Once you've created your workflow, you can customize it by adding a starting point and multiple stages.
In this article, we'll look at an example of how you can create a dynamic sign up process for your volunteers that does all of the heavy lifting for you!
Scenario: A new Contact has filled in our online Volunteer Sign Up form. Now, we need to go through the process of sending them the Volunteer Application Form, reviewing it, and letting them know if they have been successful. During this process, we'll use a series of Tags to track where the applicant is up to.
Before you get started
Before you can get to creating your workflow, you'll need to create a couple of forms and a couple of Tags. We've outlined them below so that you'll have everything you need ready to go!
Forms
1. Volunteer Interest Form - A form that you embed on your website. It should allow anyone who submits a response through the form to let you know that are interested in applying to be a volunteer at your organization.
2. Volunteer Application Form - A form that you provide to Contacts who have completed your Volunteer Interest Form. It should contain questions for all of the information that you need to assess whether or not this Contact is a good fit for your volunteer program.
Tags
1. Potential Volunteers - A Tag that lets your team know that this Contact has filled in the Volunteer Interest Form and has been sent the Application Form.
2. Volunteer Applicants - A Tag that lets your team know that this Contact has completed their Volunteer Application and are currently in the Review process.
3. New Volunteer - A Tag that lets your team know that this Contact's Volunteer Application Form has been reviewed and approved - they're ready to begin the Volunteer Onboarding process.
Choose a Starting Point
Click Choose a Starting Point
Click Contacts > Click Add beside Contact Completes a Form
Untick all options except for Specific Forms > Choose your Volunteer Interest Form from the dropdown list > Click Save
Adding Stages
Action Stage: Add/Remove Tags - Potential Volunteers
Click Add a Stage
Click Actions > Click Add beside Add/Remove Tags
Ensure that the Action field is set to Add a Tag > Choose Potential Volunteers from the drop-down list > Click Save
Action Stage: Send Email - Volunteer Application Form
Click on the Plus (+) sign beneath the Add/Remove Tags stage
Action Stage: Send Email
Click Actions > Click Add beside Send Email
Customize your Email > Click on your Workflow link at the top to return to your Workflow when you're done
Tip: This Email should contain a Button that links to your Volunteer Application Form. You can also attach any documents or PDF waivers that need to be sent through.
Wait for Trigger Stage: Contact Completes a Form
Click on the Plus (+) sign beneath the Send Email stage
Click on Wait for Trigger > Click Add beside Contact Completes a Form
Ensure that only Specific Forms is ticked > Choose your Volunteer Application Form from the drop down list > Specify how long Keela should wait for the Contact to complete this form
Tip: If the Contact completes the form within the Wait Time they'll be moved down the Yes path. If they do not complete the form within the specified Wait Time, they'll be moved down the No path.
Yes Path - Contact Completed Application Form
Action Stage: Add/Remove Tags - Volunteer Applicants
Click on the Plus (+) sign beneath the Contact Completes a Form stage
Click Actions > Click Add beside Add/Remove Tags
Ensure that the Action field is set to Add a Tag > Choose Volunteer Applicants from the drop-down list > Click Save
Action Stage: Send Email - Volunteer Application Received
Click on the Plus (+) sign beneath the Add/Remove Tags stage
Click Actions > Click Add beside Send Email
Customize your Email > Click on your Workflow link at the top to return to your Workflow when you're done
Tip: This Email should be a short, plain message that let's the applicant know you've received their form and perhaps gives a turnaround time for reviewing it.
Action Stage: Create To Do - Review Application
Click on the Plus (+) sign beneath the Send Email Stage
Click Actions > Click Add beside Add To-do
Customize your To-Do > Click Save
Hint: The To-Do action in Workflows works in the exact same way as Keela's regular To-Do feature. Check out this article for more details!
Action Stage: Wait for Trigger - Tag is Added to Contact
Click on the Plus (+) sign beneath the Add To-Do Stage
Click Wait for Trigger > Click Add beside Tag is Added to Contact
Select the New Volunteers Tag from the drop-down list > Specify how long Keela should wait for this Tag to be applied to the Contact's profile (ie. 1 week) > Click Save
Action Stage: Send Email - Your Application Has Been Approved
Click on the Plus (+) sign beneath the Yes Path for the Tag is Added to Contact Stage
Click Actions > Click Add beside Send Email
Customize your Email > Click on your Workflow link at the top to return to your Workflow when you're done
Tip: This Email should congratulate the Contact on their application being approved and provide the next steps that they'll need to follow (ie. Call us to book a time for your Volunteer Onboarding or we'll be in touch with the next Volunteer Orientation date)
Action Stage: Send Email - Your Application Has Been Unsuccessful
Click on the Plus (+) sign beneath the No Path for the Tag is Added to Contact Stage
Click Actions > Click Add beside Send Email
Customize your Email > Click on your Workflow link at the top to return to your Workflow when you're done
Tip: This Email should let the Contact know that their volunteer application has been unsuccessful. If you like, you can let them know that you've got their details on file and if anything changes in the future you'll be in touch (They'll be tracked as a Potential Volunteer).
No Path - Contact Has Not Completed Application Form
Scroll all the way back to the very first Wait for Trigger Stage. This time, we'll be outlining what should happen if your Contact does not complete the Volunteer Application Form within the specified time period.
Action Stage: Send Email - Reminder to Complete Your Volunteer Application
Click on the Plus (+) sign beneath the No Path for the Tag is Added to Contact Stage
Click Actions > Click Add beside Send Email
Customize your Email > Click on your Workflow link at the top to return to your Workflow when you're done
Tip: This Email should contain a Button that links to your Volunteer Application Form and remind them that it's a requirement to move forward in the Volunteer process. You can also attach any documents or PDF waivers that need to be sent through.
Wait for Trigger Stage: Contact Completes a Form
Click on the Plus (+) sign beneath the Don't forget to complete your Volunteer Application Send Email Stage
Click on Wait for Trigger > Click Add beside Contact Completes a Form
Ensure that only Specific Forms is ticked > Choose your Volunteer Application Form from the drop down list > Specify how long Keela should wait for the Contact to complete this form
Tip: If the Contact completes the form within the Wait Time they'll be moved down the Yes path. If they do not complete the form within the specified Wait Time, they'll be moved down the No path.
Action Stage: Add/Remove Tags - Potential Volunteer
Click on the Plus (+) sign beneath the No Path of the Contact Completes a Form stage
Click Actions > Click Add beside Add/Remove Tags
Ensure that the Action field is set to Remove a Tag > Choose Potential Volunteers from the drop-down list > Click Save
Any Contact who hits this stage of the workflow will automatically have their Potential Volunteers Tag removed and they'll be exited.
Final Path in the Workflow
There's one final piece of the puzzle and then you're done!
The last path that you need to work on is the "Yes" path after you've followed up with your potential volunteer about their application.
This should be exactly the same as the Yes Path we outlined above - feel free to copy these steps again!