Recruiting, coordinating, and communicating with volunteers is among the most challenging aspects of VBS or summer programming. These best practices and tools in your ChMS can help reduce the workload and keep your event running smoothly.

Register Volunteers Separately

Use a separate registration form for volunteers rather than adding them to your main event form. Mixing the two creates clutter and confusion, and a long or complex form lowers sign-up rates.

Create Groups for Better Coordination

Think about how you plan to communicate with volunteers and how volunteers will need to communicate with each other.

• If your needs are simple, placing all volunteers in a single group may suffice.
• If different teams need different information or will connect frequently, create a separate group for each team.

This setup makes it easy to reach the right people. It also lets volunteers connect with each other via the mobile app or by logging in online.

Tip: Use Workflows to automate group placement and communication as volunteers sign up. Learn more about automating event registration with Workflows.

Volunteer Registration Methods

There are two ways to register volunteers: Group Finder and a Registration Form.

Group Finder

Group Finder is a simple, low-friction sign-up option that can be capped. (What is the Group Finder?)

1. Advantages:
   • Set a maximum number of members per group to limit sign-ups to exactly the number you need.
   • Sign-up takes one click: find a group, select Join, and the volunteer is registered.
   • Group leaders automatically receive an email notification when a new member joins their group.
   • If your VBS groups are tagged with a specific group property, use the Group Finder Share View to share a filtered list of only those groups.
2. Considerations:
   • Does not allow you to collect additional information, such as T-shirt size or preferred contact method.
   • Assumes volunteers have read and understood the commitment for the area they are serving, including their availability.

Registration Form

1. Advantages:
   • Collect as much information as needed, including volunteer availability.
   • Support add-on items with cost. (Note: Giving Integration is required for form payments.)
   • Trigger Workflows on form submission to send automated email or SMS notifications and assign interactions.
   • Forms are accessible through the integrated mobile app.
2. Considerations:
   • Requires additional setup time upfront (for example, building workflows), though this often saves time later.

Communicate Early and Often

People are busier than ever. Consistent, concise communication keeps everyone informed and aligned. Use mass email or SMS, and schedule messages in advance whenever possible.

1. Before the event:
   • Let volunteers know their responsibilities, arrival times, and other key details.
   • Include contact information for a point person who can answer questions.
   • Thank volunteers for their time and encourage them to pray before the event.
2. During the event:
   • Schedule email reminders for the day before each volunteer is scheduled to serve.
   • Send (or schedule) a midweek message with an encouraging scripture or a simple word of appreciation.
3. After the event:
   • Thank volunteers for serving. You could not have done it without them.

Tip: Use the ChMS mass text (SMS) service to send reminders or last-minute changes. People who miss emails almost always check their phones.

Security and Background Checks

Keep safety top of mind as you prepare for VBS. Ensure that everyone serving has completed the required background checks. Use the integration with Protect My Ministry to manage this process and access resources on general child-safety best practices.

Updated August 21, 2026 16:29