Empowering volunteers through digital data management

The Spanish Red Cross has been identifying over the past few years the need for a large number of National Societies to set web-based systems for managing the data of its volunteers. Therefore, in 2022, Spanish Red Cross initiated the implementation of an open source software web-based contact and relationship management system for National Societies. This digital platform aims to improve the administration and efficient management of volunteers, by allowing their registration, tracking and communication, within Red Cross and Red Crescent Societies, by integrating other existing systems to improve their resource management and operational coordination.

This initiative comes from the experience of the Spanish Red Cross in the implementation of different tools to compile and manage the data of the people who constitute the volunteer social base that has been acquired over the years through analysis and reflection of various processes and experiences.

Based on this experience and after studying different options that could be useful to all National Societies that want to manage these relationships and contacts, as well as optimise their administration and communication, the Spanish Red Cross proposes to use “CiviCRM” in a way that aligns with a strategic initiative of the International Federation of Red Cross and Red Crescent Societies (IFRC) and contribute to the improvement of volunteer data management. This management is a key aspect for the coordination and successful implementation of volunteerism in humanitarian efforts.

“CiviCRM” (CRM for Contact Relationship Management) would allow an organisation to collect and manage information about the diverse people and institutions with which it interacts and represents a fundamental tool for improving the operational capacities of different National Societies, especially those that are less digitally mature. This facilitates the efficient coordination and application of data in humanitarian contexts, promoting effective volunteer participation and ensuring swift responses to emerging needs.

It is a free web-based constituent relationship management system built to offer a range of features that facilitate efficient volunteer data management. In particular, it is free and publicly accessible software. Its function covers, as we have advanced, data registration and management, communication tools, event management, as well as the possibility to collect reports and analysis.

“CiviCRM” allows the creation of custom fields, providing flexible tools that adapt to the specific needs of each national society and different roles. It integrates smoothly with popular content management system (CMS) such as WordPress and Drupal. In addition, it complies with European data protection regulations, ensuring secure management of vulnerable volunteer information.

The “CiviCRM” display, led by iXiam Global Solutions, has been funded by the Spanish Red Cross for a specific period of time in which support National Societies are accompanied, covering a series of costs associated with the development of basic package. During this implementation, personalized configuration, integration with existing system, and extensive training for staff and volunteers are included.

“CiviCRM” significantly improves volunteer management and operational efficiency by enabling better resource allocation and shortening emergency response times, thereby strengthening global humanitarian response capacity. “CiviCRM” reporting and analysis tools also provide data-driven decision making by providing valuable information about our volunteer activities and their impact on programmes.