Coordinator Guide

Your role

Coordinators make sure work runs smoothly across the areas they oversee. You support case workers, keep an eye on active needs, and help match volunteers where they’re needed most.

What you do

• Guide case workers in your areas and help remove roadblocks
• Review high‑priority or complex needs
• Approve new team members who share your areas
• Watch trends: which areas or categories need attention
• Share updates with your team and celebrate wins

Daily and weekly checklist

• Review new and urgent needs in your areas
• Check claims waiting on a response
• Approve pending team members for your areas
• Follow up on needs that are stuck (no claim or slow progress)
• Share quick tips with case workers based on what you’re seeing

Managing areas

• Keep area names simple and recognizable
• Balance workload across areas when possible
• Assign coordinators only to the areas they know well
• Revisit areas quarterly to keep coverage aligned with demand

Supporting case workers

• Be available for quick questions and approvals
• Encourage clear, privacy‑safe need descriptions
• Help with volunteer selection when multiple people offer to help
• Nudge follow‑ups when work stalls

Approvals in your areas

• Pending users appear in the Users section
• Coordinators can approve only if they share at least one area
• Approve promptly to keep onboarding smooth; leave a helpful note when you reject

Using reports

• Needs Lifecycle: find bottlenecks (slow claim or completion)
• Category Insights: see which types of needs move fastest
• Volunteer Engagement: spot momentum and plan outreach

Tips

• Keep communication short and specific
• Lead with appreciation; recognize volunteers and case workers often
• Share patterns you see (e.g., times of week with slower responses)

When to escalate

• Repeated safety or privacy concerns
• Complex needs that keep stalling
• Conflicts or communication breakdowns
• Area coverage gaps that require admin changes

Getting help

• Ask an Organization Admin for role or area changes
• Use Support from the site footer for technical issues
• Share best practices with other coordinators so everyone benefits