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Case Study
Volunteer Enrollment Ecosystem
A comprehensive automation system covering the complete volunteer journey from initial inquiry through successful match. 25+ interconnected automations working together to reduce processing time by 85% while maintaining a human touch at every stage.
01 — THE JOURNEY
Complete Volunteer Pathway
Each stage is fully automated with intelligent handoffs, ensuring no volunteer falls through the cracks while staff focus on high-value interactions.
1
Inquiry
3 Automations
2
Info Session
4 Automations
3
Application
5 Automations
4
References
4 Automations
5
Interview
3 Automations
6
Approval
3 Automations
7
Match
3+ Automations
02 — THE AUTOMATIONS
Detailed Workflow Breakdown
Each automation is designed to handle specific touchpoints while maintaining personalization and brand consistency.
Inquiry Response
Stage 1
Instant personalized response within 5 minutes of inquiry submission, including info session invitation and next steps.
Email + SMS
Matchforce Triggered
Personalized
Info Session Nurture
Stage 2
3-touch sequence for volunteers who haven't registered for an info session, with automatic re-engagement.
3-Day Cadence
Stop on Register
Auto-Escalate
Session Reminders
Stage 2
Pre-event reminders at 24 hours and 1 hour before, plus post-session follow-up with application link.
SMS + Email
Calendar Sync
Zoom Links
Application Nudges
Stage 3
5-touch sequence encouraging application completion with progress tracking and support offers.
7-Day Sequence
Progress Aware
Support Offer
Reference Collection
Stage 4
Automated outreach to references with easy-to-complete form. 85% completion without staff intervention.
3 References
Auto-Reminders
AI Summary
Interview Scheduling
Stage 5
Self-scheduling links with calendar availability, confirmation, and reminder sequences.
Calendly/Notion
Auto-Reschedule
No-Show Follow-up
Training Reminders
Stage 6
YCPS training completion tracking with reminders until 100% completion achieved.
Progress Track
100% Rate
Multi-Channel
Background Check Status
Stage 6
Automatic status updates to volunteers during background check processing with expected timelines.
Status Updates
Timeline Est.
Completion Alert
RTBM Updates
Stage 6-7
Regular touchpoints to "Ready to Be Matched" volunteers keeping them engaged and informed.
Monthly Check-in
Engagement Track
Re-activation
Match Celebration
Stage 7
Congratulations sequence with match details, expectations, and first 30-day guidance.
Personalized
Resources
30-Day Plan
03 — THE RESULTS
Measurable Impact
Real numbers from BBBS agencies using the Volunteer Enrollment Ecosystem.
Before: 280 days
80 Days
Inquiry to Match
71% reduction in total processing time
Before: 51 days
21 Days
Inquiry to Interview
59% faster time to first interview
Before: 25 interviews
70
Interviews Completed
180% increase year-over-year
Staff intervention
85%
Auto-References
References completed without staff
Before: 22%
28%
Yield Rate
Exceeding the 25% target
Manual work
30+
Hours Saved/Month
Per enrollment specialist
04 — IMPLEMENTATION
What's Included
Everything needed to deploy the ecosystem at your agency.
⚙️ Technical Setup
- 25+ Zapier automations configured and tested
- Matchforce integration and field mapping
- Form Assembly forms (if applicable)
- Calendly/Notion calendar integration
- SMS provider setup (Dialpad/Twilio)
- AI summary tools for references
📧 Message Templates
- 40+ email templates (fully customizable)
- 20+ SMS templates optimized for engagement
- Branded with your agency colors and voice
- A/B tested messaging for key touchpoints
- Multi-language support available
- Compliance-reviewed content
📚 Documentation
- Complete automation flow documentation
- Staff training guides with screenshots
- Troubleshooting runbook
- Escalation procedures
- Reporting dashboard setup
- Maintenance checklist
🎓 Training & Support
- 2 staff training sessions (1 hour each)
- Video walkthroughs for reference
- 2 weeks post-launch support
- Slack/email support channel
- Monthly check-in available
- Enhancement requests process
Board presentation showcased 30-day inquiry-to-match success story. Fastest case attributed directly to automation workflow.
— Executive Director, BBBS Agency
Ready to Transform Your
Enrollment Process?
Let's discuss how the Volunteer Enrollment Ecosystem can work for your agency's specific needs and goals.
Schedule a Discovery Call