VolunteerMatters | Features
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Features

Volunteer Portal

The volunteer portal provides a central forum for volunteers and administrators alike. Prospective volunteers can browse a catalog of volunteer opportunities and apply to become an active volunteer. Active volunteers can sign-in to the portal for a more personalized experience. They may apply for new credentials, update their profile, check-in and out of current assignments, sign-up for future needs, and submit feedback surveys for completed assignments.


Your volunteer portal is mobile-responsive, changing its layout based on the device being used so anyone can enjoy the full benefit of the portal regardless of whether they are on a mobile phone, tablet, laptop, or desktop.

All system features are completely mobile-native allowing users of all types to perform the full suite of functions from any device. This includes everything from a new volunteer submitting an application, to vetted volunteers managing their schedules and assignments, to administrators who are managing communications, approvals, attendance, and reporting.

Project Catalog

Our system provides the ability to create a well-branded, online catalog of all of your volunteer projects.  For each project in the catalog, along with links to sign-up for specific needs, you may describe the volunteer roles, scheduling, categories, benefits, and requirements to participate.  The catalog allows volunteers to self-search for opportunities that match their skills, interests, and schedules.  Administrators may also direct traffic to the project catalog through built-in social media and email invitation tools.  You may either link to the project catalog from your website or integrate the project catalog directly into your website via our project API.  

Project Management

Create any number of volunteer projects where you can define and advertise your needs for volunteering. A project might be a special event, ongoing program, or any other initiative that requires the support of volunteers. Each project has the flexibility to support multiple types of needs including shift work, item donations, task assignments, and positions. Administrators can easily recall project statistics to understand where needs have been met, where additional resources are required and what the outcomes of the project were – including volunteer feedback and impact metrics.



You may advertise your needs via an online volunteer project catalog – a central resource for volunteers to search, browse and sign-up for your volunteer opportunities. From the catalog they may also use our integrated social media tools to easily post well-branded information about your projects via their favorite social media sites.

Volunteer Application

Your new application form will be hosted with VolunteerMatters and styled with your organization’s branding so the applicant feels as if they never left your website.  With our application processing you may request any type of information including personal contact Information, volunteer’s skills, interests, availability, and preferences. Designate which fields are required and which should appear or hide depending on how the applicant may have answered an earlier question.   You may also customize the application process based on the volunteer’s role.  For example, one position may require a criminal background check while another may require specialized training.  Each time volunteer returns to volunteer again, the system will analyze the new volunteer role to see if there are additional application requirements for the new position.  This adaptive approach simplifies the application by eliminating irrelevant questions whenever possible, allows the volunteer to elaborate further when necessary, and validates required application elements every time the volunteer signs up for something new.  Moving to an online process encourages consistency in volunteer vetting, eliminates paperwork, centralizes documentation, and ensures a safe, efficient and convenient process.

Credentials

VolunteerMatters mitigates institutional risk through the use of systematic and automated processes for legal waivers, certifications, background checks, and training.  VolunteerMatters tracks the status of each, provides a review process, sends notifications when items change, and automatically restricts a volunteer’s activity based on an improper status of any of these elements. Depending on the severity of the compliance issue, a volunteer may be removed from future assignments, prevented from signing-up for new needs, or restricted from signing-in to a project or facility.

 

Credentials may include:

 

  • Electronic signature of legal statements (e.g., liability waiver, photo release, etc.)
  • Certifications (e.g., drivers license, CPR certification, etc.)
  • Training (Integration with 3rd party learning management systems to automate online course enrollment and completion)
  • Background checks (Integration with 3rd party background check services)


Credential applications may be automatically approved or require an approval process.  The system alerts administrators to any credentials that require action.  Credentials can also have rules to automatically expire after a certain number of months or on a particular day of the year – requiring the volunteer to re-apply.

 

A credential may be required of all volunteers (e.g., electronically signing a liability waiver) or it may only be required when taking on certain roles or positions (e.g., background check, medical certification, drivers license, etc.)  Real-time audit tools verify compliance across projects and locations, providing peace of mind that your volunteer workforce is properly vetted and equipped to safely perform their service.

Attendance/Hours Tracking

Your new application form will be hosted with VolunteerMatters and styled with your organization’s branding so the applicant feels as if they never left your website.  With our application processing you may request any type of information including personal contact Information, volunteer’s skills, interests, availability, and preferences. Designate which fields are required and which should appear or hide depending on how the applicant may have answered an earlier question.   You may also customize the application process based on the volunteer’s role.  For example, one position may require a criminal background check while another may require specialized training.  Each time volunteer returns to volunteer again, the system will analyze the new volunteer role to see if there are additional application requirements for the new position.  This adaptive approach simplifies the application by eliminating irrelevant questions whenever possible, allows the volunteer to elaborate further when necessary, and validates required application elements every time the volunteer signs up for something new.  Moving to an online process encourages consistency in volunteer vetting, eliminates paperwork, centralizes documentation, and ensures a safe, efficient and convenient process.

