Hello! Today, I’m excited to present a case study that highlights the development of a volunteer management app we’ve been working on. Although the project isn’t quite finished, I wanted to share some insights into the process and how we’re addressing the needs of a large county in California during the COVID crisis. This county, with a population of about a million people, initially used SurveyMonkey to manage their volunteer requests. Here’s how we’re transforming their approach using a custom built Knack database app.
From SurveyMonkey to a Specialized Solution
The county was handling volunteer sign-ups through a SurveyMonkey form embedded on their website. While this method yielded a significant response—about 1,600 people in just a few days—it quickly became clear that managing all these volunteers via spreadsheets was impractical. SurveyMonkey exports data in CSV files, which then had to be manually uploaded into spreadsheets and sorted, a cumbersome process that didn’t scale well.
The main issues were:
Complexity: Volunteers had different skill sets, languages, and availability, which made spreadsheet management chaotic.
Lack of Access: Volunteers couldn’t revisit or update their information once submitted.
The Need for a Better Solution
Given these challenges, the county realized they needed a more efficient system. Enter Knack—a tool we’ve leveraged to build a more intuitive and streamlined volunteer management application. I joined the project recently, and we’re on track to have this operational by mid-next week. Let me walk you through what we’ve built so far.
Volunteer Portal: Simple and Accessible
Our app will be integrated into the county’s website, offering a user-friendly portal for volunteers. Here’s a brief overview of its features:
User Accounts: Volunteers can create accounts or log in if they already have one. They provide basic information like name, email, and password. If they’re healthcare professionals, they can specify their credentials and upload necessary documents.
Availability: Volunteers can indicate their availability by selecting preferred shifts (mornings, afternoons, evenings) and specific days.
Information Updates: Unlike SurveyMonkey, our app allows volunteers to update their information at any time. This flexibility ensures that data remains current and accurate.
Admin Dashboard: Powerful and Flexible
On the admin side, we’re creating a robust dashboard that offers various functionalities:
Volunteer Management: Admins can view all volunteers, see their status (approved or not), and filter them based on criteria like medical qualifications or activity.
Statistics: We’re incorporating analytics to track the number of volunteers, request trends, and other key metrics.
Request Handling: Admins can manage requests from organizations. For example, if an organization needs five nurses for a shift, the admin can match these needs with the available volunteers.
Streamlining Requests and Assignments
Here’s how the request and assignment process works:
Request Submission: Organizations can submit requests detailing their needs, such as the type of role required and the shift times.
Volunteer Search: Admins can search for volunteers based on specific criteria (e.g., medical qualifications, age, availability). They can then either export a list of matching volunteers or assign them directly.
Assignment: Volunteers can be assigned to specific tasks or shifts. Once assigned, the information is updated in the system, and both the volunteer and the requesting organization are notified.
Looking Ahead: Future Enhancements
While the app is designed to meet the immediate needs of the COVID crisis, its potential extends beyond this emergency. Future enhancements may include:
Enhanced Scheduling: More robust scheduling features to handle complex shifts and availability.
Performance Metrics: Tools to evaluate volunteer performance and effectiveness.
Ongoing Use: This app could serve as a foundation for the county’s broader emergency response and volunteer management needs.
Conclusion
This Knack case study illustrates how a well-designed app can streamline volunteer management, especially in high-pressure situations like a health crisis. By moving beyond spreadsheets and SurveyMonkey forms, we’re creating a solution that not only handles current needs efficiently but is also adaptable for future challenges.
I hope this gives you a clear picture of how quickly and effectively technology can be leveraged to solve complex problems. Stay tuned for more updates as we continue to refine and roll out this essential tool. Thank you for following along!
You can check out my Knack database services here: https://www.knackbuilders.com/knack-database-consulting
Interested? Book an intro call: https://calendly.com/daveparrish/callwithdave
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