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Managing Volunteers with Yapla

An association that manages volunteers generally has specific needs: centralizing volunteer information, recruiting, registering, planning, communicating and tracking engagement. Yapla can meet these needs by primarily combining the Data, Members, Website and Newsletters features.

In this article, discover how Yapla can help you structure a "Volunteers" database that meets common needs (contact details, skills, availability, status, internal notes).

Create your volunteer database with the Members or Data features

Members

It is possible to manage volunteers using the Members feature. For example, you can create one or more free memberships that will allow your volunteers to register with your association and even manage their information in the member area. You will thus have access to all their information provided via forms and you can manage internal notes and attendance.

Data

The Data feature allows you to create a custom database for your association. To learn how to configure your volunteer database with the Data feature, consult this article:

Configure complete forms according to your needs

To create your volunteer database, Yapla provides you with rich and dynamic forms allowing you to collect useful information and perform a rigorous follow-up of your volunteer members. Add fields such as:

  • Contact details (email, phone, city)

  • Skills / possible roles (reception, setup, cooking, animation, etc.)

  • Availability (days/evenings, periods, “one-time” vs “recurring”)

  • Languages

  • Consents (e.g. communications, photo)

  • Internal notes (e.g. training received, verification done, restrictions)

To learn more about creating forms in Yapla, consult this article.

Display your recruitment offers and allow your volunteers to register and manage their profile on your website

By using the Yapla website, you can display your volunteer offers on personalized pages and allow volunteer registration via your forms. Additionally, thanks to the member area, allow your volunteers to log in to their member space and modify their own information regarding availability, interests or skills, for example.

Learn more in the following articles:

You can also manually add volunteers to your Yapla database at any time, modify their profile and send them a password to allow them to connect to your member area.

Create events and activities for your volunteers

Plan activities and manage registrations with the event feature. To organize volunteering activities, the Events feature is ideal: you can create events (e.g. “New volunteer training”, “Setup – benefit evening”, “Saturday booth”), manage registrations and then confirm the presence of participants according to your process.

Communicate with your volunteers

Recruit and communicate on a large scale thanks to automatic communications or Yapla Newsletters. To broadcast your calls for volunteers and keep in touch (reminders, instructions, thank yous, follow-ups), you can use Yapla Newsletters to create, personalize and send your communications by email to your community. Moreover, all your contacts and members in Yapla are automatically synchronized to the Yapla Newsletters feature to facilitate the management of your mailing lists.

Furthermore, the Members and Data features allow you to set up automatic communications to send confirmations or reminders. You can configure and personalize messages based on your needs with specific triggers.

To go further

Consult our blog article and discover 6 tips for recruiting volunteers for your events.