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Volunteer management

The 'Volunteer management' taskflow assists you in the process of reviewing new volunteer applications, and assigning volunteers to team leaders.

A step-by-step guide to Volunteer management

This guide will explain the 'Volunteer management' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: A new volunteer

In this section, an application to volunteer is made, and admin is notified of the application.

Volunteer application

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

The taskflow starts when a new volunteer fills in this form, both with their personal details and with the days that they're available to volunteer.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.
Volunteer application

Notify admin

Admin receives an email with the volunteer's details. Kotive creates the content of the email by pulling in information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the administrator, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.


The administrator is instructed to approve or deny the application in the next task.
Notify admin


Section 2: Reviewing the volunteer

The administrator approves or denies the application, and assigns the volunteer to a team leader.

Review volunteer

This form has one condition:

Activate this task when...
'Role' IS 'Volunteer Admin'

This form can only be viewed and completed by the administrator.

The admin reviews the information, answers any questions the volunteer might have asked in the first form, and then approves or denies the application before saving the form. Immediately after saving the form, one of two forms is displayed - either the 'Volunteer approved form', if admin approved the application, or the 'Volunteer denied form', if admin denied the application. This is possible because of conditions.
Review volunteer

Volunteer approved form

This form contains two conditions:

Activate this task when...
'Approve/Deny application' IS 'Approved'
AND
'Role' IS 'Volunteer Admin'

This form can only be viewed and completed by the administrator, IF they approved the application in the previous form task.

The administrator allocates days to the volunteer, and assigns them to a team leader. If applicable, they outline some details about the event arrangements that the volunteer would need to know about.
Volunteer approved form

Volunteer denied form

This form contains two conditions:

Activate this task when...
'Approve/Deny application' IS 'Denied'
AND
'Role' IS 'Volunteer Admin'

This form can only be viewed and completed by the administrator, IF they denied the application in the previous form task.

The administrator enters a reason for denying the volunteer's request, and saves the form.
Volunteer denied form


Section 3: Notification emails

In this section, the volunteer is notified of admin's decision, and the team leader is told that a new volunteer has been assigned to their team.

Volunteer denied email

The only condition on this email is:

Activate this task when...
'Approve/Deny application' IS 'Denied'

This email is only sent if the admin denied the application in the 'Review volunteer' form task.

The volunteer receives an email notifying them that their application has been denied. The reason for denial is pulled in from the previous form task using dynamic field tags.

If the application was denied in the 'Review volunteer' form task, then the taskflow is over as soon as this email has been sent.
Volunteer denied email

Volunteer approved email

The only condition on this email is:

Activate this task when...
'Approve/Deny application' IS 'Approved'

This email is only sent if the admin approved the application in the 'Review volunteer' form task.

The volunteer receives an email notifying them that their application has been approved, and giving them the necessary arrangements. The event arrangements are pulled in from the 'Volunteer approved form'.
Volunteer approved email

Notify team leader

This email task has the same condition as the previous email task:

Activate this task when...
'Approve/Deny application' IS 'Approved'

This email is only sent if the admin approved the application in the 'Review volunteer' form task.

The team leader receives an email informing them that the new volunteer has been assigned to their team. The volunteer's contact details are pulled into the email.
Notify team leader

After the 'Volunteer approved email' and 'Notify team leader' email has been sent, the 'Volunteer management' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Volunteer management taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!