Project spotlight
Rail Pastors
A patrol reporting system that captures the work of Rail Pastors in the moment and turns it into a finished report automatically.
The challenge
Making every patrol count without adding more admin.
Administration was adding around 30% more time to each patrol. The shift completion report was created afterwards from route logs entered during a WhatsApp session.
That meant valuable volunteer time was spent turning patrol activity into a report instead of supporting people on the railway. The process needed to collect the right information once, as the patrol happened.
The CharityVibe build
A report that is created by the patrol itself.
CharityVibe automated data collection during the patrol, replacing the manual WhatsApp-to-report process. The completion report became an automatic product of the patrol rather than a separate administrative task.
By connecting the route logs, patrol activity and reporting into one joined-up workflow, the system saves the team significant time and lets volunteers focus on the people they support.
- Patrol data is captured during the shift instead of reconstructed afterwards.
- Completion reports are generated automatically from the route information already collected.
- The process removes around 30% of the extra administration previously added to every patrol.
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