How Compass Heart Foundation Manages 200+ Volunteers with a Team of 8

About Compass Heart Foundation

Compass Heart Foundation is a non-profit organization serving the Atlanta metro area through food assistance, youth mentorship, and community development programs. With just 8 full-time staff members, they coordinate over 200 active volunteers and serve thousands of community members annually.

The Challenge

Small Staff Overwhelmed by Volunteer Paperwork

Managing 200+ volunteers with a staff of 8 meant the team was constantly buried in paperwork. Every new volunteer required application review, background check consent, liability waiver, and emergency contact forms. The process took weeks and volunteers sometimes gave up before completing it.

Donor management was equally challenging. Gift agreements, pledge commitments, and recognition preferences were tracked in spreadsheets, and the small team struggled to maintain consistent communication and documentation.

• Volunteer applications taking weeks to process
• Staff spending 50% of time on administrative paperwork
• Potential volunteers dropping out before completing onboarding
• Donor documentation scattered across spreadsheets
• No time for mission-focused work

The Solution

Streamlined Digital Volunteer and Donor Management

Compass Heart implemented Formfy to create a seamless digital volunteer onboarding process. New volunteers complete their entire application — personal information, background check consent, liability waiver, availability preferences — in one online flow.

For donors, the foundation uses digital gift agreements and pledge forms. Major donors sign commitment letters electronically, and all documentation is organized and easily accessible for grant applications and annual reports.

The Results

More Impact, Less Administration

The impact on the foundation's capacity has been transformational. Volunteer onboarding now takes 1-2 days instead of 2-3 weeks. New volunteers can complete everything online and be ready for their first shift within 48 hours.

The staff has been freed from administrative burden to focus on their mission. They estimate saving 20+ hours weekly on paperwork, time that now goes into program development, community outreach, and volunteer relationship-building.

• Volunteer onboarding reduced from weeks to 1-2 days
• 200+ active volunteers managed by 8 staff members
• 20+ hours saved weekly on administrative tasks
• Volunteer completion rate increased by 60%
• 100% digital documentation for grant compliance