Introducing CareNote Volunteers: A Step-by-Step Guide

CareNote now includes a new feature: CareNote Volunteers. This addition is designed to help churches and care ministries involve volunteers without requiring paid subscriptions for users who only engage occasionally. Here’s how the feature works and how it simplifies care management for your ministry.
Why Add a Volunteer System?
Since launching CareNote, we’ve heard from churches about the challenges of involving volunteers who only participate periodically—be it monthly, quarterly, or even annually. Paying for a subscription for these volunteers didn’t always make sense. With this feedback, we developed a volunteer system that gives every paid user access to three free volunteers. These volunteers interact with CareNote via email or SMS through our secure, token-based system.
How Does It Work?
Volunteers in CareNote receive notifications about assignments and care requests via email or SMS. They can accept or reject tasks, deliver care, and document their actions without needing full system access. This process ensures smooth coordination while keeping costs down.

Let’s walk through a practical example involving Sarah Johnson, who needs support caring for her elderly mom. We’ll cover the following steps:
- Setting up your team.
- Entering a care request.
- Assigning the request to a volunteer.
- Sending notifications to the volunteer.
- Accepting or rejecting the request.
- Delivering care.
- Submitting a care delivery report.
- Generating a final report.
Step-by-Step Workflow
1. Set Up Your Team
Add volunteers to your CareNote team. For example, create a volunteer profile for Kevin Williams by entering his email address. CareNote will automatically send him an invitation to join your team. Once Kevin accepts, he’ll appear as an active volunteer in your team list. CareNote tracks pending invitations and allows you to resend, archive, or delete them if needed.
2. Enter a Care Request
Next, add a care request for Sarah Johnson, who needs elder care support. If Sarah isn’t already in your system, you can quickly create her profile. Capture the care need—in this case, her mom’s recent stroke and the need for additional support.
3. Assign the Request
Assign the care request to Kevin Williams. CareNote lets you choose between assigning tasks to individual care providers or groups. Select Kevin from the dropdown menu and confirm the assignment.
4. Send Notifications
Kevin receives an email notification with details about the care request:
- Care receiver: Sarah Johnson
- Description: Support for elder care
- Due date: February 1
5. Volunteer Accepts or Rejects
Kevin clicks the link in the email to accept or reject the request. If accepted, he gains access to additional details, including Sarah’s contact information, enabling him to proceed with the task.
6. Deliver Care
Kevin connects with Sarah via phone, listens to her needs, and schedules follow-up support. All actions are logged in the system.
7. Submit a Care Delivery Report
After delivering care, Kevin submits a report through CareNote’s email link. He specifies the care delivery details (e.g., phone call), notes any follow-up actions, and can assign the next step to himself or another team member. For instance, Kevin might request a pastoral visit with communion for Sarah’s mom.
8. Receive Notifications and Reports
Pastor Doug receives a notification that Kevin has completed the care request. The report includes all relevant details, ensuring continuity of care. Additionally, any follow-up requests Kevin submitted are logged in the system for future assignment.
Key Benefits
- Cost-Effective: Add volunteers without increasing subscription costs.
- Simplified Workflow: Volunteers handle tasks via email or SMS without needing full system access.
- Real-Time Updates: Notifications ensure everyone stays informed.
- Customizable Assignments: Assign tasks to individuals or groups seamlessly.
- Volunteer Autonomy: Volunteers can accept, document, and request follow-ups independently.
Ready to Get Started?
Every CareNote account includes this volunteer system. Whether you’re a single pastor managing a small group of volunteers or a large church with multiple care ministries, CareNote Volunteers makes it easier to coordinate care while keeping costs down.
Thank you for exploring this feature. Together, we can make pastoral care more efficient and impactful!