Smarter Week

How to automate it

How to automate “recruit, schedule and remind volunteers”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, once a week
65%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Let volunteers sign up for shifts and get reminders automatically

Volunteer platforms let people pick shifts online, send reminders, track hours and handle waivers, so you stop building rotas by email and calling no-shows.

Typically saves about 50% of the time2 h to set up
  1. 1Pick a tool that fits your size (SignUpGenius for simple shifts; VolunteerHub, Galaxy Digital or Better Impact for full volunteer management).
  2. 2Post upcoming shifts with how many people you need.
  3. 3Turn on automatic reminders two days and two hours before.
  4. 4Use its hours report for funders instead of adding up sign-in sheets.

Tools: SignUpGenius · VolunteerHub · Galaxy Digital · Better Impact

Quick wins

Have you tried…

Do volunteers sign up for shifts online and get reminders automatically?
Tools like SignUpGenius or VolunteerHub let volunteers pick shifts, send reminders and track hours for your reports.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Program manager / coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Program managers / coordinators