Docs › Festival

Reviewing volunteer applications

Approve, waitlist or decline, one at a time or in bulk.

Open Applications. Each row shows the volunteer, their reference (for example VOL-2026-0042) and status. Anyone who'll be under 18 at the festival is flagged.

Making a decision

  1. Click a volunteer to see their answers, availability and emergency contact. Photo ID and documents appear if you have the Documents permission.

  2. Choose Approve, Waitlist, Decline or Ask for more information.

  3. Add a message if you like. It's included in their email.

  4. Click Confirm and email. The volunteer is emailed straight away.

The deposit decision

Approving always asks about the deposit:

  • Deposit required raises a deposit at the festival's amount and starts the payment window.

  • Exempt from deposit needs a reason. Their pass is released straight away.

Bulk decisions

Tick several volunteers to approve, waitlist or decline them together. The same message and deposit choice applies to everyone selected.

Declining, cancelling or withdrawing an approved volunteer voids their pass automatically.

What happens next

Approved volunteers are emailed a link to pay their deposit. The portal invite is separate: open the volunteer's record and click Send portal invite when you want to give them access. Waitlisted volunteers stay on file, ready to approve if a place opens up.