Volunteer Onboarding Workflow

A structured onboarding flow that welcomes new volunteers, gathers their preferences, and assigns them to appropriate teams.

Overview

When someone signs up to volunteer, this workflow ensures they receive a warm welcome, complete necessary training, and get matched with activities that fit their interests and availability.

Flow Diagram

flowchart TD
    START((New Signup)) --> WELCOME[Send Welcome Email]

    WELCOME -->|Delivered| WAIT1[/Wait 1 Day/]
    WELCOME -->|Bounced| CALL_VERIFY[Phone: Verify Contact Info]

    WAIT1 -->|Time Elapsed| CHECK{Opened Email?}

    CHECK -->|Yes| SURVEY[Send Interest Survey]
    CHECK -->|No| REMIND[Send Reminder Email]

    REMIND -->|Delivered| WAIT2[/Wait 2 Days/]
    WAIT2 -->|Time Elapsed| CHECK2{Engaged Yet?}

    CHECK2 -->|Yes| SURVEY
    CHECK2 -->|No| CALL_ENGAGE[Phone: Personal Outreach]

    CALL_ENGAGE -->|Interested| SURVEY
    CALL_ENGAGE -->|Not Available| END_LATER((Follow Up Later))
    CALL_ENGAGE -->|Declined| END_REMOVED((Removed))

    CALL_VERIFY -->|Info Updated| WELCOME
    CALL_VERIFY -->|Cannot Reach| END_REMOVED

    SURVEY -->|Completed| ASSIGN{AI: Match to Team}

    ASSIGN -->|Phone Banking| TRAIN_PHONE[Phone Bank Training]
    ASSIGN -->|Canvassing| TRAIN_CANVAS[Canvass Training]
    ASSIGN -->|Data Entry| TRAIN_DATA[Data Training]
    ASSIGN -->|Events| TRAIN_EVENT[Event Training]

    TRAIN_PHONE --> SCHEDULE[Schedule First Shift]
    TRAIN_CANVAS --> SCHEDULE
    TRAIN_DATA --> SCHEDULE
    TRAIN_EVENT --> SCHEDULE

    SCHEDULE -->|Confirmed| END_ACTIVE((Active Volunteer))
    SCHEDULE -->|No Response| FOLLOWUP[Send Scheduling Reminder]

    FOLLOWUP -->|Responded| SCHEDULE
    FOLLOWUP -->|No Response| END_LATER

    style START fill:#e1f5fe
    style END_ACTIVE fill:#c8e6c9
    style END_LATER fill:#fff9c4
    style END_REMOVED fill:#ffcdd2
    style ASSIGN fill:#f3e5f5
    style CHECK fill:#e8eaf6
    style CHECK2 fill:#e8eaf6

Step-by-Step Breakdown

1. Welcome Email

Immediately after signup, send a personalized welcome email with: - Thank you message - What to expect - Link to interest survey

2. Engagement Check

The system monitors email engagement: - Opened → Move to survey - Not opened after 1 day → Send reminder - Still not engaged after 3 days → Personal phone call

3. Interest Survey

Volunteers complete a brief survey covering: - Availability (weekdays, weekends, evenings) - Interests (phones, doors, data, events) - Skills (languages, tech comfort, driving) - Location preferences

4. AI Team Assignment

Claude analyzes survey responses to find the best team fit:

"Based on the volunteer's stated preferences for {availability} and interests in {interests}, recommend the most suitable team assignment. Consider current team capacity and upcoming event needs."

5. Role-Specific Training

Each track has tailored training:

Team	Training Content
Phone Banking	Scripts, dialer system, FAQ handling
Canvassing	Territory maps, door approach, safety
Data Entry	VAN/database training, QA procedures
Events	Event types, logistics, volunteer coordination

6. First Shift Scheduling

Connect the volunteer with their first activity: - Send available shifts - Confirm attendance - Send reminder before shift

Timing Summary

Stage	Duration
Welcome → First check	1 day
Reminder → Second check	2 days
Survey completion	Self-paced
Training → First shift	Within 1 week

Success Metrics

• Activation Rate: % of signups who complete first shift
• Time to Active: Days from signup to first shift
• Retention: % still active after 30 days