Automatic reminder emails for applications and activity reports

All our partners are dealing with applications that get stuck in the 'New' or '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 process and timeline.

Go to:

• Application reminder emails (can be disabled)
• Monthly pending action email
• Why being up-to-date is valuable

Application reminder emails (can be disabled)

The reminder email triggers after the application status hasn't been changed after an x amount of days.

Any of the application reminder emails can be disabled, and the number of days after which they're being send out can be edited. Please reach out to your Partnership Manager at Deedmob to make any changes.

You can also update the content of these automated emails. Please find more information in this article.

Application Status	Trigger and default number of days (days be changed)	Automail	Default
	The moment someone applies for an activity, the contact person gets an email and the application status is "new". Note: This email is send right away once there's been an application, and the number of days can't be changed.	newApplication	Enabled (can be disabled)
	If the application status hasn't been updated after 3 days, the contact person gets a first reminder	reminderNewFirstContactPerson	Enabled (can be disabled)
	If the application status hasn't been updated after 7 days, all organisation admins get a first reminder	reminderNewFirstAdmins	Enabled (can be disabled)
	If the application status hasn't been updated after 14 days, the contactperson gets a last reminder	reminderNewLastContactPerson	Enabled (can be disabled)
	If the application status hasn't been updated after 14 days, the applicant gets a reminder Note: The timing of this email is linked to the last reminder sent to the contact person. They always go out on the same day. It's not possible to set a different number of days for each one separately.	reminderNewApplicant	Disabled (can be enabled)
	If the application status hasn't been updated after 28 days, all organisation admins gets a last reminder	reminderNewLastAdmins	Enabled (can be disabled)
	Once an organiser responses to the application on the platform, or manually sets the status to pending, the application status moves to "pending	N/A	N/A
	If the application status has been in "pending" for 35 days, the contact person gets a reminder	reminderPendingContactPerson	Enabled (can be disabled)
	If the application status has been in "pending" for 70 days, all organisation admins get a reminder	reminderPendingAdmins	Enabled (can be disabled)

Please note: the platform can only register contact that takes place through the platform itself. An application stays in "new" as long as no response has been given via the platform, even if the organisation and volunteer have already been in touch another way, for example by phone or email. In that case, it's important that the organisation manually updates the status.

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). This automail is called "contactPersonPendingDeeds" and can be updated.

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.

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!