How Cedar Springs Built a Safe, Compliant, and Welcoming Volunteer System

Background

Cedar Springs Presbyterian Church is known for its deeply relational ministry and strong commitment to nurturing the next generation. With hundreds of volunteers engaging across various ministries—many of which involve minors—Cedar Springs recognized the growing need to minimize risk, increase compliance, and streamline the volunteer onboarding process without compromising the warmth and hospitality that define its community.

The Challenge

While background checks and policy compliance were already in place, gaps in consistency and manual processing left opportunities for risk—especially in ministries involving children and youth. Cedar Springs set out to design a systematic, automated volunteer pipeline that would:

• Ensure no adult interacts with minors without appropriate vetting
• Maintain a hospitable and relational onboarding experience
• Enable ministry leaders to monitor and manage volunteer compliance efficiently

The Solution: A Relational Yet Automated Pipeline

To support its vision for a safer, more welcoming volunteer environment, Cedar Springs Presbyterian Church partnered with Solertiae to develop a centralized, policy-driven volunteer pipeline in TouchPoint that every prospective volunteer must complete before engaging in service. This system not only reinforces child safety and compliance but does so in a way that maintains the church’s relational and hospitable ethos.

The process begins on the church’s website, where individuals can explore various ministry opportunities. If someone expresses interest in serving but has not yet gone through the official pipeline, they are automatically redirected to begin the onboarding process. From there, volunteers are guided through a smart intake form using TouchPoint’s new Registration Form that screens for eligibility. Based on their responses, some may be asked to submit two references, while minors trigger an automated parental notification to ensure transparency.

Once submitted, a series of automatic communications is set in motion. Volunteers receive a confirmation email, references are contacted with evaluation questions, ministry leaders are notified of the new interest (without needing to take immediate action), and parents are informed if a minor is involved. This communication flow is designed to be both informative and non-intrusive.

Cedar Springs also built in administrative flexibility. Ministry leaders and designated staff have the option to fast-track certain applicants—moving them directly to the background check phase if deemed appropriate—without waiting for references to respond. The following day the volunteers receive one of two tailored emails: one indicating preliminary approval with next steps and required policies, or one flagging an issue and offering follow-up instructions.

To keep everything on track, the system runs weekly automations every Monday. Volunteers with outstanding background checks or reference requirements receive reminder emails. Simultaneously, references who haven't yet responded are nudged again. As background checks are completed, HR is notified for final review and approval.

TouchPoint dashboards give ministry leaders real-time insights into the pipeline. They can easily identify volunteers with missing or expired background checks, spot minors approaching adulthood who will need to complete adult onboarding and track those due for annual policy renewals. This proactive oversight helps prevent lapses and ensures a high standard of diligence.

Finally, to maintain compliance and reinforce safety culture, all volunteers are required to re-acknowledge church policies annually. An automated email prompts them to review and sign off, completing the loop of accountability and care that defines Cedar Springs’ approach.

 

 

Results

Cedar Springs’ Volunteer Pipeline 2.0 offers a seamless blend of automation and care. The church is now able to:

• Ensure 100% due diligence before volunteers serve with minors
• Proactively manage risk and respond to upcoming compliance issues
• Equip ministry leaders with the tools to act quickly, when needed
• Preserve a welcoming, relational volunteer experience through friendly messaging and transparent communication

Looking Ahead

Cedar Springs continues to improve the pipeline by monitoring data, gathering feedback from leaders and volunteers, and planning enhancements like mobile-first workflows and simplified access for seasonal events.

The church’s model offers a blueprint for other faith-based organizations seeking to balance relational ministry with rigorous safety standards—all while maintaining a spirit of hospitality.