# Volunteer Coordination: Fill Shifts, Send Reminders

Source: https://maito.app/workflows/coordinate-volunteers

Each week Maito reads shifts in your sheet, invites standby volunteers to fill gaps, emails reminders to confirmed ones and flags missing checks.

Volunteers get scheduled, reminded and thanked without endless messages.

Development and programs · [Nonprofits](https://maito.app/workflows/industry/nonprofits) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365
-   Gmail
-   Superhuman Mail

## How do you coordinate volunteers?

To coordinate volunteers, tell Maito where the shifts are and when to run. Each week Maito reads the shifts, invites standby volunteers to open slots, emails reminders with arrival details to those confirmed, holds anyone missing a required check as pending, and tells you what changed.

## How it's done today

Coordinators spend hours on messages.

## What Maito does

1.  Read shifts and sign-ups
2.  Fill gaps
3.  Send reminders

## Example

Loop run: Thursday 4:00 PM · Saturday volunteer check

**Maito** (4:00 PM):

Saturday Oct 24, food pantry. 28 slots, 26 were filled.

**Filled:** the 9-11 AM sorting gap by Dee, from the standby list. The 1-3 PM driver slot is open, so I emailed 4 standby drivers.  
**Reminders:** sent to the 18 confirmed volunteers, with the 8:45 AM arrival time and parking details.

**The catch:** Tomas is signed up as a driver, but Airtable shows no license check on file. I left him as pending, not confirmed.

Three volunteers are new this month, so I added the orientation note to their reminders. I'll post here when a driver replies.

**Amara** (4:10 PM):

thanks. Ask Dee instead of Tomas for driving, she has done it before.

**Maito** (4:11 PM):

Emailed Dee. Tomas stays on sorting. I'll post here when she replies.

## How to set it up

On a schedule Coordinate volunteers

Ask your agent

“Every Thursday at 4pm, read the Saturday shifts in Airtable, invite standby volunteers to fill gaps, and email reminders to everyone confirmed. Tell me in #volunteers what changed.”

Connect spreadsheet

-   Airtable
-   Microsoft 365

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can't make anyone show up. It doesn't approve checks it can't see on file, and a person decides who is cleared for a role.

## Questions

### Which tools does it use?

Shifts in Airtable or Microsoft 365, and email through Gmail, Microsoft 365 or Superhuman Mail.

### Can I tell it who to ask?

Yes. Reply in the thread, for example to ask Dee instead of Tomas, and it emails her.

### Does it run weekly?

Yes. You set it up once as a Loop on a schedule, such as Thursdays at 4 PM.

## More development and programs workflows

-   [Draft grant applications Start each grant from your best past applications and program data. Development and programs · When you ask Works with Box.](https://maito.app/workflows/draft-grant-applications)
-   [Write grant reports Pull program numbers and stories into the funder's report template. Development and programs · On a schedule Works with Airtable, Microsoft 365, Box.](https://maito.app/workflows/write-grant-reports)
-   [Thank donors personally Every donor gets a personal thank-you soon after they give. Development and programs · When something happens Works with Gmail, Microsoft 365, Salesforce Nonprofit.](https://maito.app/workflows/thank-donors-personally)
-   [Find new grants to apply for Get a list of grants that match your programs and deadlines. Development and programs · On a schedule Works with Slack, Email.](https://maito.app/workflows/find-new-grants-to-apply-for)
-   [Prepare the board pack Finance, programs and fundraising summarized for the board. Development and programs · On a schedule Works with Airtable, Microsoft 365, Box.](https://maito.app/workflows/prepare-the-board-pack)
-   [Write impact stories Turn program notes into stories for donors and the website. Development and programs · When you ask Works with Box.](https://maito.app/workflows/write-impact-stories)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fcoordinate-volunteers)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)