What is a welcome message?
The welcome message is an email automatically sent from your organization when you move a volunteer from Onboarding to Active status. It welcomes new volunteers to your organization and lets them know they can start signing up for opportunities.
Use your welcome message to introduce your organization, encourage volunteers to sign up for available opportunities, direct them to your FAQ and Resources to learn more, or explain any next steps they should complete.
The welcome message is only sent to volunteers who go through Required Onboarding. If your organization uses Direct to Opportunities instead, volunteers won't receive a welcome message. They'll receive the standard confirmation emails when they sign up for opportunities to avoid unnecessary emails. If you'd still like to send a welcome message, you can do so at any time using the Welcome Message email template.
Create a custom welcome message
We recommend creating a custom welcome email to replace the default message sent by Timecounts. A personalized welcome email helps set expectations, explain how volunteers can get involved, and introduce your organization.
To create one, go to Settings → Email Templates and create a new email template. If you don't need any links, you can simply write your message in the text box provided.
Next, go to Settings → Onboarding and select your email template from the Welcome message dropdown. Make sure the toggle is turned on and press Save at the bottom of the page.
If you don't select a custom template, Timecounts will automatically send the default welcome message, which directs new volunteers to your Hub opportunities page.
Crafting a compelling welcome message
A well-written welcome message helps volunteers feel confident about what to do next. Keep your message friendly, informative, and focused on helping volunteers get started.
Start with a warm welcome. Thank volunteers for joining your organization and make them feel appreciated.
Explain the next step. Tell volunteers exactly what they should do next, whether that's signing up for opportunities, completing additional onboarding tasks, or reviewing important information.
Include a clear button or link. Make it easy for volunteers to take action. If you're not sure where to send them, link to your Hub's Find Opportunities page.
Share helpful resources. Include links to guides, documents, or other information volunteers may need before getting started.
Let volunteers know how to contact you. Include an email address or other contact information so they can reach out with questions.
Keep it short. Focus on the information volunteers need right away and make the message easy to scan.
Personalize the message. Use the volunteer's first name by inserting the First Name profile field using the + button in the email editor.
Example welcome message
Subject: Welcome to [Organization Name]!
Hi [FirstName],
Welcome to the team! We're so glad you've joined us.
Your onboarding is now complete, and you can start signing up for volunteer opportunities through our Hub. There you'll find upcoming shifts and events, answers to common questions in our FAQ, and helpful resources to get you started.
As you volunteer with us, your hours and contributions will be recorded in your volunteer profile, creating a record of the impact you're making with our organization.
[Find Volunteer Opportunities]
If you have any questions or aren't sure where to begin, simply reply to this email or contact us at [Email]. We're always happy to help.
Thank you for choosing to volunteer with us. We can't wait to see the difference you'll make.
Best,
[Your Name]
[Organization Name]
How to stop sending the welcome message
If you don't want to send the automated welcome message, go to Settings→ Onboarding, next to the welcome message section there is a toggle which you can switch to off and click Save at the bottom of the page.
Can I resend the welcome message?
Timecounts only sends the automated welcome message once. If you'd like to send it again to a volunteer or group of volunteers, compose a new email and insert your Welcome Message email template, or write a new message.
How do I check if a volunteer has received a welcome message?
To see whether a volunteer has received a welcome message, open their profile from the Directory and select the Messages tab.
The Messages tab shows a history of all incoming and outgoing communication between your organization and that volunteer, including the welcome message if it was sent.