Launch Responsibilities & Timeline

Below you’ll find a sample timeline illustrating the projects that must be completed for a successful VolunteerMatch site launch. The process has been broken down into 6 phases:

Site Build
Training
QuickStart
Password & Site Security
Content
Launch Preparations

Be sure to take special note of any project dependencies (italicized under the project name) and the responsible parties for each project to ensure a timely release.

Feel free to contact your Client Relations Manager via email or select the Submit a Request button below with any questions about this process!

Site Build & Branding

GOAL or PROJECT

RESPONSIBLE PARTY

Define subdomain name

URL will be in this format: name.volunteermatch.org

Business Contact

Signoff Contact

Provide branding requirements CRM

Delivery of all assets
  -Banner in jpg format 1000 pixels wide by 90 pixels high
  -Two web hex colors
  -Custom assets for Custom Branding level

If Custom Branding is included, this will need to be scheduled into a sprint cycle. If assets are not received in time, this will be pushed back 1 month+. 

Business Contact

Signoff Contact

Build URL, implement branding and deliver demo site for review

Depends on timeliness of delivery of assets and URL

CRM 
Round 1 feedback Business Contact 
Deliver updated demo site for review CRM 
Round 2 feedback (if necessary) Business Contact 
Deliver updated demo site for review CRM 
Approval to push-live

Business Contact

Signoff Contact 

Deliver live site

Dependent on final OK of demo site. Must be pushed live with VM engineering cycle. 

CRM

Signoff Contact

  

Training

GOAL or PROJECT

RESPONSIBLE PARTY

Site Admin training

Dependent on having a branded demo site

This training will cover all of the customizable features that full site administrators will have access to

CRM

 

QuickStart

GOAL or PROJECT

RESPONSIBLE PARTY

Determine fields for registration form

VolunteerMatch requires the following fields: First Name, Last Name, Email, Work Address, Phone and Employee ID (used as the primary key)

You can add additional fields; think about including any fields you want to report on, e.g., Department, Location, Business Unit, Brand, etc. 

Business Contact

Signoff Contact

Set up FTP

VolunteerMatch will provide you with an FTP login over the phone, as well as our PGP public key to safely transfer your employee files

CRM

Receive full data set from client

See VolunteerMatch QuickStart CSV Documentation

 

QuickStart testing

VolunteerMatch will test the file in our stage environment, provide sample results/errors/warnings, and request changes as needed

CRM

IT Contact

Signoff Contact

Customize QuickStart email to employees (if applicable)

We can customize and send an email through the system that will go to all employees with a link to activate their accounts (not applicable with SSO)

 Business Contact

Deliver final QuickStart file 

IT Contact

Signoff Contact

 

Password & Site Security

GOAL or PROJECT

RESPONSIBLE PARTY

Complete Password & Site Security Questionnaire

See VolunteerMatch Password & Security Questionnaire

IT Contact

Signoff Contact

Implement requirements

Will need to be scheduled into our sprint cycle; if questionnaire and samples are not received in time, will be pushed back 1 month+

VM IT Team

Test requirements

Your IT Contact

Approval to push to live

Your IT Contact

Signoff Contact

Live Deployment

Dependent on final approval. Must be pushed live with VM engineering cycle.

VM + Client

Signoff Contact

 

Content

GOAL or PROJECT

RESPONSIBLE PARTY

Add special event campaigns and projects

Dependent on having a live site

Admin > Special Events Think through what campaigns you'll want (how you'll want your events organized). Common set up includes by location, brand, department or cause.

Your Business Contact

Develop homepage content

Dependent on having a live site

Admin > Customize

See Nonprofit Featuring Video

Your Business Contact

Feature nonprofit partners

Dependent on having a live site

Admin > Featured

See Nonprofit Featuring Video

Your Business Contact

Customize fields for registration & hours tracking

Dependent on having a live site

Hours: Admin > Hours Tracking > Fields for employee-entered hours / custom questions and fields

Registration: Admin > Customize > Registration Form

Think about what you'll want to be able to report on. Common questions for hours tracking include paid time / company sponsored / skilled.

See Custom Fields Video

Your Business Contact

 

Launch Preparations

GOAL or PROJECT

RESPONSIBLE PARTY

Whitelist VolunteerMatch Emails

Whitelisting all of VM's emails will ensure that no communications get stuck in spam filters.

See VolunteerMatch Whitelisting Instructions

Your IT Contact

Business Signoff Contact

Launch preparations

Create internal employee communications. For example:
- Email or voicemail from CEO with endorsement
- Newsletter Announcement
- Multiple links within intranet homepage
- Presentation/email to regional leaders
- Employee communication campaign

See VolunteerMatch Launch & Communications Packet

Your Business Contact

Launch!

Dependent on push of live site, branding, SSO, quickstart, etc.

Once everything is live, you may launch at any time. Please let the VolunteerMatch Team know when you plan to launch so that we can watch any traffic spikes.

Your Business Contact

Signoff Contact

 

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