Objectives

• Enable staff to browse and register for volunteering activities

• Provide real-time availability and bilingual content (English and Chinese)

• Automate communications while allowing manual oversight

• Equip company administrators with a live dashboard for internal reporting

Key Features & Implementation

1. Volunteering Activities Portal

Staff could explore upcoming volunteering opportunities through a mobile-friendly internal site that featured:

• Real-time availability updates (e.g., 45/100 spots remaining)

• Filters by language and availability

• Bilingual toggle for English and Chinese

• Default sorting by earliest activity date

Each event listing displayed a photo, location (region only), time/date, language requirements, and the number of available spots—designed for clarity and ease of use.

2. Activity Details Pages

Each event included a detailed information page with:

• NGO partner overview (logo, description, website)

• Exact meeting location, dress code, and any items to bring

• A built-in contact form for participant enquiries

• A registration button that auto-loaded in the user's selected language

3. Smart Registration Forms

Volunteers submitted a bilingual form capturing key information:

• Name, contact details, department, and role

• Terms & Conditions acknowledgement (with link to policy)

• Auto-language detection based on the user’s browsing preference

We also accounted for group registrations, enabling manual uploads for bulk signups without triggering the automated email sequence.

4. Automated Communication Workflow

To streamline the volunteer experience, we implemented an intelligent email workflow triggered by participant activity and internal updates.

A. Registration Acknowledgement
Sent automatically to users who registered via the portal (but not for manual entries).
“We’ve received your registration and will confirm your spot within two working days.”

B. Confirmed Registration
Triggered when internal teams updated the participant status to "Confirmed."
“Your registration has been confirmed. We'll send a reminder and on-site contact details closer to the date.”

C. Reminder Email
Sent automatically three days before each event, including:

• Date & time

• Dress code

• Meeting location

• On-site contact details

D. Waitlist Notification
Triggered when a participant was marked as “Waitlisted.”
“The event is currently full — you’ve been added to the waitlist and will be notified if a spot opens up.”

All emails were bilingual and personalised for each participant.

5. Internal Reporting Dashboard

A secure, admin-only dashboard gave internal stakeholders read-only access to:

• Total signups per activity (including confirmed and waitlisted)

• Participant details like name, department, and contact info

• Visual summaries showing event engagement and capacity

The dashboard provided real-time oversight, allowing HR and CSR teams to monitor progress without needing to handle backend data directly.

Outcome

• Over 1,500 employees successfully registered across dozens of events

• A seamless bilingual experience from sign-up to participation

• Manual reviews respected while reducing admin overhead through automation

• Real-time visibility enabled smooth internal reporting and decision-making