paste in and what to check, plus the human review rule.
Screening level decision card and mistakes to avoid
Screen the role, not the person: 8 'if the role..., then' rows from Level 0 to Level 3, the hard safeguarding rules, and 16 volunteer programme mistakes with what to do instead.
Numbers that matter: volunteer programme KPI card
The 14 numbers a volunteer programme runs on: plain-words definition, exact formula, where each lives in the workbook and what to do if it moves.
Volunteer rules by country (October 2026)
Dated orientation on worker status and expenses, background checks, data and consent, insurance and recognition dates for the UK, US, Canada, Australia, India and others. Check the official source and your adviser.
Volunteer floor print pack
6 pages for the wall and the clipboard: sign-in poster, shift briefing cards, 'who to call' safeguarding and emergency card, 'if you are worried' poster, volunteer code cards and a thank-you wall poster.
90-day set-up and annual recognition calendar
26 events: a 90-day programme set-up, monthly and quarterly reviews, the pulse and the year's recognition moments (check this year's dates for national volunteer weeks).
Volunteer programme task board
32 set-up tasks by phase, owner and week, ready to import into Trello, Asana, Notion, Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 20 files plus a one-click ZIP
- E-book
- 58 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion
- Best for
- Nonprofits, charities, NGOs, schools, hospitals and community organisations with roughly 10 to 300 volunteers
Why People Volunteer and Why They Stop
Why people start and stop, the volunteer lifecycle, a one-page strategy and an honest case for investment.
Designing Roles People Want to Do
One page per role, and the shapes volunteering takes now: regular, episodic, skills-based, micro, online, corporate, youth, older and family.
Recruiting Widely and Inclusively
Specific, inclusive invitations in the right places, applications that do not put people off, and corporate team days done well.
Applications, Interviews and Matching
A two-way interview, the same core questions for everyone, scoring fit against the role, and saying no kindly.
Screening and Safeguarding
Screening as layers, four role-based levels, background checks around the world in general terms, and the safeguarding lead.
Induction, Training and the Volunteer Agreement
The first three shifts, a handbook and volunteer code, and a plain-words agreement that is not an employment contract.
Rotas, Shifts and Everyday Support
A rota with a fill rate, cover without guilt, short regular supervision, expenses paid fast, insurance and safety.
Recognition and Retention
Leaver reasons as the holes in the bucket, specific thanks, milestones from the register and a twice-yearly pulse.
Problems, Concerns and Ending a Role Fairly
Small problems raised early, serious concerns through policy, ending a role fairly and a good goodbye for every leaver.
Measuring, Reporting, Data and AI
Eight numbers every month, valuing volunteer time with a stated method, volunteer data and consent, and where AI helps and where it must not decide.
Not just reading. Tools you will actually open again.
Start here
- 00-Start-Here-Volunteer-Programme-Map.pdf: the volunteer lifecycle in nine steps with the file to open at each, your first hour, 'Brand it in five minutes', your first week and a 30/60/90 day plan
- The e-book (PDF): 10 chapters, the method, worked examples and scripts
Workbooks
- Volunteer-Programme-Workbook.xlsx: 15 sheets including Settings, roles, applicant pipeline, volunteer register with screening, training, consent and supervision dates, rota with fill rates, hours and value, expenses, recognition, leavers, satisfaction pulse, monthly view and three dashboards (SAMPLE rows from a 60-volunteer food bank)
- Volunteer-Value-and-Retention-Calculator.xlsx: 7 sheets for value of volunteer time by two stated methods, retention by cohort, recruitment needed to stand still, cost per volunteer and a dashboard
Fillable forms
- Volunteer-Application-Interview-and-Matching-Forms.pdf (5 pages): application form, interview conversation sheet, matching decision, notes for applicants you cannot place
- Screening-Reference-and-Induction-Checklists.pdf (5 pages): screening record, reference request and record, day-one induction, first month, sign-off
- Supervision-and-Exit-Conversation-Records.pdf (6 pages): supervision record, problem-solving conversation, exit conversation, ending a role, annual role review
Word templates (brand-ready)
- Volunteer-Role-Description-Templates.docx: an 11-heading template and 12 worked role descriptions
- Volunteer-Handbook-and-Agreement-Templates.docx: handbook, 12-point volunteer code and a plain-words agreement that is not an employment contract
- Volunteer-Message-Library.docx: 49 messages and scripts from recruitment posts to ending a role
- Volunteer-Policy-and-Expenses-Policy-Starters.docx: an 11-section volunteer policy and an expenses policy
- Corporate-Volunteering-Day-Pack.docx: say-yes checklist, partner briefing, day plan, safety points, timeline, thank-you template and partner record
