Planning the exact start and end dates of your volunteer trip can be quite challenging. There are several aspects to take into account like available volunteer spots, fixed starting dates, flight times, or getting the time off from work.
For this reason, it is not uncommon that you may want or need to change the dates of your volunteering trip after you have already started your application. Here is what you need to do to change your application: Additionally, if you wish to switch to an entirely different program, this can also be accommodated. Volunteer World facilitates such changes while ensuring that deposit policies and availability of alternative programs are taken into account for a smooth transition.
Submit a new application with the updated travel dates. Use the application form on the Volunteer World platform and ensure all details are accurate.
Notify your project coordinator about the changes using the application message thread or the platform’s contact tools.
Provide the new application ID for a seamless deposit transfer process.
Before paying the deposit
The exact dates are often discussed in the early stage of the application. When you start your initial application, you need to select the start and end dates of your trip. The project coordinators will check if these dates are available and confirm them or suggest alternative dates. Don't worry - you will be able to agree on dates that work for both parties!
To change the dates at this point, the project coordinator will simply need to change their offer. This can be done very easily in our system and the fees will be adapted accordingly. Before moving on to other steps in the booking process, check that the dates are correct. If not, you will have to ask the coordinator to send you another offer before paying the deposit. The deposit amount will be applied in full to confirm the new dates. Always verify the updated amount in your reservation confirmation and keep track of your deposit status in your Volunteer World account to avoid any confusion.
After the application has been finalized
Even if it is no longer possible to change your application in our system after the deposit has been paid, don't worry - we have a solution! You will need to contact the project coordinator and our support team at Volunteer World to inform us of the desired changes. Our team will assist you. It is recommended to submit a new application with updated dates and provide the application ID to facilitate the transfer of your deposit. Ensure the project coordinator is informed through the platform’s contact tools for a smoother transition. Our support team will guide you through the process of applying your deposit to the new program. If necessary, they will also assist in closing any open PayPal cases related to the deposit to ensure the transition is smooth and hassle-free.
If the length of your stay remains the same and you only need to reschedule the starting date, please discuss this with the project coordinator. If he/she agrees, you can change the dates in your calendar without starting a new application. Additionally, direct communication with the host organization can help finalize adjustments to your preferred dates and includes alignment on any remaining payments for the program.
In case you decide to stay on the project longer, you will need to start a second application for the additional weeks. To do so, simply apply to the program as you’ve done before and select the new start and end date. Once you have received a new offer, contact our team via chat or e-mail. We will transfer the deposit you have already paid to your new application and assist you in paying the difference. Finally, we will manually confirm your application. Make sure to include the application IDs for both your previous and new applications when contacting Volunteer World to ensure efficient deposit transfers.
Handling Deposits When Making Changes
If you are transferring your deposit to a completely different program, ensure it aligns with Volunteer World’s transfer policies. Contact the support team with accurate application IDs for both the original and new programs to streamline the process, making use of deposit credits effectively.
When dealing with deposits, make sure to understand the policies related to transferring or confirming them. Surplus amounts from deposits will not be refunded but will be retained as credits usable for future programs, ensuring a seamless booking experience for your volunteering needs. If only part of your deposit is transferred to the new application due to cost differences, the remaining balance will be credited to your account. This balance can be used to book another program in the future, offering flexibility in managing your volunteering plans. If you wish to transfer your deposit to a new program, you need to provide the application ID for both the previously canceled application and the new program. This information is required for Volunteer World to process the deposit transfer efficiently. Make sure all details are accurate when submitting this request. If payments have been made directly to the host organization outside of Volunteer World’s platform, discuss with the host regarding potential refunds or transfers. Always verify these conditions in advance to avoid unexpected issues. Maintaining clear records of correspondence and application IDs is crucial for a smooth handling of date changes and deposit transfers. If changes to your program dates result in additional charges, an invoice will be issued to cover the balance. Discuss credits for unused bookings directly with the Volunteer World support team to ensure all financial transitions are smooth.