Workforce and Volunteers
Supporting Sustainable Clubs Through Strong Volunteer Systems
Volunteers are the backbone of every rugby club. From coaches and managers to BBQ coordinators and presidents, your club’s ability to recruit, retain, and support volunteers directly impacts your performance, participation, and culture.
This page provides a complete guide to Volunteer Management, including planning, recruitment, induction, and long-term sustainability.
A strong volunteer management plan helps your club operate consistently, reduce burnout, and ensure a great experience for everyone involved.
Volunteer Roles - List of key positions with responsibilities
Recruitment Strategies - How you find and invite new volunteers
Induction & Training - How you welcome and prepare them for success
Recognition & Retention - How you keep volunteers motivated and appreciated
Succession Planning - How you identify and prepare future leaders
Download - Volunteer Framework
Clear role descriptions help volunteers understand what’s expected, feel more confident, and avoid role confusion. Every club should have written descriptions for key roles, including:
Each template includes:
- Time commitment
- Key duties
- Desired skills/experience
- Support provided
You can tailor these to suit your club size and structure.
Without a plan, volunteer burnout is inevitable. Succession planning ensures you’re always preparing the next group of leaders — before roles become vacant.
Best practices:
- Identify critical roles and when terms end
- Shadowing: allow new volunteers to observe a role before taking it on
- Use short-term “try-before-you-commit” task-based roles
- Ask early in the season who might be willing to step into future roles
Download - Management Committee Handover
Induction is more than a quick briefing — it’s how your club sets volunteers up to succeed.
Your volunteer induction should include:
- Welcome letter or email from the committee
- Overview of club structure and key contacts
- Role-specific training (in person or via checklist)
- Introduction to club policies and values
- Info on using key systems (e.g. Rugby Xplorer, social media tools)
Training resources to consider:
- Smart Rugby/ RA coaching courses
- Working with Children Check (WWCC) process
- Shadowing or mentoring programs for key roles
Download - Volunteer Induction Guide
Keeping volunteers is just as important as recruiting them.
Simple retention strategies:
- Public thanks via social media, newsletters, or at events
- Volunteer of the Month recognition
- End-of-season appreciation event or gift
- Encourage feedback and listen to concerns
- Rotate roles or allow flexible involvement
