Bringing new volunteers into Scouting is one of the most important things we do as managers and leaders. A positive first experience helps people feel part of the team, understand their role, and stay involved for longer.
This section is designed to help you support and onboard new volunteers effectively — from the first conversation through to their full integration into your team. You’ll find guidance on topics such as introductions, DBS checks, role allocation, training, and ongoing support.
Use the sections below to explore practical steps, templates, and good practice for welcoming new adults.
Initial Enquiry
Before you proceed
- Acknowledge the enquiry promptly and thank them for offering time and skills.
- Capture contact details, availability and preferred type of role (youth-facing, support, occasional).
- Share a brief outline of how volunteering works at Scouts and the next steps in the joining journey.
Keep it friendly and fast — momentum helps conversion.
Store enquiry data securely and only for the purposes of recruitment.
What to do
- Arrange a short call or email follow-up to understand interests, skills and any access needs.
- Explain safeguarding culture and safer recruitment, including references and disclosure checks.
- Signpost to local meeting times, locations and who they’ll meet next.
Support your volunteer to log in and complete their declarations.
Declaration & Membership System
Before you proceed
- Create or update the volunteer’s profile in the membership system.
- Ensure the volunteer has accepted any role agreements and declarations.
Accurate records reduce admin later and speed onboarding.
What to do
- Add role assignment and set start date once checks are underway.
- Confirm contact preferences and data protection statements.
Role Chat
Before you proceed
- Review availability, interests and local vacancies.
- Decide together on a suitable role, expectations and time commitment.
Offer reasonable adjustments and flexible options.
After agreement, start disclosure & references.
What to do
- Outline responsibilities, training (Growing Roots) and support.
- Agree a start timeline and any taster sessions.
- Explain that safer recruitment steps will start now.
Ensure you have requested the disclosure via MyMembership first.
Declaration & Membership System
Before you proceed
- Create or update the volunteer’s profile in the membership system.
- Ensure the volunteer has accepted any role agreements and declarations.
Accurate records reduce admin later and speed onboarding.
What to do
- Add role assignment and set start date once checks are underway.
- Confirm contact preferences and data protection statements.
References
Before you proceed
- Identify two appropriate referees (not family; at least one outside Scouts).
- Confirm accurate referee contact details.
References should reflect reliability, safeguarding awareness and suitability.
What to do
- Send reference requests promptly using the membership system or your local process.
- Review responses for suitability; follow up on any gaps or concerns.
- Record completion in the membership system.
Internal Checks
Before you proceed
- Complete any required local checks or approvals as per Policy, Organisation & Rules.
- Ensure conflict of interest declarations are captured where relevant.
Keep any sensitive information restricted to those who need to know.
What to do
- Notify the Group or District leadership team as required.
- Record outcomes securely and signpost next steps.
Support your volunteer to enrol and complete Growing Roots modules.
Growing Roots — GLV Support Guide GLV
Before you start
- Confirm the volunteer’s role is in the Scouts membership system.
- Make sure references are returned and the disclosure (DBS) is completed.
- Explain what Growing Roots is and agree check-in dates for progress.
Safety & Safeguarding within 30 days. Remaining modules within 6 months.
Start with short modules, check “Learning you need,” and enrol together if helpful.
Step-by-step
- Ask the volunteer to log in to My Learning and open Learning you need.
- Review which modules are listed; if something’s missing, assign the correct skills.
- Enrol on each required module (use Available courses if no enrol button shows).
- Set a plan to complete Safety & Safeguarding within 30 days; others within 6 months.
- Check progress regularly (My Progress / My Overview).
- Celebrate completions and schedule First Response if the role has direct youth contact.
Use Microsoft Bookings — the meeting runs on Microsoft Teams.
Welcome Conversation — Instructions for Group Lead Volunteers GLV
Before you book
- Confirm the new volunteer is in the membership system with their details recorded.
- Ensure references are returned and the disclosure (DBS) is completed.
- Have an initial local chat covering role, availability, taster/meet the team, and questions.
- Explain what a Welcome Conversation is and that you will attend with them.
The GLV must complete the booking (not the volunteer).
A Teams calendar invite is emailed automatically after booking, with a same-day reminder.
Step-by-step booking
- Open the booking portal and check available slots.
- Ask the volunteer which date/time they can attend. Make sure you can attend too.
- Select the correct Welcome Conversation type.
- Under Select Staff, choose a Welcome Conversation Volunteer who is not a leader from your group.
- Pick the best available date and time.
- In Details, enter the new volunteer’s name and email.
- In Guest emails, enter your own email address so you receive the invite copy.
- Submit the booking and check your inbox (and spam/junk) for the invite.
On the day
- Join the Teams meeting from the invite.
- Be ready to welcome, support and clarify expectations for the volunteer.
Key reminders
- GLV attendance is required.
- The selected conversation volunteer must be independent (not from your group).
- Use your email in Guest emails to receive the confirmation and reminder.
