The Volunteering Automated Outreach feature helps engage donors by sending tailored emails about volunteer incentives, such as volunteer grants and paid volunteer time off (VTO). These emails are automatically triggered based on volunteer registration data, ensuring that donors are informed about available incentives and how to take advantage of them.

Enabling Email Streams

There are two primary email streams in the Volunteering Automated Outreach process:

Volunteer Incentives Available
Discover Volunteer Incentives

How to Enable Email Streams:

Navigate to the Volunteering Module in your Double the Donation account.
In the Email Settings section, enable the desired email streams by clicking the toggle button. The button will turn blue when it is enabled.

Volunteer Incentives Available Email Stream

There are 3 available email templates under the “Volunteer Incentives Available'” email stream, and enabling the right email templates depends on your focus—whether you want to prioritize Volunteer Grants or VTO at a specific time, or give equal attention to both.

Customization Options for Volunteer Incentives Available Email Stream:

Enable Multiple Templates:
Choose one of the following options to determine which incentives you want to highlight:
- Option 1
  - Enable “Volunteer Incentives Available” only, showing both Volunteer Grant and VTO in a single email.
- Option 2
  - Enable both “Volunteer Grant Available” and “Volunteer Time Off (VTO) Available”, sending two separate emails — one for each incentive. This approach lets you emphasize one incentive first, followed by another available option.
- Option 3
  - Focus on “Volunteer Grant Available” only. This allows volunteers to concentrate on that specific incentive.
- Option 4
  - Focus on “Volunteer Time Off (VTO) Available” only. This allows volunteers to concentrate on that specific incentive.

Sending Time of Emails for Volunteer Incentives Available EmailStream:

Option 1
- Send “Volunteer Incentives Available” email 0 hours after registration.
Option 2
- First email: Volunteer Grant Available or VTO Available — send 0 hours after registration.
- Second email: Volunteer Grant Available or VTO Available — send 24 hours after registration.
Option 3 & 4
- Send “Volunteer Grant Available” or “VTO Available” email 0 hours after registration.

Discover Volunteer Incentives Email Stream

This email stream is designed for volunteers who have not identified their employer or used the matching gift search tool during registration. The email encourages them to check for volunteer incentives based on their company.

When to Enable Discover Volunteer Incentives Email Stream:

Enable this email stream if you want to help volunteers identify their employer and explore available volunteer incentives. This email should be sent to volunteers who haven’t interacted with the search tool or self-reported their employer.

Sending Time of Emails for Discover Volunteer Incentives Email Stream:

Send “Discover Volunteer Incentives” email 0 hours after registration.

Customizing Emails

You can customize various aspects of the emails sent through the Volunteer Incentives Available and Discover Volunteer Incentives email streams.

Customization Options:

Email Sending Time: Adjust when the emails are sent (immediately after registration, or a follow-up email after 24 hours).
Email Subject and Body: Customize the subject and body of the email to align with your organization’s voice and messaging.
Use Email Template Variables: Add personalized variables like donor names, company names, and links to program forms.

Recommended Customizations:

Add your organization’s logo and header image to each email.
Use email template variables to dynamically insert the donor’s name and company details.

Example Variables to Include:

Volunteer Incentives Available email:
Volunteer Incentives Available email:
- {{update_company_info_link}}

Volunteer Incentives Available email:

Discover Volunteer Incentives email:

For more information on what the Volunteering email template variables mean, view this article.

Each email template will include default content, suggested email variables, and a sample banner. You can use these as a starting point. Often organizations may edit the introduction of the email and the signature but keep all the variables within the original email template as they are very important.