- Worked-Example-Pack-Food-Bank-Quarter.docx: one food bank's quarter with filled-in records and the numbers
- AI-Prompt-Pack-for-Volunteer-Managers.docx: 28 prompts with what to paste in and what to check, plus the human review rule
Cheat sheets
- Screening-Level-Decision-Card-and-Mistakes-to-Avoid.pdf: screen the role, not the person, plus 16 mistakes and what to do instead
- Numbers-That-Matter-Volunteer-KPI-Card.pdf: 14 numbers with definitions, exact formulas, where they live and what to do if they move
- Volunteer-Rules-by-Country-Oct-2026.pdf: dated orientation on worker status, expenses, background checks, data and insurance
Print pack
- Volunteer-Floor-Print-Pack.pdf (6 pages): sign-in poster, shift briefing cards, 'who to call' card, 'worried about someone?' poster, volunteer code cards, thank-you wall
Calendar and import
- Volunteer-Programme-90-Day-and-Recognition-Calendar.ics: 26 events for set-up, reviews and the recognition year
- Volunteer-Programme-Task-Board.csv: 32 set-up tasks for Trello, Asana, Notion, Planner or Jira
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to write a one-page description for every volunteer role, with a screening level your safeguarding lead has signed off
- You will be able to log, answer and place applicants with the same fair process for everyone
- You will be able to run a rota with a fill rate and fix the patterns behind gaps
- You will be able to induct, supervise and thank volunteers on a steady rhythm
- You will be able to handle problems early and end a role fairly when you must
- You will be able to report retention, hours and the value of volunteer time with a stated method
- You will be able to host corporate team days that help rather than distract
- You will be able to use AI for drafting while keeping every decision about people with people
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
A taste of Chapter 10
Funders and boards often ask what volunteer time is worth. There are two common methods. Method A multiplies hours by one general hourly rate, such as a local minimum wage or a published national figure. In the United States, Independent Sector and the Do Good Institute publish a national estimate each April; for 2025 it was 36.14 US dollars per hour, announced in April 2026, and they say themselves that it is not a price for specific professional services and does not apply to other countries without adapting the method. Method B uses replacement cost: what it would cost to pay someone to do each role. The ILO Manual on the Measurement of Volunteer Work, published in 2011, is the international reference for statisticians measuring volunteer work, and worth reading if you report to a national body or a large funder.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Role descriptions | A generic 'volunteer' advert | An 11-heading template and 12 worked roles across regular, episodic, skills-based, micro, online, corporate, youth and family |
| Screening | Check everyone, or no one | Four role-based levels, a decision card, records of level, date and outcome, renewal alerts |
| Rota | A chat group and hope | A rota sheet with places needed, booked, turned up, fill rate and gap alerts |
| Retention | Counting heads | 3-month and 12-month retention, leaver reasons, exit conversations and a satisfaction pulse |
| Value of time | One big number, no method | Two stated methods side by side and a 'value is not impact' rule |
| Country rules | One country's assumptions | A dated sheet covering the UK, US, Canada, Australia, India and others, with who to check with |
Made for you if…
- Volunteer managers and coordinators in charities, NGOs, schools, hospitals, food banks, hospices and community organisations
- Founders and executive directors who run volunteers themselves
- Programme managers whose projects depend on volunteers
- Trustees and board members who want to understand and support the volunteer programme
- Social enterprises, trusts, foundations and Section 8 companies involving volunteers
- Anyone taking over a volunteer programme that lives in a chat group and a ring binder
Probably not for you if…
- Organisers of a one-off fundraising event looking only for event-day helpers (see The Fundraising Campaign and Event Kit)
- Anyone looking for a legal opinion on worker status, background checks or safeguarding law in their country
- Workplace mentoring schemes (see The Mentoring Programme in a Box)
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Give your volunteers a programme worth their time
Open the Start-here map, spend your first hour on Settings, roles and the who-to-call card, and notice how quickly the rest falls into place. Whether you begin with the workbook or the print pack, you will have the whole volunteer lifecycle in one folder.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
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The Bodhih family, when you are ready for more
The Monitoring, Evaluation and Impact Report Kit
Show what your programmes change.
