Managing Church Volunteers and Rotas: A Practical Guide

Ask people personally

A notice in the newsletter rarely fills a rota. Most people say yes because someone asked them directly. Explain what the role involves, how often it comes round and who they’d be working with.

Be clear what each role involves

Write a short description for each role, even if it’s three lines. A volunteer agreement sets out what volunteers can expect from you and what you hope from them. Make clear it isn’t a contract.

Take extra care with children and adults at risk

For these roles, follow your denomination’s safer recruitment process. That usually means an application form, references and the right check: DBS in England and Wales, PVG in Scotland or AccessNI in Northern Ireland.

Record the check, not a copy of the certificate. Our guide to what churches can keep after a DBS check explains why.

Pay expenses, not wages

Volunteers aren’t paid for their time, but you can cover their real costs, such as travel, food and drink or equipment they buy. GOV.UK warns that any other payment, reward or benefit in kind could make them count as an employee or worker.

Workers have rights such as the minimum wage. So keep to actual expenses, and keep the receipts.

Plan rotas people stick to

• plan a few months ahead, so people can plan around holidays
• spread the load, so the same few people aren’t on every week
• send a reminder a few days before, with an easy way to reply
• ask people to mark weeks they’re away before you fill the rota
• make swapping simple, and tell the organiser when it happens

Look after their details

Volunteers’ contact details are personal information. Share phone numbers and emails only with the people who need them, such as the rest of that rota. Your privacy notice should say how you use them.

Say thank you

Thank people often and by name. Check in with long-serving volunteers, and make it easy to step back without feeling guilty. People who leave on good terms often come back.