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InitLive

May 27, 2022 11:42:31 AM by InitLive

Feature Release: Email Automations

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Nurturing volunteers and keeping them engaged is a critical component of any volunteer strategy and can consume vast amounts of administrative time. With InitLive's latest feature release, key touchpoints with volunteers can be delivered automatically. Leveraging our new Email Automation features will ensure proper engagement happens in the most crucial parts of your teams’ onboarding journeys and other events throughout the year.

InitLive now offers four new and powerful types of email automations:

1. Pre & Post Shift Automations

2. Birthday Automations

3. Welcome Automations

4. Manual Approval Automations

 


 

1. Pre & Post Shift Automations

Automatically contact your volunteers before or after their shift happens. The opportunities to leverage this feature are endless; some of our favorite ideas include:

 

Create Shift Reminders 

Automatically contact your volunteers before their shifts start to let them know when they are responsible for working. This message can act as a friendly reminder to ensure volunteers will show up to their shift. Since messages are fully customizable, you can include important information about the shift, arrival procedures, custom external links (such as covid screening surveys), and even pass along motivational messages. You can even create a series of reminders leading up to a single shift!

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Create Confirmation Requests 

Strengthen your attendance strategy by creating a series of automated messages leading up to a shift that include shift confirmation requests. 

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Create Shift Summaries 

Automatically contact your volunteers once their shift is over and build rapport by thanking them for their time.  Since messages are fully customizable, you can include custom external links (such as surveys & gathering feedback on their shifts), a summary of the shift information they worked, and total hours worked information for your team to validate. 

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2. Birthday Automations

With Birthday Automations, you can show appreciation to your volunteers and recognize them as individuals by automatically sending them a kind message on their birthday. This feature will guarantee you never forget the important dates, something as simple as a happy birthday message can keep your team engaged with the organization and boost volunteer morale.

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3. Welcome Automations

When users get added to the InitLive system manually (Ie. added individually, bulk imported from a .CSV file, etc.), set up the system to have an email message automatically sent to them. Some inspirational ideas include:

 

Invitation Message 

Design the Welcome Automation to act as an official invitation, introducing users to your organization or opportunity, and to the InitLive system.

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Provide Upfront Training

Welcome Automations can also be leveraged as a way to train your volunteers on all of the policies and procedures of your organization or opportunity. Attach important documentation and provide key instructions to your team to help them succeed. 

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4. Manual Approval Automations

For organizations requiring a heavier screening process, manual approval automations will allow organizations to design and create limitless workflow paths that an applicant can follow.   

 

Customized Onboarding Journey 

A targeted onboarding experience can be provided to the applicants based on their custom attributes. Give your team the direction they need and provide information on their next steps.  For example, when you approve a member into your organization that has a specific skill, have an email automatically sent to them with special onboarding instructions particular to that skill.

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Automate Rejection Messages 

Not everyone is a great fit for your organization, and not all applications get filled out correctly. Create multiple types of rejection messages and tailor the system to automatically send the right message based on your specific reason codes. 

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Customization Options 

Each of these new automations can be fully customized to achieve whatever outcome your organization desires.

   

Customize Receivers 

Every automation style can be set up to include or exclude certain users based on their attributes. For example, I can assign an attribute to users with a ‘Block List’ tag and exclude users with that tag from receiving any of the automations. 

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InitLive Default Templates 

InitLive has created a series of new default email templates found in the Template Library for each automation style that can be leveraged. If you feel more creative, there is always the option to create your own personalized message. 

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Customize Lead Times 

Control the timeline of when the emails will send. For example, if you create a shift reminder, you can have it send minutes, hours, days or weeks before the shift start time. 

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Unlimited Automations 

There is no limit to the number of automations you can create. You can even set up a series of similar automations that send slightly different messaging based on a person’s attributes. 

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Sending Preferences 

Every automation setup can be paused, edited, copied or deleted to suit whatever communication needs your organization might have. 

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Similar Automation Flags 

InitLive has included a special flag that will let administrators know when a similar campaign exists to help reduce the risk of volunteers receiving duplicate messages. 

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Tracked in Sent History

All email automations will be tracked in the Sent History, so you will always know what has been communicated to your team.

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With these new email automation features, you will no longer have to remember, craft, and send manual messages to your volunteers. Your time will be freed up for other mission-critical tasks. 

 

What's Next? 

Log in here, or book a chat to see how InitLive can help you streamline your volunteer management process.