Nonprofits

Policies signed, files complete

Onboarding, e-signatures, training and staff files in one place, for staff and volunteers alike.

See who hasn't signed your conflict of interest policy
Every new hire signs your whistleblower policy online
Staff and volunteers on one roster, their papers in one place

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When HR is a side job, the paperwork slips

Nonprofits held about 12.8 million jobs in 2022, nearly 1 in 10 private-sector jobs.* Every grant dollar gets reconciled before the report goes out. The volunteer driving the kids on Saturday doesn't.

*Source: U.S. Bureau of Labor Statistics

Ready before the first session with the kids

Three things to have in a volunteer's file before they work with children, and how each one gets there.

1Signed before the first sessionThe volunteer agreement, the child safety policy and the code of conduct go out for signature.
2CheckedYou set the background check result when it comes back; they fill in their profile and an emergency contact.
3TrainedThey finish child safety and mandated reporter training, sign each one, then get your program walkthrough.

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Each person's papers, staff and volunteers alike

A case manager's file: the three policies they signed, each with a certificate page, and the license that ran out last month.

Staff and volunteer paperwork, all in one place

Your own child safety course, a background check status for everyone, and a first read of your volunteer policy.

Your own child safety course

Your youth program rules on video. Staff and volunteers sign at the end, so you see who's done.

Background checks, staff and volunteers

Record where each person's check stands as the results come back.

A first read of your volunteer policy

Before volunteers sign it, the AI compliance check reads it for nonprofits.

A program coordinator's first weeks, set up once

An example plan for a program coordinator, built from your own policies and courses. Save it once, and each new coordinator starts from it.

1
Pre-boardingBefore day oneOffer LetterDocument to signConflict of Interest PolicyDocument to signComplete your profileTask
2
First DayDay oneWhistleblower PolicyDocument to signBring your I-9 documentsTaskTour the program siteTask
3
First WeekWeek oneDocument Retention PolicyDocument to signCode of Conduct & EthicsCourseSexual Harassment Prevention TrainingCourse · AI suggestedShadow a program sessionTask
4
First MonthMonth oneProgram walkthrough (your video)Course30-day check-inTask · AI suggestedStress Management & Burnout PreventionCourse · Extended
Jim HalpertProgram CoordinatorOnboarded · Day 30Pre-boardingFirst DayFirst WeekFirst Month

FirstHR fits every kind of nonprofit

Find your kind of organization below, and the rules it has to keep for staff and volunteers.

Social services and case managementSocial services and case managementSocial worker and counselor licenses, as your state requiresTime records that show the work of staff paid from federal grants

Youth programs and campsYouth programs and campsChild abuse reporting duties for staff and volunteers, as your state law sets themCPR and first aid cards where your state's camp rules require them

Food banks and meal programsFood banks and meal programsFood handler cards where your state or county requires themA valid driver's license for everyone who drives the van

Shelters and housing programsShelters and housing programsSurvivor confidentiality for every staff member, at VAWA-funded sheltersSleep time on shifts under 24 hours counted as work

Community health clinicsCommunity health clinicsA current license for every clinicianBloodborne pathogens training at hire and every year for clinical staff

Arts and cultureArts and cultureWork permits for child performers where your state requires them, as New York doesA signed copyright assignment before a contracted artist's work becomes yours

Churches and faith groupsChurches and faith groupsA minister's housing allowance, set by official action before it's paidNo Social Security or Medicare withheld from a minister's pay; they pay SE tax

Associations and advocacy groupsAssociations and advocacy groupsAn antitrust policy for meetings where competitors talkLobbying Disclosure Act registration for staff who qualify as lobbyists

Staff, part-timers, volunteers and the board

Everyone works from one setup. What changes is what each group signs and what sits in their file.

One setup: a plan per role, your policies, your courses

StaffThey sign: Conflict of interest, whistleblower and retention policiesOn file: Licenses with their dates

Part-timersThey sign: The same policies, in a shorter planOn file: Driver's licenses for program drivers

VolunteersThey sign: Volunteer agreement, child safety policyOn file: Background check status, food handler cards

The boardThey sign: This year's conflict of interest statementOn file: Each statement with its certificate page

Which rules reach your staff, volunteers and board

Find the group, and see what each rule asks of them.

Disclose conflicts of interest every year (Form 990, line 12b)StaffBoard
Know the whistleblower policy (line 13)StaffVolunteersBoard
Follow the document retention policy (line 14)StaffBoard
A background check before working with children (state and program rules)StaffVolunteers
Paid staff can't volunteer for the work they're paid to doStaff
No retaliation against reporters, no destroying recordsStaffVolunteersBoard