Welcome and Onboarding steps

You have an applicant! What next?

You can download the flowchart as a pdf with 'clickable links'.
Or skip to below the Visual Flowchart to view an accessible text version of the flowchart.

You can also register to attend a workshop, which provides complimentary guidance and support on how to follow all the steps in this flowchart.

Visual Flowchart

Text version of the flowchart

1. Acknowledge

• Send a message ASAP - preferably within 24hrs
• Tell the applicant when and how you will be in touch

2. Security check (for sensitive roles)

• Are they vouched for by someone known?

3. Call

• A friendly phone call is best - you get a better idea of the person
• Ask them about themselves - start to build trust
• Explain the role
• Can they make your meetings?
• What are their skills?
• Do they have access needs and can they be accommodated?
• For sensitive roles, request social media names for background checks

4. Decide

• Are they a good fit for your role? (or another role with your team?)
• Update contact history on Volunteer Website and Reach Volunteering
• Skip to YES OR NO

YES

5. Let them know and send some simple info

• Confirm they agree with the Principles and Values of XR
• Intro to XR talk and / or Intro to XR on the Rebel Toolkit
• Invite them to join the XRUK mailing list if they haven't already
• Invite them to meet the team (day, time, Zoom link)

6. Meet

• Welcome them warmly and thank them as they join the meeting
• Deep check-ins: explain who you all are, your roles and some info about your life outside of XR
• Invite them to introduce themselves
• Explain hand signals
• Avoid jargon / acronyms. Encourage them to ask for clarifications

7. Debrief

• Stay on to answer questions (or arrange a later time)
• Reassure them that it will take time but that there’s plenty of support
• Do they still want to join the team? If Yes continue with the steps, or go to No

8. Data security

• If they’ll have access to personal data, talk about keeping it safe and ask them to ask them to watch the 6 minute video and then test for understanding and then sign the Volunteer Agreement
  

9. Welcome pack

• Send them your team’s Welcome Pack and arrange to go through it
• Can a team member be a buddy / point of contact?

10. Add to team comms channels

• Check they know how to use them
• If not, sign-post them to the Tech Support sessions
• Welcome them into the chat

11. Starter task

• Something simple to complete before you next meet
• If taking on an EC / IC role, begin shadowing

12. Ongoing care

• Create a debrief schedule based on their needs
• If interested, invite them to a parent circle meeting

Congratulations - you have a new team member!

NO

Let them know

• Arrange a time to phone; inform them gently
• Reassure them that they’re valued and there’s a place for them in XR
• Ask if they’d like feedback and if they say yes, be kind and honest
  

Signpost to other options to find another role

• A Get Involved session
• The Get Involved page on the website or, if needed,
• Email Recruitment Support volunteer@extinctionrebellion.uk