Pipeline and Lead Statuses

Every volunteer in your portal has exactly one status at a time, organized into nine groups shown as tabs on your Volunteers page. The Miscellaneous category is designed to accommodate volunteers who may not fit into a particular status. Custom notes can be attached to these volunteers, as with all volunteers.

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Nine Pipeline Statuses

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Updating a volunteer’s status

Click into any volunteer and use the status dropdown to move them between statuses. This is for your own tracking. Updating a volunteer’s status has no effect on whether or how new volunteers are sent to you. For example, if a volunteer randomizes into a study and has their status set to Randomized, it does not alter your enrollment goals. Use notes on the volunteer’s history to record why a status changed, since there’s no separate reason field beyond each group’s Miscellaneous catch-all.

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Scheduled visits

You can turn on Auto-Scheduling for visits, or manually schedule a visit yourself by contacting a volunteer.

• Confirmed by Jaspari: the volunteer completed their booking through Jaspari. See Auto-Scheduling Visits for more.
• Confirmed by Staff: your team set up and confirmed a visit manually.

If a site change (hours, capacity, time zone, or the site going inactive) makes an appointment whose status is Confirmed by Jaspari no longer valid, that appointment is cancelled automatically and the volunteer is texted a cancellation notice. There is a 3-hour grace period first, so a mistaken correction to the site settings will not automatically cancel appointments, except for appointments happening within the next 4 hours, which are resolved right away. A notice will be made available before you make any changes that may affect volunteers’ appointments. Jaspari does not automatically rebook a cancelled visit, so your team will need to follow up directly to schedule a new time.

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Email notifications

From Settings → Notifications, you can control who on your team gets emailed and when, for these five types: New volunteer notifications arrive as a batched digest. The first volunteer matched after a 60-minute cooldown expires sends a digest of everything accumulated since your last email, and further volunteers within that window keep accumulating for the next digest. This is to prevent spam. If your organization collaborates on a study, you can receive new-lead and maximum-matched-leads notifications for volunteers visible to you, such as volunteers at your own sites or unassigned volunteers.

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Additional notifications

Certain notifications are always sent, as they report relevant account or appointment status:

• Notification when a confirmed visit is cancelled due to site changes
• Notification to a collaborator organization when a shared study is paused because its owning organization’s account is not in good standing

Billing notifications regarding failed charges, holds, payment status, and hold resolution are sent automatically to your Organization Admin and Billing Admin.