Every month, Kate Teves, HR consultant, recruiter and founder of The HR Pro, answers Realtors’ questions about anything and everything related to human resources. Have a question for Kate? Send her an email.
Question: Our team was recently approached by someone looking to build their experience. We aren’t hiring, but can they volunteer? They offered to volunteer in the first place.
Kate: Extra help is always welcome—especially during the busy season, marketing blitzes, or when that new CRM system isn’t quite setting itself up. Whether you’re a brokerage, a growing real estate team, or a solo agent juggling everything from listings to lockboxes, bringing on a student, intern, or “volunteer” can sound like a win-win.
There are uncompensated, time-bound and otherwise non-committed arrangements. But if you’re not careful, that “helpful extra set of hands” can land you in hot water with the Ministry of Labour.
Let’s explore the dos and don’ts of hiring interns, co-op students, field placement students, and volunteers in real estate and other businesses and why that “free help” might not be so free after all.
A cautionary tale: The curious case of the office volunteer
Once upon a Tuesday, a real estate team brought in a university student named Alex* who “just wanted to learn” and offered to volunteer for the summer. Alex organized marketing materials, booked stagers and photographers for listings, put CMAs together, and even managed the agents’ calendars. One afternoon, while carrying a stack of signs down a narrow staircase, Alex slipped, fell, and broke his ankle. While Alex was hesitant to take action, his parents were not.
Cue the paperwork parade: the Workplace Safety and Insurance Board got involved. The Ministry of Labour was called. Questions were asked: “Was Alex paid? Was he officially employed? Was this part of a school program?”
The business had no documentation, no formal agreement, and no insurance coverage for “volunteers.” Suddenly, that free help became a very costly oversight, including potential fines, back pay, and liability.
For-profit businesses can’t use volunteers–here’s why.
Let’s be clear: if you’re running a for-profit real estate business (or any other for-profit business), you cannot engage volunteers in the way non-profits or charities do. In most provinces, including Ontario, volunteers are only legally recognized when working for non-profit or community-based organizations. If someone is doing work that benefits your business, and you’re not paying them, you may be violating employment standards, even if they insist they “don’t need pay.”
If they’re doing real work (filing, cold calling, managing your CRM, assisting at events), they’re likely considered an employee under the Employment Standards Act and must be paid at least minimum wage. The Ministry won’t be swayed by “but they offered”; it’s your responsibility as a business owner to know your obligations and restrictions.
Interns, co-op students, and field placements: The legal path
Now, here’s the right way to get help and provide a valuable learning opportunity: through structured, school-approved placements.
Teaching at Humber College’s Longo’s School of Business for the last two years has given me the immense pleasure of meeting countless talented, dedicated and incredibly intelligent people looking to hone their skills and offer their already substantial expertise to a potential employer for one to two semesters at a time.
If you’re working with a co-op student or field placement intern through a recognized academic institution, the student may legally work unpaid and is not considered an employee under employment law if the placement is:
- part of their formal curriculum,
- supervised and time-bound,
- governed by a written agreement between your business and the school.
But here’s where it gets tricky: educational institutions have their own criteria for approving employers. Not every real estate business qualifies.
Brokerages are often seen as more structured, with HR policies, supervision, and a consistent work environment. Real estate teams may qualify depending on their size and operational setup (e.g., a team with a dedicated office, admin support, and mentorship structure).
Solo agents, on the other hand, may struggle to get approval. Schools want to ensure the student has supervision, a safe environment, and a learning plan. If you’re working out of your car, kitchen, or showing properties solo all day, they may (understandably) say “thanks, but no thanks.”
Best practices (So you don’t end up in a WSIB report)
- Never bring on a volunteer in a for-profit real estate business. Full stop.
- Only accept unpaid interns or students through a formal partnership with a high school, college, or university.
- Get it in writing. Use the school’s placement agreement. Define the role, responsibilities, schedule, and supervision.
- Don’t treat students like employees. They’re there to learn, not to replace your admin.
- Check your insurance. Many schools cover students under their policies, but if they don’t, you must ensure your business is covered, especially if they’ll be attending open houses or driving for signage.
- Offer a positive, structured learning environment. It’s not just about liability—it’s about reputation and future talent.
Cutting corners can cost you more than you saved. Whether you’re running a brokerage with 50 agents, managing a top-producing team, or hustling as a solo agent, the rules around interns and students are protection for everyone involved.
Kate Teves is the founder and COO of the HR Pro, a recruiter and a Human Resources Professional who focuses on the real estate industry by finding incredible people to support solopreneurs, teams and brokerages. She also helps leaders and managers build HR processes and design a culture and mindset that facilitate business growth and employee development.