Chapter 2: Setting Up a Database to Track Data

Organizers need to use data tools to grow the number of volunteers, invest in people by encouraging them to take on more responsibility, and effectively communicate with our community.   We have attached a link to an Airtable template to help organizers set up their own database (link). In the following chapter, organizers can review how to use the template and some key ideas behind its setup. 

 

Volunteer Management Database Template

 

AirTable is a helpful program to start off with because it is free to begin using and relatively cheap to collect information on sign-ups, events, and progress on volunteer engagement. Airtable is $20 per month to give one person user access to the technical side of the platform.  As organizers read this guide, we encourage them to take what they want from the template and use lessons from the guide to create a data system that works for their team.

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The Summary Tables

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There are two tables that summarize data being collected within the database: the Volunteer Summary Table and Event Summary Table. They each contain data coming in from forms, which will be discussed later. In the Volunteer Summary Table, organizers will see the following  fields:

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Organizers should note that there are hidden fields that are connected to other tables that ensure we manage duplicates and count new event entries within this table.  Organizers will rely on the Volunteer Summary Table for most analytics, but users will also need the Event Summary Table. The Event Summary Table has the following fields: 

 

• Event Sign Up ID (Unique Identifier for the Event Summary Table)

• First Name + Last Name | Email (Unique Identifier for the Volunteer Summary Table) 

• First Name

• Last Name

• Email

• Phone Number

• Event Name

• Date and Time of Registration

• Date and Time of Event

• Event Type

• Event Status

• Address

• Unit / Apt

• City

• State

• Zip

 

Forms to Collect New Volunteer Data, Manage Call Lists, and Collect Event Data

 

Forms are surveys hosted by Airtable. There are three types of forms: the New Volunteer Form, the Call List Form, and the Event Template. The New Volunteer Form collects information about people who want to be a part of the organization. The Call List Form is meant to be shared with volunteers so that they can update information about who they have recently called to be organized. 

 

The Event Template is used to collect registrations for new events. It is the only form that organizers would have to manually create more copies of to keep up with new events.   Each new form will need the following fields: 

 

• Name of the form

• Event Name

• Date and Time of Event

• Event Type 

 

Some Important Data from The Template

 

There are a few fields we would like to highlight that may help organizers set goals for work and allow them to more effectively organize. 

 

Ladder of Engagement

 

The template includes a field called the Ladder of Engagement, which is currently set to a scale of 1 to 5. New people in a database will be entered as a 1, but what does this mean? A ladder of engagement is a path organizers create once volunteers are recruited to bring them onto increasing responsibilities on behalf of the group. Organizers create a ladder of engagement to identify leaders, cultivate greater ownership within the group, and provide transparency on roles that are needed within the group. Ladders of engagement are set around an objective that can be either short-term or long-term. The first step asks the volunteer to complete a low-engagement task like signing a petition. Then, organizers will work with these volunteers to build them up to higher steps on the ladder through organizing conversations. In the example below, we see a short-term goal for an action, while other groups may create a ladder of engagement for an organization that has regular member meetings.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                              Source: https://beautifultrouble.org/toolbox/tool/ladder-of-engagement

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In a database, the ladder of engagement can be represented as an additional field to a volunteer profile, like we have set up in the AirTable template. The ladder of engagement can be represented in steps, signifying what type of actions they have completed in the group. Organizers can then work to move the volunteer along to the next step of the ladder during future conversations. 

 

Organizers should work with their team to set up a ladder of engagement that can be used within the database.

 

 

Contact Logs

 

A contact log is created when a volunteer completes the Call Log form. Contact logs typically include data from the last time they talked with an organizer, like the date last outreached, the person contacted, and open-ended notes. This data allows organizers to manage follow-up conversations and create better lists for future outreach. 

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​​​Contact logs help make it clear how many days have passed before an organizer calls a volunteer for a follow-up. Some groups may want the same organizer reaching out to specific volunteers to deepen their connection to the group. Notes also help pick up conversations from the most recent point left out by the organizer, which would help make conversations more meaningful. 

 

Organizers should spend time training new volunteers on how to best fill out call logs. Importantly, volunteers must use the same exact first name, last name, and email of the person they are logging so that it will not create duplicates in the data system.