With the new CRM we also set up a data structure for storing information about volunteer activities. We also imported historical activities (in accordance with the data purging guidelines in the Privacy policy) and ongoing (2024) engagements as listed in our Volontärer WMSE [personuppgifter] document. There is additionally a special access group set up which could be used to give additional staff members access to logging volunteers, without being able to see information about donors or members.

Left to do is:
Routines

• Establish and document routines for ongoing handling of new volunteers, and new volunteer activities
  • Establish a special streamlined routine för förtroendevalda
• Establish and document routines for following up and logging volunteer engagements (hours) in accordance with out Giva Sverige Requirements
  • Establish a special streamlined routine för förtroendevalda
• Establish a routine for following up with new members who indicate an interest in volunteering when signing up through our web form.

Reports

• Develop a dashboard for a volunteer engagement overview and the key data to report to Giva Sverige and WMF.
• Report of # of volunteers (one for Current and one for Last calendar year)
• Report of total # of volunteer hours (one for Current and one for Last calendar year)
• Report of total # of volunteer hours per Activity type (one for Current and one for Last calendar year)

Maintenance reports

• Volunteer activities with an end date but no total hours
• Volunteer activities without an end date with a start date in the last calendar year.
• Interested in volunteering yes/maybe

Privacy policy

• Update the purging routines to reflect the new system settings
• Establish and document routines for reaching out to inactive volunteers to renew their consent to be in the register of volunteers
• Set up a text to inform förtroendevalda that they will have their volunteering engagement tracked
• Set up a text to explain that personnummer may need to be traced för förmånsbeskattnings purposes

Development (needs implementation partner)

• Set up a flow for registering new volunteer activities (incl. new Accounts, New Activities, new Volunteer Activities). Ope this flow up to additional staff members.
• Establish routines, mechanisms and data structures for associating training etc. to volunteers.
• Investigate how to handle new volunteer candidates not coming in via the membership form (incl. determining if there is a need for a separate form integrated with the CRM).