System 01
Clean Volunteer Records
One record per volunteer. Every sign-up now attaches to the right person automatically, so duplicates stop at the source and nothing is lost.
Case StudiesAirtable rebuild
Nonprofit volunteer programme
Airtable volunteer management that runs itself
Every sign-up used to create a duplicate record. Now shifts, invites and volunteer hours run themselves for a one-person team.
By Nuevexa·
0
Duplicate records per sign-up in testing
30
Shifts a week created automatically
3 weeks
From build start to a working system
~1.5h
Estimated admin time saved each week
At a glance
Nuevexa rebuilt the Airtable volunteer management system of a small nonprofit whose sign-up form created a duplicate volunteer record with every submission. In about three weeks we rebuilt the system in Airtable, with Make and Microsoft 365 handling shift creation and calendar invites automatically. Testing produced zero duplicate records, 30 shifts a week now create themselves, and the coordinator who runs the programme alone saves an estimated 1.5 hours of admin a week.
- Client
- Small nonprofit, volunteer programme run by one coordinator
- Platform
- Airtable, with Make and Microsoft 365 (Outlook)
- Scope
- Data model, sign-up forms, shift automation, calendar invites, hours dashboard
- Timeline
- About three weeks from build start to a working system
- Handover
- Written guide and a live walkthrough with the coordinator
The Challenge
Where things stood before we started
The client is a small nonprofit that runs its volunteer programme in recurring shifts, with two volunteer roles that follow different capacity rules. One coordinator runs the whole system alone in Airtable. To volunteers, the sign-up form looked fine. Behind it, the data did not hold together. Sign-up results kept landing in the wrong places in the back end. The hours and coverage numbers needed for reporting and planning could not be trusted, and each sign-up round ended with a manual clean-up of the base.
01
Every form submission created a brand new volunteer record instead of updating the person who already existed, so duplicates piled up and had to be merged by hand
02
Volunteers who signed up for one role often ended up listed under the other
03
Capacity was not enforced, so a slot meant for one person could end up with three
04
Volunteers had to scroll through hundreds of past and future shifts to find the right one
05
Volunteer hours and shift coverage could not be relied on for reporting or planning
06
New shifts were built by hand, volunteers received no calendar invite, and the only view of the schedule was a grid
What We Built
The automation systems we delivered
System 02
Role-Safe Sign-Up Form
A sign-up form that keeps each volunteer role separate and only offers shifts that still have space, so volunteers land in the right place and shifts never overfill.
System 03
Automatic Shift Creation
Upcoming shifts are created automatically on a schedule, so the coordinator no longer builds the rota by hand.
System 04
Calendar Invites on Sign-Up
Every confirmed shift sends the volunteer a calendar invite from the organisation's own Microsoft 365 account, with no manual step from the coordinator.
System 05
Hours Tracking and Coverage Dashboard
Volunteer hours, including historical data, are tracked automatically, and a single dashboard shows coverage, recent sign-ups and total hours across the programme.
System 06
Reusable One-Off Event Form
One-off events run through a single reusable form, so there is no new form to build for each event.
The Outcomes
Measured results after deployment
~6 hrs
Estimated admin time saved each month, for a coordinator running the system alone
0
New duplicate volunteer records across all testing, where every sign-up used to create one
30/week
Shifts created automatically, where each one used to be built by hand
3
Recurring tasks left for the coordinator, down from a manual clean-up every round
Next step
Running your programme on an Airtable base that keeps fighting back?
Services used in this engagement
Case studies
Related case studies
Next step
If manual work is your ceiling, let's remove it.
We reply within 1 business day.