Customize-able Contact Database
Volunteer Contact and Biographical Information
Tracking information about the individuals and organizations involved with your non-profit is central to the successful growth of your mission. With VolunteerMatters you may track:
- IDs
- Names
- Addresses
- Telephone Numbers
- Email Addresses
- Important Dates
- Notes
- Skills and Interests
Custom Fields
Every organization is unique in its own right. There are endless possibilities for other types of information you would like to capture and analyze. At any time, you may utilize your administrative tools to add custom fields to your database. These custom fields are automatically added as options to all of your filters, reports, and communications.
Contact Status
Your organization may want to categorize contacts into one or more status types. Your types may be as simple as active/not active or may include dozens of classifications. We also track the dates and times a contact switches from one status to another and keep a history of “status changes”.
Custom Contact Lists
VolunteerMatters allows an administrator to display custom groupings of contact records with great flexibility and ease. The system provides a mechanism whereby you can define any number of list views on this data. For each view you can customize which records should be included, what column headings should be listed and in what order, and what the sort order of the list should be. For example, you can have views on ‘active volunteers’, ‘archived contacts’, ‘recent volunteer applicants’, ‘holiday card list’ – grouping records by values they may share in any built-in or custom contact field. You may also perform a quick export of any contact list data to CSV or Excel formats.
Custom Reporting on All Contact Information
VolunteerMatters provides a comprehensive suite of report templates surrounding contact and biographical information, custom fields and volunteer activities. You may customize the settings on these templates to create nearly limitless reporting combinations. You may run, memorize, and download reports as often as you would like and as many times as you would like.
Track Contacts’ Activities
The system automatically logs all volunteer activity for a contact as well as all communications generated from within VolunteerMatters (emails and letter merges). Administrators or even the volunteers themselves can record their participation in other events or activities.
Online Contact Directory
Publish a secure online contact directory. Authenticated contacts will have searchable access to an online listing of your select contacts, volunteers or staff. You can tailor which contacts will be included in the online directory and which contact fields will be viewable in the online directory. Each contact also has individualized control over what information others may view about them.
Self-Manage Individual Profile
Once logged in to your volunteer management system your contacts can manage their profile information. You can define exactly which fields a member may view and self-manage in their profile. Contacts may also be given access to view their requirements, fulfillments, dues payments, past volunteering, future sign-ups, and more via their “My Profile” page. This is an excellent vehicle for communicating goals, achievements, and commitments while also gathering and assuring accurate contact and biographical information.
Improve Communications
VolunteerMatters sends automated emails to volunteers confirming and reminding them of their volunteer assignments. It can also be configured to send notifications to volunteer coordinators when a volunteer signs up for or withdraws from a volunteer opportunity. Administrators may manually initiate bulk emails to specific groups of contacts or to volunteers assigned to a particular volunteer opportunity. The bulk email tool can generate attractive emails that can include text, images, links, and file attachments. Lastly, administrators can generate letters in MS Word of PDF format, merging any contact or biographical information.
