Campaign Volunteer Onboarding Checklist

Welcome the person, not only the labour

A volunteer should be greeted by name, introduced to the person leading the shift, shown where to put belongings, and told what the next two hours will look like. That basic organization signals that the campaign respects their time.

Do not make new volunteers wait while leaders decide whether there is work for them. The first task should already be prepared.

Confirm practical information

• Preferred name, contact method, and emergency contact where appropriate.
• Availability, transportation, accessibility, and language needs.
• Comfortable roles and any relevant experience.
• The supervisor or shift lead for the current task.
• The campaign communication channel used for schedule changes.
• Where and how the volunteer checks in and out.

Explain the boundaries of the role

Volunteers should know what they may say publicly, who handles media, how expenses are approved, what to do with resident complaints, and which decisions require a lead. This protects the volunteer from being placed in a situation they were not trained to manage.

For data roles, explain that access is limited to campaign work, passwords are not shared, records are not copied to personal files, and access may be removed when the task is complete.

Train for the first task

Use a short explanation, demonstration, practice, and check for understanding. A new canvasser should practise the opening. A caller should place a test call. A data volunteer should enter a sample record. A sign team should review safe placement and tracking.

The volunteer should know who to contact during the task and what to do when the normal process does not fit.

Close the first shift intentionally

Ask how the task went, record any role preference or concern, thank the volunteer, and offer a specific next opportunity. Do not assume someone who enjoyed the shift will search the website for another date.

Remove temporary access or collect controlled materials when the task does not continue.

A practical example

A volunteer arrives for data entry. The lead confirms their contact information and availability, explains the confidentiality rule, creates a limited account, demonstrates one record, and watches the volunteer complete a sample. At the end of the shift, the lead removes the temporary export permission and schedules the volunteer for another supervised session.

Working checklist

• Greet the volunteer and introduce the shift lead.
• Confirm contact, availability, accessibility, and transportation needs.
• Explain the role, time commitment, communication channel, and boundaries.
• Provide the minimum system or information access required.
• Review privacy, safety, public communication, and escalation rules.
• Demonstrate and practise the first task.
• Check out materials and equipment.
• Debrief, thank, and offer a specific next shift.

Common mistakes

• Leaving a new volunteer alone in the office while the team gets organized.
• Giving administrator access because it is faster than setting permissions.
• Assuming an experienced professional does not need campaign-specific training.
• Collecting unnecessary personal information.
• Ending the shift without asking the person to return.

Sources and further reading

• Office of the Privacy Commissioner of Canada — Guidance for political parties on protecting personal information
• Canadian Centre for Cyber Security — Fact sheet for Canadian political campaigns
• National Democratic Institute — Campaign Skills Handbook

Election law, privacy, calling rules, voting methods, and campaign-finance requirements vary by jurisdiction and can change. Verify current requirements with the applicable election authority before acting.