How Selfless Fiji manages thousands of volunteers through a custom CRM

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The Problem

In 2022, Selfless Fiji was still being run from spreadsheets — even as the number of volunteer applications was growing rapidly.

Solomone Rabuli, the organization's founder, was sending up to 60 individual emails per day just to confirm sign-ups and project details. With each new project, admin time ballooned. Volunteer sign-ups had reached 800, but there was no efficient way to manage communication, track engagement, or gain insights into community impact.

Solomone needed a platform that would grow with his ambitions, simplify coordination, and support creative expression from a diverse volunteer base.

The Solution

Selfless Fiji called on Softr expert Shenal Harakh to build a custom volunteer management system in 2022 that transformed the way the organization operated.

In 2025, Shenal completely redesigned the platform using newer layout and UI components — optimizing for interactivity, accessibility, and ease of navigation.

The new platform features:

• Volunteer CRM: Tracks just under 2,500 registered volunteers, capturing key data like age, location, ID, and emergency contacts.
  
• Multi-step conditional signup forms: Ensures new users provide all required info, including parental oversight for volunteers under 18.
  
• Project hub: Users can view upcoming, active, and completed projects. Each includes project details and sign-up actions.
  
• Project Capacity Management: Admins can set a maximum capacity per project. Once that limit is reached, the project automatically closes to new sign-ups.
  
• Announcements tab: Centralises communications from the founder; all volunteers are notified automatically via email.
  
• Children’s Activity Management: Parents can register and sign up their under-18 dependents for projects.
• UI enhancements: Redesigned with Softr’s new container and tab blocks, consolidating multiple pages into one seamless experience. Icon buttons and visual cues guide volunteers through every step.

The Impact

Since launching the volunteer CRM, the number of Selfless Fiji volunteers has grown to more than 2400, with 27 projects completed (and counting).

The app has saved Selfless Fiji's founder several hours a day, enabling the team to concentrate on nurturing relationships with participants.