The Grant Lifecycle Kit
Run grants with a system from prospect to final report.
The Fundraising Campaign and Event Kit
Plan and run individual-giving campaigns and fundraising events.
AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
Bodhih.org pathways
Certification pathways in Applied AI, Workplace English and management.
The Volunteer Programme Kit: FAQs
Read the free guideAlready bought? Resend my linkCan I use this with my staff and volunteers?
Yes. Under the personal licence you can use the templates, forms, print pack and workbook inside your own organisation, with your own staff and volunteers. For use across several organisations, a federation or multiple sites, ask about a company or multi-site licence at solutions@bodhih.com.
Does it work in my country?
The method works anywhere volunteers give their time. Laws on worker status, expenses, background checks, data and insurance differ, so the kit keeps those specifics in one dated sheet covering the UK, US, Canada, Australia, India and others. Always check the official source, your regulator and an adviser where you are.
How do I recruit volunteers who stay?
Start with an honest one-page role description, reply to every enquiry within two days, and give every new starter a buddy and a check-in in their second week. Chapters 2 to 4 and 8 show how, and the workbook tracks 3-month retention so you can see whether it is working.
What level of background check do volunteers need?
It depends on the role, not the person, and on your country's law. The decision card sets four levels from no check to an enhanced check, and your safeguarding lead signs off the level for each role. The dated country sheet points to the checking body in each country. This is educational, not legal or safeguarding advice.
How do you calculate the value of volunteer time?
Multiply hours by one stated hourly rate (method A) or by a replacement cost for each role (method B), and say which method you used every time. The calculator does both side by side. A value of time is an estimate, not income or impact.
Is the volunteer agreement a legal contract?
No, and it is written not to be. It sets out mutual expectations in plain words and says it is not an employment contract. Payments, rewards or job-like obligations can change a volunteer's legal status in some countries, so ask an adviser to check the wording.
Do I need special software?
No. Everything works in Excel or Google Sheets, Word or Google Docs and a PDF reader. If you later move to a volunteer management system, the workbook's columns are a good checklist for choosing one.
Can I use AI with this kit?
Yes, for drafting. The prompt pack has 28 prompts for role descriptions, posts, rotas, thank-you notes, pulse themes and reports. The rule is firm: no personal data in unapproved tools, and no AI tool decides anything about a person.
How can I measure my starting point as a volunteer manager?
If you want to see where your own management skills stand, the AssessAll assessments Team Building & Collaboration, Delegation & Empowerment and Coaching & Developing Others are separate products that fit this kit. Links are on the Start-here map.
How do I turn what I learn into a development plan?
Pick two or three skills from the kit you want to build, such as supervision conversations or rota planning, and turn them into a measured individual development plan with Jobulary (jobulary.com/individual-development-plan).
Is this legal or safeguarding advice?
No. The kit is educational. It helps you organise a volunteer programme. Safeguarding decisions belong to your safeguarding lead and policy, and worker status, checks, tax and insurance questions to your regulator, insurer, accountant and lawyer.
How much does The Volunteer Programme Kit cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
