How to Run a Scheduled Calls Program

1. What is a Scheduled Call Program?

A scheduled call program is a structured approach to phone outreach where calls are pre-planned and organized for specific times. This method is ideal for turning online supporters into in-person organizers, nurturing relationships, and developing leadership skills among volunteers. Solidarity Tech's scheduled call program offers an efficient way to manage call schedules, with automation, reminders, and tracking to keep your outreach efforts on track.

2. Why Have a Scheduled Call Digital Organizing Program?

A scheduled call program serves multiple purposes that can significantly impact your organization's success:

  • Welcoming New People & Building Personal Relationships: Scheduled calls are a great way to welcome new supporters and establish personal connections. This approach can turn casual online followers into engaged, in-person organizers, fostering a sense of community and trust.

  • Developing Leadership Skills: A structured call program provides opportunities for volunteers to gain leadership experience and participate in base-building work. As they interact with new supporters, they can develop communication and organizational skills crucial for union leadership development.

With Solidarity Tech, you can efficiently set up and run a scheduled call program that helps your organization build stronger relationships and cultivate leadership.

3. Setting Up a Schedule a Call Page

To create a Schedule a Call page with Solidarity Tech, you need to consider the preferred communication method, meeting duration, and reminder settings:

Phone Call or Zoom

While phone calls are the standard and typically preferred, you can also offer Zoom meetings if needed. This flexibility allows you to cater to different supporter preferences.

Assignment Method

Solidarity Tech offers a variety of options to assign scheduled calls to team members, allowing you to tailor the process to your organization's structure

  • Team Members in Branch: Assign calls to team members in the same branch as the logged-in user.
  • Team Members in Chapter: Assign calls to team members in the same chapter. This approach is suitable for teams with distinct chapters.
  • Team Members in Selected Organization: Assign calls to active team members within a specific organization, providing flexibility across multiple teams.
  • Select Team Members: Manually select specific team members eligible for scheduled calls. This option is ideal for highly selective programs or custom assignments

Meeting Duration

Solidarity Tech allows you to set the duration for each scheduled call. You can choose from various time slots, including 15 minutes, 30 minutes, 45 minutes, or 1 hour. This flexibility helps you tailor the call length to the content and the participants' needs

Call Script

The Call Script section allows you to create a script that scheduled callers can refer to during their calls. Solidarity Tech's call script feature provides a simple interface where you can design the script

Notifications & Cancellations

Solidarity Tech's scheduled call program includes a range of features to help manage notifications and cancellations, ensuring smooth communication between team members and supporters. Here's a breakdown of key settings and options:

Call Text Reminders

Set automated text reminders to ensure both the call recipient and the scheduled caller remember their calls. You can configure the timing for these reminders:

  • Recipient Reminder: Choose when to send a reminder to the person you're calling, typically 30 minutes before the call.
  • Team Member Reminder: Set the timing for reminders to the team member, often 60 minutes before the scheduled call. This ensures they have enough time to prepare and avoid missed calls.

Email Reminders

Solidarity Tech allows customization of email-related notifications:

  • BCC for Team Member Assignment Email: Set an email address to receive a blind copy of the email sent to team members when they're assigned a new scheduled call.
  • Reply-To for Call System Emails: Enter an email address to receive replies to scheduled call system emails. This can be different from the original email sender, allowing for centralized management of responses.

Missed Call Notifications

Designate a Call Deputy to manage missed calls. The Call Deputy receives text notifications 15 minutes after a team member misses a call. They are responsible for either making the call themselves or reassigning it to another available caller. This feature is crucial for maintaining program accountability and addressing gaps in scheduled calls.

By setting up a Schedule a Call page, you create a centralized location where supporters can easily book a call, helping streamline the process and improve engagement.

