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      Automatic reminder emails for applications and activity reports

      Status update. Pending. Emails. Reminders.

      All our partners are dealing with applications that get stuck in the 'Pending' status. This is a difficult problem because you are dependent on action from the organization.

      To help our partners and give the organizations a nudge, we have introduced several automatic reminder emails.

      Below we explain the entire process.

      Note: These reminder emails are only sent within the organization. Administrators and moderators of a possible parent organization are not notified. 

      Go to:

       

       

      Application reminder emails (can be disabled)

      • If no response (message) has been sent from the organization via the system after 3 days, the contact person will receive a message to prevent the application from remaining unanswered.
        --> The email can be found via the overview of the automails in the administration panel under the name 'remindOrganizer'.

      • If no response (message) has been sent from the organization via the system after 7 days, all organization administrators will receive a message to prevent the application from remaining unanswered.
        --> The email can be found via the overview of the automails in the administration panel under the name 'organizerUnresponsiveReminder'.

      Note: An automatic welcome message does not count as a response. In that case, the reminder emails will still be sent.

       

       

      Monthly pending action email

      If there are still open actions (applications or activity reports) for a contact, we will send that person an email with a link to the activities page, filtered by "Requires action".

      • Contacts will receive this email (max. 1 time per month per organization) if there are still pending action items (applications or activity reports).

      With this new filter for the activities list, you can easily view all activities and opportunities that have applications and/or activity reports that are still 'Pending'. This way you can see at a glance what needs your attention.

      activiteitsfilter-en

       

       

      Status check emails (the number of weeks can be set)

      • If an application remains 'Pending' for 5 weeks, then the contact person will receive a reminder email with a request to update the status, if applicable.
        --> The email can be found via the overview of automails in the administration panel under the name 'pendingApplicationStatusReminder' (same as below).

      • If an application remains 'Pending' for 10 weeks, then the contact person will receive a reminder email with a request to update the status, if applicable.
        --> The email can be found via the overview of automails in the administration panel under the name 'pendingApplicationStatusReminder' (same as above).

       

       

      Why being up-to-date is valuable

      Being up-to-date does not only create clarity for yourself, it also helps with:

      • Making impact visible: In this way we map the impact and importance of volunteer work. This also applies to your own organisation. Handy!
      • Volunteer appreciation: Matches and hour registration make people's profiles more attractive and trustworthy for other organisations and creates the opportunity to put sepcific people in the spotlight. Win-win!"

      How to get organizations to update their pending applications?

      Additionally, we have collected all the best practices from our partners regarding reducing the number of applications stuck in 'Pending'. Have a look at what you can do!