327% increase in volunteer engagement after implementation
ActivateUTS is a non-profit organization focused on students, serving UTS staff, and the broader community. Among the missions of ActivateUTS is providing co-curricular and volunteering activities that prepare students for life beyond university.
Before implementing Symplicity's CareerHub, ActivateUTS faced significant challenges managing their volunteer program. As Manager, Student Life (Programs & Wellbeing), Andrew Minutillo, explained, "We actually didn't have a system at all... We were manually using [airtables] as a data tracking system, and then we were using Excel to actually register for volunteering opportunities. So, it was a mess. We had basically three different systems."
This fragmented approach created inefficiencies that impacted both staff and students. The program struggled with volunteer follow-through - many students would register but never actually participate. The manual processes required excessive staff time for basic reporting and administration, preventing them from focusing on program growth and student experience.
The Solution:
ActivateUTS implemented Symplicity's CareerHub platform to unify their volunteer management system. The implementation was remarkably fast, with the team going from signing to going live in just over a month (December 22 to February 3), spanning the holiday season.
The solution leveraged key features including the waitlist functionality, which Andrew described as "one of the best inventions and best things on this platform," allowing better management of limited volunteer spots. The platform also provided a staged volunteer journey with clear progression, creating a more intuitive volunteer experience. Integration with the university's existing CareerHub ecosystem connected the volunteer program with other university opportunities, increasing visibility among students already using the platform.
The Results:
The implementation of CareerHub generated remarkable improvements in volunteer engagement and program efficiency. Volunteer numbers skyrocketed from 134 to 413 in just one year - a 184% increase. Even more significant was the change in volunteer participation rates. Andrew noted, "We had an average of 0.7, which basically means our average volunteer does 0.7 an opportunity, which meant that not every volunteer on our platform actually goes and volunteers at least once. We now have an average of 1.28, which means that every volunteer on average in our platform is doing at least one opportunity."
The program has experienced a 327% increase in completed volunteer hours, reaching 1,926 hours across 428 completed opportunities. These dramatic improvements demonstrate both increased volunteer sign-ups and higher conversion from registration to actual participation.
KEY RESULTS
- 184% increase in volunteer numbers (134 to 413)
- 83% increase in average volunteer participation rate (0.7 to 1.28 opportunities per volunteer)
- 327% increase in completed volunteer hours
- Dramatically improved reporting capabilities
The Experience:
The implementation process was greatly enhanced by the Symplicity team's understanding of student needs and university culture. Andrew highlighted this advantage: "I think it was a massive advantage for me that they knew UTS and the culture of UTS and a student focused perspective as well." The Symplicity team not only fixed issues promptly but also took time to explain solutions, empowering ActivateUTS staff to become self-sufficient with the platform.
The team appreciated Symplicity's approach to support, with Andrew noting: “Mohit would just be like, ‘We fixed it.’ But do you have a couple seconds to talk about what happened so that you know exactly what I'm doing?" This educational approach has allowed the staff to better understand the system and operate more independently.
Looking Forward:
With CareerHub successfully implemented, ActivateUTS is now exploring additional features to enhance their program. They've recently implemented automated certificates of recognition and are exploring e-learning functionality with interactive quizzes and more engaging training options. Future plans include developing volunteer leadership experiences as a fifth program stream, focusing on developmental experiences for their growing volunteer base.
"I can't speak more highly of it... How well Symplicity has understood what I do and what our volunteers are like. I think that's been the greatest asset in this experience of implementation to maintenance to having it onboard. I think that a lot of systems out there that deal with volunteer engagement and things like that are just so disconnected from what their product is." - Andrew Minutillo, ActivateUTS
Ready to transform your volunteer management and boost engagement? Discover how Symplicity's CareerHub can streamline your processes and deliver measurable results. Contact us today to learn more about implementing a solution tailored to your organization's unique needs.
