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Outbound: the agent calls

Volunteer shifts filled for hamper drives and galas

Two days before the hamper drive, eleven sorting shifts are still empty. She calls through your volunteer list, fills them, and the coordinator gets the day back.

When it starts

Open shifts on an event or a regular program, a set number of days before it starts.

What the agent does

Calls the volunteers who fit, offers the shift, books the yes and reminds them the day before.

What your team gets

A full volunteer schedule, a reminder sent to each person, and a list of who said maybe.

How it works

  1. Sees the open shifts

    Thursday's 9 to noon sort, Saturday's delivery drivers, the gala's coat check. Each with how many people are still needed.

  2. Picks who to call

    Volunteers who've done that role before, live close enough, and haven't been asked this week. Students needing hours are called for the shifts they can count.

  3. Offers the shift

    The date, the hours, what to wear and where to park. Warm and short, and easy to say no to.

  4. Books the yes

    Their name goes on the shift right away and they get a text with the address and who to ask for at the door.

  5. Stops when it's full

    Once a shift has enough people she stops calling for it, so nobody is offered a spot that's gone.

  6. Reminds the day before

    A text or a short call the day before. A cancellation reopens the spot and she calls the next person.

Example call

  1. AI agentHi Tom, it's Emma from the Riverbend Food Bank. You sorted with us last spring. Do you have a minute?
  2. CustomerSure, what's up?
  3. AI agentWe're short on hamper packers this Saturday, 9 to noon at the church hall on Elm Street. Any chance you're free?
  4. CustomerSaturday morning works. Can my son come? He's fifteen and needs hours for school.
  5. AI agentWe'd love that. Youth fourteen and up are welcome with a parent. What's his name, so I can put him on the sheet and his hours get signed?
  6. CustomerOwen.
  7. AI agentYou and Owen are on for Saturday, 9 to noon. I'll text you the address and parking. Ask for Linda at the side door.

After the call: Two of Saturday's open spots fill on one call, Linda sees Tom and Owen on her sheet with a note that Owen needs his volunteer hours signed, and both get a reminder Friday afternoon.

What your team gets

  • Open shifts filled on the volunteer schedule, name by name
  • Student volunteers flagged for hours sign-off
  • Reminder texts the day before every shift
  • Cancellations refilled from the rest of the list
  • A list of volunteers who said "ask me next time"
Set up with you: The team sets up a connection to your volunteer scheduling and donor or volunteer records (Better Impact, Keela or your spreadsheet), and sets with your coordinator which shifts to fill, how far ahead and the calling hours.

Questions

Won't volunteers get tired of calls?

She asks each person once per event, never more than you allow in a month, and anyone who asks to be texted instead is texted from then on.

Can she sign up brand-new volunteers?

Yes. New sign-ups from your website or an inbound call are added with their availability and interests, ready for the coordinator's welcome.

Does she know who's allowed in each role?

She offers each role only to the people your coordinator has marked for it, such as drivers with a licence on file.

Hear it on your phone

Request a demo call and the agent phones you, set up for charities and non-profits like yours.

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