How does Virtuous Integrate with Virtuous Volunteer?

You've made the awesome decision to sign up for Virtuous and Virtuous Volunteer. Now what? In this article we'll dive into how Virtuous and Virtuous Volunteer work together to help drive generosity and increase volunteer participation.

Types of Data in Virtuous

The Virtuous CRM integration consists of two different types of data as it relates to volunteer information that can be synced to inform the CRM: Contact Data & Volunteer Opportunity Data.

Contact Data

• Virtuous Volunteer People (Users) = Virtuous CRM Contact/Individuals
  • Each Virtuous Volunteer user has specific contact data associated with their account. This is biographical information like their first name, last name, email address (unique identifier), phone number, etc. that the user inputs when they create their Virtuous Volunteer Account and Profile.
  • Every time a Virtuous Volunteer User joins an organization on Virtuous Volunteer (via invitation, joining a Project, etc.), a membership is created between that user and the org.

Volunteer Participation Data

• Virtuous Volunteer Participation = Virtuous CRM Volunteer Opportunity
  • Every time a Virtuous Volunteer User joins a Virtuous Volunteer Project, they are creating a participation record that relates to the date/time (including Anytime), type of need (hours/items), quantity (hours/items), etc. that makes up the volunteer history for the user.

Data Syncing from Virtuous Volunteer to Virtuous CRM

The current version of the Virtuous Volunteer -Virtuous CRM integration supports syncing of data from Virtuous Volunteer to Virtuous only. This means that once the integration is enabled from the Virtuous Volunteer Admin Dashboard that the following data will start syncing when actions take place in Virtuous Volunteer .

Sync User/Member (Create/Update)

• Does the Virtuous Volunteer User exist in Virtuous CRM?

  • Yes = Update Contact

  • No = Is the Virtuous Volunteer username/email address in use with an Individual in CRM?

    • Yes = Update Contact

    • No = Does a contact in CRM have the same address and last name as the Virtuous Volunteer User?

      • Yes = Create Individual in CRM using the CRM ContactID.

      • No = Create Contact and Individual in CRM.

Sync Virtuous Volunteer Project (Create/Update)

• • Does the Virtuous Volunteer Project exist as a Volunteer Opportunity in Virtuous CRM?

    • Yes = Update Volunteer Opportunity with updated Virtuous Volunteer Project Data.

    • No = Create Volunteer Opportunity

  • Does the Virtuous Volunteer Project Owner exist as a Volunteer Opportunity Organizer in Virtuous CRM?

    • No = Create (overwrite if CRM has old record) CRM Volunteer Organizer based on Virtuous Volunteer Project Owner (if contact/individual does not exist it will be created - see above).

    • Yes = The mapping record will be updated in the integration.

Sync Virtuous Volunteer Participation (Create/Update)

***Note that the above Sync User/Member & Sync Virtuous Volunteer Project flows will take place before this step to make sure that we have a contact where we can add Participation data. This step introduces the Virtuous Volunteer Serving Date Object as that is where Participations live with regards to Users and Projects.

• • Volunteer Hours
    • If the Virtuous Volunteer Participation is for a Serving Date that has a specific Date/Time or is marked Anytime in Virtuous Volunteer , the integration will create/update the Date and Hours Fields in Virtuous CRM to add the time stamps for when the volunteer participated and for how many hours.
      • Only Approved Volunteer Participations in Virtuous Volunteer will be sent to CRM (as opposed to Volunteers who are Pending Approval).
      • If Hours Verification is required for the Project, only Verified Hours will be sent to CRM (as opposed to Hours that are Pending Verification for a Volunteer).
  • Item Donations
    • The Virtuous Volunteer Integration will use the Virtuous CRM Gifts Object to create a Non-Cash Gift for Item donations that are tracked on Virtuous Volunteer Serving Dates.
      • Only Approved Item Participations in Virtuous Volunteer will be sent to CRM (as opposed to Participations with Items that are Pending Approval).
    • The Amount of the Non-Cash Gift is calculated based on the Quantity of the Item contributed and the Value of the Item that is entered when creating the Item on the Serving Date.
      • Pro-tip: Item Value is not a required field in Virtuous Volunteer .

A couple of things to note:

1. Virtuous Volunteer uses the user’s email address as its unique identifier.

2. If the Contact or Volunteer Opportunity already exists in Virtuous CRM, the integration will update the record, not create a new one.

Now what?

Now you that you know a bit more on the integration with Virtuous Volunteer you're ready to power forward! If you want more information on the specific mapping for the Virtuous- Virtuous Volunteer integration check out this article: Virtuous Volunteer to Virtuous Mapping.  You can also check out the step by step instructions for connecting with Virtuous Volunteer here.