Automating Volunteer Certification Across the Americas with a Custom WordPress Platform
Volunteer Management & Certification Platform
UI/UX
Web Development
System Integrations
Glasswing Volunteer Platform
Automating Volunteer Certification Across the Americas with a Custom WordPress Platform
Tribearium Solutions teamed up with Glasswing International to build a smart, user-friendly volunteer management platform. Designed in WordPress and integrated with Google Calendar, the system simplifies scheduling, tracks participation in real time, and automates certification — making it easier for volunteers to stay engaged and for coordinators to stay organized.
Client
Glasswing International
Released
Timeframe
5 weeks
Project Type
Volunteer Management & Certification Platform
Technology
Figma WordPress (custom-built) Siteground Hosting PHP Custom Plugin Development
Glasswing Volunteer Platform
Overview
The platform needed to be intuitive for non-technical users, easy for a lean team to maintain, and flexible enough to accommodate Glasswing’s regional diversity and evolving program needs. It also had to reduce administrative load by streamlining communications, automating scheduling, and ensuring a smooth volunteer experience — all while aligning with Glasswing’s broader mission of inclusive and scalable impact.
Glasswing International operates volunteer-based programs across North, Central, and South America, focusing on education, mental health, and community resilience. With hundreds of volunteers supporting local initiatives, the organization needed a centralized digital platform to simplify how volunteers register for training sessions, track their attendance, and complete the certification process required to participate in classes and events.
Glasswing Volunteer Platform
The Challenge
Due to recent shifts in the global landscape, including financial constraints and post-pandemic restructuring, Glasswing had to reduce internal staff across several regions. This created a gap in operational capacity, particularly for managing volunteer engagement at scale across North, Central, and South America.
With fewer team members available, reliance on manual processes such as spreadsheets, email chains, and one-on-one communications became increasingly difficult to sustain. Tracking attendance, confirming class registrations, and managing volunteer progress across multiple countries became inefficient and time consuming for the staff.
Glasswing Volunteer Platform
The Solution
Tribearium Solutions designed and developed a custom WordPress platform built from the ground up, hosted on SiteGround for performance and reliability. A tailored workflow was implemented using a Google Calendar plugin to automatically sync volunteer registrations with session schedules. This replaced the need for manual entry, back-and-forth emails, and external spreadsheets. Volunteers can now sign up for available sessions through a simple web interface and receive immediate confirmation with calendar invites.
Figma WordPress (custom-built) Siteground Hosting PHP Custom Plugin Development
The platform’s user interface was crafted to be clean, multilingual friendly, and intuitive for both volunteers and regional coordinators. Administrators now have access to a centralized dashboard that tracks attendance in real time and allows for easy reporting and coordination across countries. The modular structure also ensures the platform can evolve with Glasswing’s growing needs, including the potential to integrate new tools or automate additional parts of the certification workflow in the future.
Glasswing Volunteer Platform
Glasswing Volunteer Platform
Performance Results
The new platform enabled Glasswing to successfully automate the most labor-intensive parts of the volunteer certification journey. Class registrations, confirmations, and attendance tracking are now managed through a single system, freeing up valuable time and resources for the team and reducing dependency on fragmented workflows.
Time to complete registration
Hours spent managing attendance
More volunteers able to register and participate
Since launch, Glasswing has improved internal coordination across regions, enhanced the volunteer experience with clearer and faster communication, and laid the foundation for scalable, digital-first operations. By streamlining the backend and elevating the frontend experience, the organization is now better positioned to grow its impact even with limited staffing, proving that smart systems design can directly support social mission work.
