Case Study: World Scouting
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.
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The ROI of Rosterfy
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Before implementing Rosterfy, World Scouts had a core team of 2 staff members and 6 volunteers. With Rosterfy’s automation features, many previously manual tasks were streamlined, allowing a single staff member to manage the process efficiently on an ongoing basis.
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With a strong commitment to inclusion, World Scouting is expanding its program beyond English to include Spanish and French using Rosterfy.
Streamlined onboarding through automations
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
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Pre Rosterfy - Challenges
- Manual Screening Processes: Volunteer screening and scheduling consumed 70% of administrative time, leaving limited time for other tasks including personalisation and engagement.
- Opportunities for Personalization and Engagement: Volunteers lacked access to centralised information or personalised communication.
- Data Security Concerns:
The absence of a standardized data management solution posed potential risks, highlighting the need for more robust safeguards to prevent security vulnerabilities.
Post Rosterfy - Achievements
- Greater Efficiency: Previously managed by 2 staff and 6 volunteers, now streamlined to 1 staff member with the support of automation.
- Multiple Languages: In addition to using Rosterfy in English, World Scouting plans to use French and Spanish languages using Rosterfy
- 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.
Ensuring compliance with enhanced security, SSO and GDPR
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
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How to create a successful volunteer application funnel
Convert your registered volunteers into active volunteers. Join Rosterfy's Co Founder, Bennett Merriman as he walks you through how understanding your 'Volunteer Application Funnel' can empower your team to engage and retain more active volunteers.
Ensuring a personalised and engaging volunteer experience
Since implementing Rosterfy, World Scouting has utilized their engagement features to further personalize 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
Book a Demo
Speak to one of our team today and see the impact Rosterfy could have on your Volunteer Program.
Request a 30 minute demonstration from our team and you'll discover better ways to manage your nonprofit volunteer program and improve operational visibility.