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Guide to Sending Emails and Text Messages / SMS in VolunteerLocal

Updated

Effective communication is key to successfully managing and engaging a volunteer team. VolunteerLocal offers a range of tools for sending messages, whether for individual or group communication. Below is an overview of how to make the most of the platform’s messaging tools.

Broadcast Emails & Text Messages / SMS

For larger events or general updates, broadcast messages allow you to reach all volunteers or specific groups at once. Emails and text messages (SMS) can be sent to communicate important information such as event updates, shift reminders, or last-minute changes.

  • How It Works:
    Broadcast emails and text messages are customizable and can be filtered by group, role, or shift to ensure messages are relevant to each recipient.
  • Best Practices:

    • Keep messages clear and concise.

    • Include important details (dates, times, locations) upfront to avoid confusion.

    • Use smart tags in templates to personalize your messages & send important information

    • Use email for longer messages and Text/SMS for brief, time-sensitive updates.

Individual Emails & Text Message / SMS 

For targeted communication, individual messages can be sent directly to volunteers utilizing the email and Text Message / SMS templates. This feature is useful for welcoming new volunteers, checking in with those who haven't responded to requests, or updating a volunteer about schedule changes.

  • How It Works:
    VolunteerLocal allows sending one-on-one emails or texts right from the platform, making it easy to maintain contact.
  • Best Practices:

    • Use smart tags within templates to personalize your messages.

    • Keep communication friendly, focused, and relevant to the individual recipient.

Email & Text Message / SMS Templates

Consistent communication is simplified with reusable templates for both emails and text messages (SMS). Templates save time by reducing the need to compose repetitive messages from scratch.

  • How It Works: 
    Create templates for common messages such as shift reminders, event confirmations, and thank-you notes. These templates can be reused and customized as needed.
  • Best Practices:

    • Review and update templates regularly to keep content accurate and relevant.

    • Use templates to standardize communication while still allowing for personalization.

Smart Tags

Smart tags make it easy to personalize communication without manual editing. They automatically pull volunteer-specific information—such as names, roles, and shift details—into emails or text messages (SMS).

  • How It Works: 
    Insert smart tags (e.g., {first name}, {job info}, {volunteer profile link}) into your templates or messages to dynamically populate personalized information for each recipient.
  • Best Practices:

    • Use smart tags in confirmations, reminders, and welcome messages to create a more personal and engaging experience.

    • Ensure smart tags are formatted correctly so the intended data populates properly.

Reminders & Cancellation Notices

Automated communication streamlines volunteer management by ensuring messages are sent at the appropriate time without manual action. VolunteerLocal allows you to configure automatic emails or text messages (SMS) based on specific triggers.

  • How It Works: 
    Set up automated emails or text messages to send reminders, confirmations, or cancellation notices when a shift is booked, modified, or canceled by a volunteer or admin.
  • Best Practices:

    • Use automation for routine updates, such as pre-event reminders and post-event thank-you messages.

    • Keep automated messages friendly and informative to ensure volunteers feel appreciated and informed.

By leveraging these communication tools within VolunteerLocal, volunteer coordinators can maintain organized, timely, and effective communication—ultimately enhancing the volunteer experience and supporting successful events.

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