What is a welcome message?
The welcome message is an email sent automatically from your organization to new or imported volunteers you add to your directory from onboarding. It is an introduction for volunteers to learn if they can start signing up for opportunities.
Just remember that only volunteers added to the Directory will get this email. It’s a perfect opportunity to encourage them to sign up for available opportunities or to remind them to complete the next step in your New Volunteer flow.
Create a custom welcome message.
We recommend creating a custom email template for your volunteers to replace the default version set by Timecounts. Writing a friendly and informative welcome email will set the tone for what volunteers can expect next, explain how you want them to get involved, and personalize their experience by introducing yourself as the volunteer leader.
You can choose this template from the dropdown menu, allowing you to personalize and format the email however you like. To create a new email template, go to Settings > Data. If you don’t need any links in your email, you can just write a simple welcome message in the text box provided.
If you don’t create a custom message, don’t worry—Timecounts will send a default welcome email directing new volunteers to your Hub opportunities page.
Crafting a compelling welcome message
Be Friendly and Inviting: Start with a warm greeting to make volunteers feel appreciated and excited to be part of your community. Use a tone that reflects your organization’s culture.
Express Gratitude: Thank volunteers for joining your organization. Acknowledging their commitment helps foster a sense of belonging.
Set Expectations: Clearly outline what volunteers can expect next. Mention any immediate actions they must take, such as signing up for opportunities or completing additional onboarding steps. Adding a button or link to where the volunteer can click next is important. If unsure, use the URL for your hub's Find Opportunities page.
Provide Resources: Share links or information about where volunteers can find volunteer opportunities, resources, or support. This empowers volunteers to confidently take the next steps.
Encourage Communication: Let volunteers know how to contact you if they have questions or need assistance. Include contact details or links to support channels.
Keep It Concise: While providing valuable information is essential, keep the message concise and easy to read. Use bullet points or headings to break up the text.
Personalize It: Whenever possible, personalize the message by including the volunteer’s name and any specific details relevant to them. Insert the database field for the first name into the message using the + icon in the compose view.
Example Welcome Message
Subject: Welcome to Our Team!
Dear [FirstName],
We’re thrilled to have you join us! Thank you for becoming a part of our volunteer team.
Here’s what to expect next:
Explore Opportunities: Check out available shifts and events on the hub.
Get Involved: Sign up for any opportunities that interest you.
Stay Connected: If you have questions, please contact [Email] or reply to this message.
[Insert Button to Find Opportunities page]
We’re excited to work together to make a difference!
Best,
[Your Name]
[Your Position]
How to stop sending the welcome message.
If you prefer not to send the automated Welcome Email, you can easily disable it by unchecking the box on the Details page of the Hub Editor and pressing Save.
Can I resend the welcome message?
Timecounts only sends the automated welcome email once. If you wish to re-send the information from your welcome message to a volunteer or group of volunteers, simply compose a general email and insert that template or write a new message.
How do I check if a volunteer has received a welcome email?
If you wish to see if a volunteer has received a welcome message, click on their name in the directory and open the profile card to the messages tab. This will give you a list of all incoming and outgoing communication between your organization and the volunteer.