The sign-up sheet says 18. Eleven turn up.
Volunteers sign up weeks ahead and forget. The coordinator finds out at 09:05 on Saturday how many came, and the shift is understaffed or overstaffed with no time to fix either. The email reminder went out, and had a 22 percent open rate.
Attendance is then written on paper and typed into the Hours records on Monday, if at all. The hours report the board sees in the quarterly pack is a guess.
Keep the process where the record is. The Volunteer Hours record already holds the person, the shift and a Status field. Text from it, and let the reply change the status.
Three parts, on the objects V4S already gives you.
Volunteers for Salesforce ships the Volunteer Shift and Volunteer Hours objects and a Status picklist with Confirmed, Completed and No-Show. Everything here uses those, plus one scheduled flow.
Write the reminder against Volunteer Hours
A dynamic template on Volunteer Hours. Merge fields pull the shift start and end from the parent Volunteer Shift, the site from the Volunteer Job, and the volunteer's first name from the Contact. It ends with the Y or N instruction and the opt-out line.
Send it on a schedule the day before
A scheduled flow runs daily at 17:00. It collects Volunteer Hours where the shift starts tomorrow and Status is Confirmed or Prospect, and calls the send action for each. A decision element skips any Contact with the opt-out field set.
One flow covers every job and every site. Adding a new shift in V4S needs no change to the flow.
Let the reply set the status
Keyword rules map Y to Status = Confirmed, N to Status = Canceled, and HERE on the shift day to Status = Completed with Hours Worked filled from the shift length. The coordinator opens the shift at 09:00 and the count is already there.
N also frees the slot in the V4S job calendar, so a standby volunteer can be texted the same evening from the Converse view.
Three words the volunteer needs.
Y, N and HERE. Anything else goes to the coordinator's inbox as an open Task, on the volunteer's Contact.
Short, because volunteers are not customers.
Attendance is a report, not a spreadsheet.
Status and Hours Worked are standard V4S fields. A Volunteer Hours report grouped by shift shows confirmed against completed, by Monday morning with nothing typed in.
Where ValueText fits.
ValueText is the send action and the inbound handler. It installs from AppExchange as a managed package, adds the Send Message action to Flow Builder, and writes every inbound message as a Message Bucket record and a Task on the Contact. Keyword rules that update the parent Volunteer Hours record are set up in ValueText Setup. V4S, the scheduled flow and the report are yours and stay if you leave.
Works with Volunteers for Salesforce and NPSP · Nonprofit pricing on request · 1 SMS segment per reminder at the published per-country rate“After some research we found ValueText app as best to meet our needs. By using this app we’ve achieved time zone based scheduling for different business hours.”
Bala PeriDevelopment Manager and Salesforce Architect · AppExchange