Communication

The system provides automated communications to notify administrators when action is required, confirm sign-ups, remind volunteers about upcoming assignments, thank volunteers for fulfilled assignments and request their feedback via surveys. Administrators may also manually initiate communications to invite potential and active volunteers to sign up for specific needs. Invitees can be selected from the contact database according to skills, interests, and preferences. All system communications use attractive and well-branded templates designed specifically for your organization.

Copy of Communication

SOCIAL MEDIA INTEGRATION

VolunteerMatters provides a one-click tool to quickly post information to your organization’s social media networks to advertise volunteer projects.  The system automatically pulls links, headlines, sub-text and images to make certain your posts are well-branded and informative.  In keeping with the true power of social networks, the system also encourages your volunteers to post information about volunteer projects and assignments to their personal social network.  Each time a volunteer signs-up to work a shift, donate an item, perform a task, or fill a position the system prompts them to promote their contribution to their friends and followers on Facebook, Twitter, Linked In, Google+, Instagram, Pinterest and more.

Feedback

Meet the Need

85%

How successful was this project in meeting the needs of the community?

Your Contribution

75%

How important was your role in contributing to this project’s success?

Participate Again

100%

How likely would you be to participate in this volunteer experience again?

Each time your volunteer has completed a volunteer assignment, the system will send out an automated survey request prompting them to rate their experience and optionally provide a written narrative further explaining their rating.  To maintain or improve trends, administrators can run reports to better understand how the organization has performed in the delivery of the volunteer experience.

Volunteer Contact Database

Maintain a database of volunteer contact information, background check status, credentials, certifications, interactions, communications, and a full history of the projects, events and initiatives in which they have participated. The system provides the ability to define any number of contact lists. You can customize a filter for each list so that only certain types of contacts are included (e.g., volunteers with specific qualifications, preferences, or interests).  You may use these lists to quickly select volunteers for communications, reports, exports, and assignments.

SYSTEMS INTEGRATION

VolunteerMatters is a SaaS running in the Amazon Cloud which is the best-of-class cloud platform serving hundreds of thousands of organizations world-wide.  VolunteerMatters can be integrated with 3rd party services or your internal systems to seamlessly exchange data, creating efficiencies and improving the volunteer experience.   For example, VolunteerMatters subscribers routinely benefit from integrations with background check service providers as well as online learning management systems for automated volunteer training.



Zapier provides a development standard which allows VolunteerMatters subscribers to integrate with hundreds of other service providers in the Zapier community.  VolunteerMatters can be configured to notify Zapier whenever a new volunteer registers, when a new sign-up occurs, or when a sign-up changes (i.e., the volunteer arrived or completed their assignment).  You may then use any one of the 700+ Zapier community members to “do” something with that information.  For example, here are just a few of the actions you can automatically initiate at the moment a new volunteer registers:

 

    1. Confirm the assignment with the volunteer via text or phone message
    2. Send a department head an email, chat message, text or phone message
    3. Add a record to your Salesforce database
    4. Prompt the volunteer to fill out a survey
    5. Send the volunteer a physical ‘Thank You’ card
    6. Tweet about it
    7. Send a Facebook friend request
    8. Add them to your Constant Contact, Mailchimp, or Emma mailing list
    9. Prompt for a donation

 

SUPPORT SERVICES

VolunteerMatters’ purpose is to help your organization with anything you need to develop an extraordinary culture of volunteerism.   If there is anything you feel you need to be more successful, we want to hear about it.  We offer several methods to obtain the support you need.

Training Certification
Your organization and business units will have access to the VolunteerMatters Learning Management System where they can enroll in online courses to increase their skills in promoting, managing, and building volunteer programs.  

Support Helpdesk
All support requests are primarily directed to your organization’s dedicated account manager to assure continuity and increase quality of response.   More than 95% of responses are delivered within an hour of initial request.  The help desk service is more than just technical support.  Our highly-skilled and invested account managers provide coaching and consulting on policy, strategy, and implementation – as well as systems and tools.

Monthly Users Call
VolunteerMatters hosts a web conference on the first Tuesday of every month to maximize every customer’s investment in volunteerism. These calls provide a presentation on strategies for building extraordinary volunteer programs as well as an opportunity to field questions and comments from our users.  

Knowledgebase
VolunteerMatters offers a knowledge base of how-to’s to support your volunteer stakeholders in use of the system and tools we implement on their behalf.