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AI agent for nonprofit program managers

Volunteer Inquiry Drop-Off Agent

More inquiries turn into first shifts through timely, approved nudges, with results measured.

CommunicationPeople and hiringOperations
See how it worksGet access
Volunteer Inquiry Drop-Off Agent: what goes in, what the agent does and what you get

What it does

Fifty people fill out your volunteer form each month, and only fifteen show up for a first shift. This agent follows each inquiry through the steps: reply sent, orientation booked, orientation attended and first shift done. It finds where people stall and drafts a targeted nudge for each stuck person, such as a reminder with the next orientation date or an easier first task. After a set time, it checks who moved forward and what the nudge did, and adjusts the wording or timing for the next group. You approve the wording before anything is sent. Edge case: someone who declined orientation twice is moved to a quiet list rather than nudged again.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Daily check of inquiries 2 USES A TOOL Read form responses and status by step 3 DOES Find people stalled at each step beyond 3 days 4 DOES Match each stalled person to the next availableoption 5 DOES Draft a short nudge for each step 6 YOU APPROVE Coordinator approves the message wording 7 USES A TOOL Record sent nudges and wait 5 days 8 CHECKS THE RESULT Did the person move to the next step? If not: Send one different nudge, then move to the quietlist. Back to step 3. 9 DOES Compare nudge results by step and wording 10 RESULT Drop-off report with best performing messages
Read the steps as a list
  1. Daily check of inquiries
  2. Read form responses and status by step
  3. Find people stalled at each step beyond 3 days
  4. Match each stalled person to the next available option
  5. Draft a short nudge for each step
  6. Coordinator approves the message wordingThe agent waits here for your OK.
  7. Record sent nudges and wait 5 days
  8. Did the person move to the next step?If not: Send one different nudge, then move to the quiet list. Back to step 3.
  9. Compare nudge results by step and wording
  10. Drop-off report with best performing messages

How it decides

It nudges a person after 3 days of no progress at a step, with the message tied to that step, and stops after 2 nudges.

  • Nudge after 3 days without progress
  • Stop after 2 nudges
  • Match the nudge to the step the person is stuck at
  • Keep the winning wording for the next group

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Days before nudge (default 3)
  • Maximum nudges (default 2)
  • Steps tracked
  • Tone of messages

What keeps you in control

It always asks you first

  • Coordinator approves the wording of nudges

Hard limits

  • Never message people without approval
  • Never nudge more than twice

It stops when

  • Done: all inquiries moved on or moved to quiet
  • Stop: sign-up data is missing

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOf 38 new inquiries, 14 had replied but not booked orientation. The agent drafted a nudge with 2 date options. After 5 days, 9 booked. The 5 who did not got a second note offering a phone call. Two replied. The report showed the date-option wording beat the general reminder.

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