This article explains how the automated email streams in Double the Donation Volunteering work, providing guidance on how to configure each stream and optimize your volunteer incentive outreach.
Volunteering Email Streams Overview
Additional Email Sending Functionality
Individual Email Stream Walkthroughs
Volunteer Incentives Available Email Stream
Discover Volunteer Incentives Email Stream
Volunteering Email Streams Overview
The volunteering automated email streams help engage volunteers by sending them timely information about volunteer grants and Volunteer Time Off (VTO), offered by their employers. Once a volunteer completes their registration, they are placed into one of the two main email streams:
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Volunteer Incentives Available: For volunteers whose employer offers Volunteer Grants and/or VTO.
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Discover Volunteer Incentives: For volunteers whose employer has not been identified during registration.
Email Configuration Settings
Each email within the automated streams can be customized according to your organization’s needs. The configuration options include:
1. Enable/Disable Emails
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Action: You can enable or disable each email stream by toggling the “Enabled” setting on or off.
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Tip: Ensure the emails are enabled before the volunteer registration process starts.
2. Sending Time of Emails
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Action: Customize when the emails should be sent based on when the volunteer registration record enters the system.
For example:-
Send email 0 hours after registration or
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Send email 24 hours after registration (for follow-up).
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3. Subject Line
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Action: Personalize the subject line by using email template variables (e.g., ).
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Tip: Customizing the subject line helps improve open rates and engagement.
4. Customize Email Body Text
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Action: Edit the email body text to align with your nonprofit’s tone and messaging.
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Tip: Be sure to include dynamic variables to personalize each email with specific donor or volunteer information.
Additional Email Sending Functionality
1. Scheduling
Emails are scheduled based on your configured send time when the registration record enters the system.
- Example: If the “Volunteer Incentives Available” email is set to send 1 hour after registration, changing the delay to 2 hours later won’t affect emails already scheduled — they’ll still send after 1 hour.
2. Editable Content
The email body is generated at the time of delivery, so you can edit the content up until the moment it’s sent.
3. Stream Status
You can toggle email streams on or off before an email is sent.
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Important: If a stream is off at the time of delivery, the scheduled email will not send.
Individual Email Stream Walkthroughs
The following sections provide a detailed walkthrough of the available Volunteering module automated email streams.
Volunteer Incentives Available Email Stream
This email stream sends emails to volunteers identified as working for companies offering corporate volunteer incentives. There are three available email templates in the “Volunteer Incentives Available” stream:
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Volunteer Incentives Available
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When enabled, this triggers an email when there’s an available Volunteer Grant and/or VTO for a volunteer.
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Volunteer Grant Available
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When enabled, this triggers an email when there’s an available Volunteer Grant for a volunteer.
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Volunteer Time Off (VTO) Available
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When enabled, this triggers an email when there’s an available Volunteer Time Off (VTO) for a volunteer.
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Timing:
After enabling an email stream, you must specify the timing for when the email should be sent after the registration record enters the system.
Email Versions:
Depending on the company, the volunteer may receive one of two versions of the email:
- Forms Available: If the company provides a form (online or PDF).
- No Form: If the company has no online form available.
Discover Volunteer Incentives Email Stream
The Discover Volunteer Incentives stream is designed for volunteers who have not identified their employer. These volunteers typically use a personal email address during registration and have not interacted with the Double the Donation company search tool.
Email Configuration for Discover Volunteer Incentives Stream:
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Send Immediately: This email is typically sent 0 hours after registration.
Best Practice: Enable this stream to encourage volunteers to identify their employer as soon as possible, unlocking more opportunities for Volunteer Grants and VTO.
How It Works
1. Volunteer Receives the Email:
Sent immediately after the volunteer registers.
2. Click "See if I’m eligible!":
Volunteers are directed to your company-sponsored volunteering page where the Double the Donation company search tool is embedded.
3. Check Eligibility:
Volunteers can instantly see if their employer offers a volunteer incentive program and how to participate.
Note: If your organization hasn’t created a dedicated company-sponsored volunteering page, volunteers will be directed to a default hosted page provided by Double the Donation. This default page cannot be edited, so creating your own ensures a consistent and branded experience.
We recommend creating a dedicated company-sponsored volunteering page on your website to direct volunteers to that page instead. View this article to learn more about creating a dedicated company-sponsored volunteering page.