Workflows in VolunteerHub are designed to help nonprofits streamline their processes.
VolunteerHub’s workflow feature provides nonprofit organizations with an efficient and intuitive way to automate routine tasks, reduce administrative redundancy, and keep volunteers engaged. By using workflows, VolunteerHub users can set up automated sequences to streamline onboarding, place volunteers into appropriate groups, and send targeted communications.
Whether you’re managing a large team of volunteers or coordinating specific volunteer events, workflows can save your organization time while enhancing the volunteer experience.
What is a Workflow?
A workflow is a structured sequence of automated steps designed to execute specific actions in response to a trigger event. This process involves a series of interconnected tasks that are systematically carried out to achieve a particular outcome.
Each workflow consists of:
- Trigger – The action that sets the workflow into motion, such as a volunteer registering for an event or achieving a specific milestone.
- Action – The response that occurs once the trigger is activated, like sending an email, assigning a volunteer to a user group, or notifying an administrator.
- Settings – Optional configurations that allow further customization, such as setting conditions or additional actions based on the volunteer’s group or event type.
Key Benefits of Creating Workflows in VolunteerHub
- Automate Routine Tasks: Workflows significantly cut down on manual labor by automating a variety of tasks, such as sending out email communications, organizing volunteers into appropriate groups, and updating their status within the system. This automation not only saves time but also minimizes the risk of human error.
- Improve Volunteer Engagement: By setting up timely, automated follow-ups, workflows ensure that volunteers consistently feel appreciated and well-informed.
- Customized Communication: Workflows allow you to send highly tailored messages to different volunteer groups based on their specific actions, such as being enrolled in a volunteer group or taking an action within your instance of VolunteerHub. This level of customization ensures that each volunteer receives relevant and meaningful communication, enhancing their overall experience with your organization.
Below, are some of the triggers and actions found in VolunteerHub.
How to Get Started with Workflows in VolunteerHub
Setting up a workflow is straightforward and user-friendly, ensuring that even those new to the system can navigate it with ease. Each workflow is built upon three fundamental components that serve as its backbone: Triggers, Actions, and Settings.
- Request a Demo of VolunteerHub (If your org isn't already using it)
- Implement VolunteerHub
- Create Your Workflow
- Select a Trigger
- Define an Action
- Customize and Save
Examples of Practical Workflows in VolunteerHub
Onboarding New Volunteers
To ensure each new volunteer completes all onboarding steps, create a workflow that assigns them to an “Onboarding” group as soon as they create an account. You can set up automated emails guiding them through your orientation materials, background checks, and other prerequisites.
Grouping Volunteers by Organization
When volunteers from a corporate partner, such as “Bank of America,” sign up, they’re automatically placed into their user group by visiting a specific landing page. This makes it easier to manage corporate partnerships and track engagement from particular organizations.
Recognizing Volunteer Milestones
Recognize and celebrate volunteer achievements by setting up workflows that send a congratulatory email when a volunteer reaches a certain number of hours. Volunteers love recognition, and this small gesture can encourage continued engagement.
Informing Administrators
Workflows can be configured to alert an administrator when certain events occur, such as a new volunteer joining a specific group or when a volunteer achieves a milestone. This can be particularly useful for tasks requiring immediate attention, like background checks or application reviews.
Tips for Maximizing Workflows in VolunteerHub
- Thoughtfully Combine Triggers and Actions: Craft workflows that create a smooth journey from registration to orientation, ensuring every step is efficient and engaging.
- Leverage Landing Pages: Use landing pages as gateways to specific workflows, allowing you to customize experiences for various volunteer groups effortlessly.
- Maintain Volunteer Engagement: Deploy workflows to deliver timely follow-ups, including reminders for upcoming events, milestone celebrations, or important updates, keeping volunteers informed and motivated.
Learn More About VolunteerHub and Workflows?
VolunteerHub’s workflow feature provides the flexibility and customization you need to automate essential parts of your volunteer management process, on top of all the other great features found in VolunteerHub software. Ready to see how VolunteerHub can streamline your volunteer program?