Solidarity Tech's Schedule a Call Page for scheduled calls

4. Recruiting & Training Volunteers

Recruiting and training volunteers is crucial for running a successful scheduled call program. Here's how to approach it:

  • Recruiting Volunteers: When recruiting volunteers, get a commitment for long-term participation in scheduled call training. This flexibility allows you to work around their schedules and maintain a consistent team. It's also vital to focus on multilingual recruitment to enable scheduled calls in supporters' preferred languages.

  • Running the Training: Solidarity Tech supports training volunteers with slides, role-playing, and interactive sessions. Key aspects include setting availability in the app, with options like specific call quotas per day, advance notice, and time zone preferences. You can also connect Google Calendar to automatically check availability and add scheduled calls, making it easier for volunteers to manage their schedules. Here's an example set of training slides Rideshare Drivers United has used to train volunteers on performing scheduled calls

Effective recruitment and training ensure that your scheduled call program has a well-prepared team capable of building strong relationships and achieving the program's goals.

5. Performing the Scheduled Calls

Once your scheduled call program is up and running, the next step is the execution:

  • Notifications and Reminders: Scheduled callers receive an email notification when a new call is scheduled and reminders via app push notifications just before it's time to start the call. This ensures punctuality and preparedness.

  • Making Assessments and Taking Notes: During each call, callers should make assessments of supporter engagement and take detailed notes to help tailor future interactions. This data is crucial for understanding supporter needs and concerns.

  • Assigning as the 'Agent': After a call, if a strong connection is made, a caller can assign themselves as the 'Agent' for that contact. This means all future communications will be directed to them, fostering a consistent and personal relationship.

Push notification for scheduled calls in Solidarity Tech

6. Managing the Program

Effective management is crucial to maintain the efficiency and impact of your scheduled call program:

  • Calendar with Accountability: Use the calendar feature in Solidarity Tech to track all scheduled calls. Different colors represent different callers, while a block circle indicates missed calls. This visual aid helps manage and reassign calls as necessary.Solidarity Tech's call calendar for scheduling and tracking calls

  • Call Captain Responsibilities: Designate a call captain to oversee the operation. If a call is missed, the call captain receives a prompt notification and is responsible for making the call themselves or reassigning it, ensuring no supporter goes without contact.

  • Call Coverage by Language: Maintain a diverse group of callers to cover various languages, ensuring every supporter is comfortable and can communicate effectively.

  • Data from Callers Table: Regularly review the data from the callers table, which includes recent call activity and volunteer performance. This helps in making informed decisions about training needs and program adjustments.

Caller table in Solidarity Tech for managing scheduled calls and union leadership development

7. Generating Scheduled Calls

To keep your program active and engaging, continuously generate new calls:

  • Onboarding Flow for Website: Design an onboarding flow that includes a step for new supporters to schedule a call. This can be integrated into website activities like petition signings or newsletter signups.

  • Direct Outreach: Regularly send texts and emails inviting supporters to schedule a call. This keeps your base engaged and informed.

  • Campaign Integration: Incorporate scheduled calls into all campaign activities. For instance, after signing a petition, supporters can be redirected to schedule a call, seamlessly connecting them with organizers to deepen their engagement.

8. Encouraging Follow-Up

Maintaining ongoing contact with supporters is key to developing a core group of dedicated leaders:

  • 1-1 Workflows for Agents: Set up 1-1 workflows for agents to invite promising contacts to special events or trainings. This personal approach helps nurture potential leaders.

  • Activity Tracking and Re-engagement: Keep track of all interactions and ensure that every contact is regularly engaged through personalized follow-ups, increasing the likelihood of long-term commitment.


Running a scheduled call program with Solidarity Tech can transform how your organization engages with supporters. By setting up a systematic approach to scheduled calls, recruiting a committed and diverse volunteer base, and managing the program effectively, you can build lasting relationships and develop a strong community of advocates. Remember, consistency in communication and genuine personal interactions are the cornerstones of a successful scheduled call program. Start your journey today to turn passive supporters into active change-makers.