Trinitas Volunteers

Roles and application checklists

Defining what exists and what it takes to be approved.

The role catalog

/admin/roles is the CRUD for the nine (or however many, later) volunteer roles. Each role has:

  • Slug — stable internal identifier (sound, greeting, catechism, …). Don’t change slugs after a role is in use.
  • Name — display name on the site and in emails (“Sound”, “Greeting”…).
  • Arrival time — what time volunteers in this role need to show up Sunday morning. Used in reminder emails and calendar events.
  • Default slots per service — how many people to schedule in this role each Sunday (Greeting = 2, Catechism = 2, most others = 1). Overridable per service.
  • Description — free-form. Shows up when a volunteer is applying.
  • Display order — controls the order roles appear in review grids and pickers.
  • Active — inactive roles don’t appear in the application form, generator, or pickers. Existing assignments aren’t removed.

Application checklists

Under each role is its application checklist — an ordered list of steps a new applicant has to clear to be approved.

Each step has:

  • Label — what the applicant (and you) see (“Attended the intro meeting”, “Background check passed”).
  • Self-attestable vs admin-confirmation-required — determines whether the applicant can check the step themselves or whether only an admin can.

Applicants see the checklist on their application page; admins see the same checklist on the applicant-review page. An application can only be approved once every step is checked.

Per-role eligibility rules

Beyond the checklist, some roles have prerequisite rules:

  • Minimum tenure weeks — “must have been active for 8 weeks before being eligible for Sound.” Prevents brand-new volunteers from jumping to technically-sensitive roles.
  • Requires other role first — “Catechism requires Greeting eligibility.” Forces a pathway.
  • Preferred frequency cap — suggestion to the scheduler (“never more than every 3 weeks”). Soft by default, enforceable per-quarter via the generator’s strictness knob.

Archiving a role

Inactive roles are hidden from new applications but retained in history — past assignments still show up in the directory and audit log. Renaming a role is fine; changing its slug is not.