World Scouting: Increasing efficiency through automations

Introduction

World Scouting is the world’s largest volunteer-based youth movement. At the global level, a diverse team of volunteers and staff coordinate international projects, events, and initiatives supporting National Scout Organizations worldwide.

To better engage and support these global-level volunteers, who contribute from different countries, cultures, and time zones, World Scouting adopted Rosterfy as its volunteer management platform.

This strategic move replaced fragmented systems and manual processes with a centralised solution, streamlining coordination, boosting efficiency, and improving the volunteer experience across the board.

The Challenge

World Scouting made a strategic move replacing fragmented systems and manual processes with a centralised solution, streamlining coordination, boosting efficiency, and improving the volunteer experience across the board.

Key challenges they were looking to solve using Rosterfy included:

• Manual screening processes: Volunteer screening and scheduling consumed 70% of administrative time, leaving limited time for other tasks including personalisation and engagement.
• Opportunities for personalisation and engagement: Volunteers lacked access to centralised information or personalised communication.
• Data security concerns: The absence of a standardised data management solution posed potential risks, highlighting the need for more robust safeguards to prevent security vulnerabilities.

The Solution

Rosterfy transformed the onboarding process by automating 85% of volunteer screening tasks. 

Automated processes now include:

• Verification of World Scouting membership status
• Collection and validation of certifications and credentials
• Scheduling and role allocation

With automations now taking care of most of the manual workload, what used to be a 2 staff and 6 volunteers job is now streamlined to 1 staff member with the support of automation.

Data security, SSO and GDPR compliance

In addition to ensuring compliance, features like Single Sign-On (SSO) allowed World Scouting to unify access across all digital platforms. With just one account, volunteers can seamlessly log into Rosterfy and other key systems within the World Scouting Digital Landscape, simplifying the user experience and strengthening data security.

A personalised and engaging volunteer experience

Since implementing Rosterfy, World Scouting has utilised their engagement features to further personalise the volunteer experience. This includes:

• Centralised access to certificates and appointment confirmations within Rosterfy
• Automated and scheduled communications via email, and push notifications
• Enabled a Slack integration for real-time updates

The Impact

With built-in data protection tools, Rosterfy enabled World Scouting to move from internal storage to secure, AWS-hosted local servers. The platform provides:

• Tiered admin access controls only certain administrators have access to data as the highest level of security
• Single Sign-On (SSO) to protect user credentials and reduce the risk of hackers trying to impersonate volunteers and gain access to their account. SSO also allowed World Scouting to unify access across all systems, simplifying the user experience and strengthening data security.
• GDPR compliance features embedded in the platform to ensure maximum compliance