# 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](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-text-version-of-flow)** of the flowchart. #### Visual Flowchart
[![Welcome & Onboarding Your New Volunteer ~ Flowchart [no links].jpg](https://rebeltoolkit.extinctionrebellion.uk/uploads/images/gallery/2025-01/scaled-1680-/flowchart-for-integrators-new-applicant.jpg)](https://rebeltoolkit.extinctionrebellion.uk/uploads/images/gallery/2025-01/flowchart-for-integrators-new-applicant.jpg))](https://cloud.extinctionrebellion.uk/s/jiEyBsRHzFYtSgr) #### 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](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-yes) OR [NO](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-no)** #### **YES** ##### 5. Let them know and send some simple info - Confirm they agree with the [Principles and Values](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-xr/page/our-principles-and-values) of XR - Intro to XR talk and / or [Intro to XR](https://rebeltoolkit.extinctionrebellion.uk/books/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](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-the-job-of-welcoming) 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](https://rebeltoolkit.extinctionrebellion.uk/link/1521#bkmrk-hand-signals) - [Avoid jargon / acronyms](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-xr/page/glossary). 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**](https://rebeltoolkit.extinctionrebellion.uk/link/1771#bkmrk-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](https://rebeltoolkit.extinctionrebellion.uk/books/intro-to-technical-and-data-services/page/gdpr-and-personal-data#bkmrk-what-is-gdpr%3F) 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](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-%2Aa-buddy-is-vital-fo)? ##### 10. Add to team comms channels - Check they know how to use them - If not, sign-post them to the [Tech Support sessions](https://rebeltoolkit.extinctionrebellion.uk/books/directory-of-talks-and-training/page/tech-support-sessions-and-training) - [Welcome them](https://rebeltoolkit.extinctionrebellion.uk/link/1767#bkmrk-new-volunteer-in-the) 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](mailto:volunteer@extinctionrebellion.uk)