Glasgow Life

The Glasgow Life Host City Volunteer Programme ran for the duration of the 2014 Glasgow Commonwealth Games with volunteers welcoming and assisting visitors at locations throughout Glasgow city centre.

With a small administration team and short timeframe to recruitment, train and deploy over 1000 volunteers, a volunteer management system was required to help manage the process.

Get Scheduled’s workforce management system was used to manage volunteer information from recruitment to deployment and Get Scheduled’s advanced scheduling tools enabled a small administration team to quickly create and communicate the 12 day schedule with volunteers.

Automatic SMS and email alerts kept volunteers up to date with their assigned shifts and of any changes to them. Volunteers also had access to a Volunteer Portal,  where they could view their upcoming and past shifts, view shared documents, keep their own personal details up to date, as well as book any available extra shifts they would like to work

Volunteers were able to request shifts swaps if they were no longer able to attend a shift via the portal, and admin users were able to quickly approve and automatically post the now vacant shift back to the portal for a different volunteer to select.

Get Scheduled’s communication options meant the admin team could quickly communicate via email or SMS with the exact volunteers required, for example trained or untrained, those working right now at a particular location, or those not presently working.

Volunteers attendance was recorded via the portal at 8 check in points across the city ensuring excellent duty of care to all volunteers.

Get Scheduled’s Tag feature allowed volunteer requirements to be easily planned for, for example reports could be created detailing the exact dietary requirements at each location for each day or individual support needs could be highlighted and catered for whilst scheduling.

With over 1000 scheduled volunteers Get Scheduled’s automatic notifications greatly reduced administration time required to communicate each volunteers schedule with them whilst also ensuring a clear and accurate delivery of information.  Get Scheduled’’s advanced scheduling options also meant the time required to create the schedules was significantly reduced with simple mass shift creation.