QA: Reducing the administrative load and engaging more volunteers

Introduction

QA provides training and learning experiences, including apprenticeships, to thousands of people across the UK. Their mission is to equip individuals and organisations with the skills needed to thrive in the digital and technology sectors.

To raise awareness and drive adoption of their apprenticeships and training programmes, QA created an Ambassador Programme. Over 100 volunteers, many of whom have completed QA courses themselves, act as Ambassadors at career fairs, workshops, and events, promoting opportunities and inspiring participation.

Rosterfy plays a pivotal role in managing the programme, providing a centralised system for onboarding, scheduling, communication, and recognition, enabling QA to focus on its mission rather than administrative tasks.

The Challenge

Before adopting Rosterfy, QA faced several challenges in running the Ambassador Programme:

• High administrative workload, with approximately 80% of the team’s time spent on manual processes
• Collecting and storing personal details, background checks, and other essential data for volunteers
• Scheduling and managing Ambassador attendance at events manually
• Maintaining consistent communication with volunteers and ensuring coverage at multiple events
• Recognising and rewarding volunteers for the time they dedicate, often taking annual leave to attend events
• Lack of a centralised platform for volunteers to access event information, communications, and rewards

These challenges made it difficult for QA to scale the Ambassador Programme or dedicate sufficient time to their core mission of up-skilling the UK.

The Solution

QA selected Rosterfy to streamline operations, engage volunteers, and improve the overall Ambassador experience.

Key capabilities and implementations

Candidate onboarding

• Automated collection of personal details, background checks, and required documentation
• Tailored onboarding processes specific to the needs of the Ambassador Programme

Event and volunteer management

• Centralised scheduling for all events, ensuring excellent coverage and clear communication
• Volunteers can view their profiles, track events, and manage participation via the Ambassador Hub

Reward and recognition

• Tools to acknowledge volunteer efforts, including gifts, certificates, and updates
• Incentivised participation and strengthened volunteer retention

Volunteer empowerment

• Online portal allowing volunteers to access training, track progress, and stay informed
• Simplified processes for booking events, reducing manual admin and improving engagement

Scalability across the UK

• The Ambassador Programme expanded from Scotland to the wider UK
• Rosterfy reduced administrative pressure, allowing QA to focus on growing the programme and improving outcomes

The Impact

Rosterfy has transformed QA’s Ambassador Programme, improving efficiency, volunteer engagement, and programme outcomes.

Measurable outcomes

• Administrative workload reduced from 80% to 40%, freeing staff to focus on the core mission
• Centralised Ambassador Hub providing volunteers with profiles, event access, communications, and rewards
• Streamlined onboarding, scheduling, and reporting
• Scaled the Ambassador Programme across the UK while maintaining consistent volunteer experiences

Volunteer and community outcomes

• Volunteers become effective ambassadors for QA, promoting apprenticeships and training opportunities
• Volunteers have access to training, event tracking, and recognition tools, improving engagement and satisfaction
• QA has successfully driven over 4,700 applications and supported 72 individuals into full-time employment in the past year
  

Legacy and experience

Rosterfy allows QA to focus on what matters most: empowering individuals through learning and skills development. By removing administrative burdens and centralising volunteer management, QA can scale their Ambassador Programme, engage more volunteers, and continue to impact lives across the UK.