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AI agent for community moderators

Volunteer Moderator Recruitment Agent

Enough vetted volunteers accepted to cover the team's gaps, with each invitation approved by the manager

People and hiringCustomer supportManagement
See how it worksGet access
Volunteer Moderator Recruitment Agent: what goes in, what the agent does and what you get

What it does

A community loses two moderators in a month, and recruiting means posting a call for volunteers and hoping. This agent reads member activity and moderation history, such as helpful reports, tone in disputes, time zones and tenure, and finds people who meet the community's standards. It checks each candidate against the criteria, including no recent warnings, a minimum tenure and coverage of the hours the team lacks. It drafts a personal invitation for each, tracks replies, drops those who decline, and goes back to the member list to fill the gap, repeating until the team has the number it needs. It also tracks the load of current moderators to show when to recruit next. The manager approves every invitation. Edge case: a very active member with a recent warning is skipped, and the reason is noted for the manager.

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, continueYes, continueNoNo 1 STARTS WHEN Coverage gap detected 2 USES A TOOL Read the moderator roster, coverage hours and gap 3 USES A TOOL Read member activity, history and warnings 4 DOES Filter members who meet the criteria and cover themissing hours 5 DOES Rank the candidates and draft a personal invitationfor each 6 YOU APPROVE Manager approves every invitation 7 USES A TOOL Track replies and log acceptances and declines 8 CHECKS THE RESULT Is the number of accepted volunteers enough to closethe gap? If not: Remove those who declined and go to the nextcandidates on the list. Back to step 4. 9 DOES Check that accepted volunteers still meet thecriteria 10 CHECKS THE RESULT Do the volunteers cover the missing hours afteracceptance? If not: Search for candidates in the missing time zones.Back to step 3. 11 RESULT Recruitment summary and onboarding list
Read the steps as a list
  1. Coverage gap detected
  2. Read the moderator roster, coverage hours and gap
  3. Read member activity, history and warnings
  4. Filter members who meet the criteria and cover the missing hours
  5. Rank the candidates and draft a personal invitation for each
  6. Manager approves every invitationThe agent waits here for your OK.
  7. Track replies and log acceptances and declines
  8. Is the number of accepted volunteers enough to close the gap?If not: Remove those who declined and go to the next candidates on the list. Back to step 4.
  9. Check that accepted volunteers still meet the criteria
  10. Do the volunteers cover the missing hours after acceptance?If not: Search for candidates in the missing time zones. Back to step 3.
  11. Recruitment summary and onboarding list

How it decides

It ranks eligible members by helpfulness, tone, tenure and coverage of the missing hours, and moves to the next candidate when one declines.

  • Require at least 6 months of membership and no warnings in the last 12 months
  • Invite 3 candidates for each open place
  • Do not invite the same person twice in 90 days
  • Prioritize coverage of the least staffed hours

Make it yours

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

  • Eligibility criteria
  • Candidates per open place (default 3)
  • Coverage targets
  • Cooling-off period
  • Invitation tone

What keeps you in control

It always asks you first

  • Manager approves each invitation before it is sent

Hard limits

  • Never send an invitation without approval
  • Never share private member data outside the management team

It stops when

  • Done: The team's gaps are covered by accepted volunteers
  • Stop: Not enough qualified members, so the agent suggests an open call approved by the manager

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 happensThe team lacks coverage from 2 to 8 am UTC. The agent finds 14 members who meet the criteria, 5 in suitable time zones. It drafts 3 invitations for the 2 open places, and the manager approves them. One member declines and one does not reply. The agent moves to the next two candidates, and two accept. Coverage rises from 62 to 88 percent.

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