Volunteero, a platform dedicated to volunteer management and engagement, needed a way to enhance their sales process, improve follow-ups, and their customer success handovers. By integrating trumpet into their tech stack, they have elevated their approach—creating more personalised, data-driven interactions for deal progression and efficiency.

Using trumpet’s data insights and signals when a buyer or customer interacts with one of their Digital Sales Rooms (or Pods as we call them),the Volunteero team have improved their ability to: 

• Personalise follow-ups and improve engagement
• Speed up deal progression
• Enable prospects to internally sell Volunteero with ease
• Reignite ‘zombie deals’ that had gone cold
• Enhance post-conference and investor follow-ups

We caught up with Ashley Staines, CEO and Co-founder of Volunteero and  Josie Robinson, their Senior Customer Success Manager, to hear their thoughts on how trumpet has transformed how they sell.

Here’s how trumpet has become an essential tool for Volunteero’s success.

1. Personalised, industry-specific Pods for each customer

Volunteero creates a dedicated trumpet Pod for every prospect, ensuring a tailored experience.

How they do it:

They use pre-built industry-specific templates and customise them per customer – saving time and keeping everything in one centralised place, meaning no more endless email threads and lost attachments.

• Industry-specific Template is personalised saving time.
• Case studies are adapted to ensure relevance for each buyer..
• Custom videos, intros, and demos add a personal touch.
• FAQs are included to answer common concerns upfront.
• Everything is kept up to date in the Pod, reducing repetitive conversations.

Ashley says: "It’s quick, professional, and ensures prospects have all the information they need."

2. Faster deal progression and internal selling

Trumpet has sped up the deal cycle at Volunteero by giving prospects everything they need in one place.

Ashley highlighted the key benefits they have seen at Volunteero as:

• Less back-and-forth – Prospects can find answers without constantly reaching out.
• Enables their internal champions – Buyers use the Pod to sell internally to decision-makers.
• Proven link to conversions – Higher Pod engagement correlates with higher close rates.

"There's a crystal-clear correlation between higher trumpet engagement and a higher percentage of closed deals. If we can get people engaged with the Pod, there’s a greater likelihood they’ll convert."

3. Using insights to multi-thread and reignite ‘Zombie deals’

Ashley explained how Volenteero re-engages "zombie deals"—deals that have gone silent. While they didn't do this before, now with trumpet they can use data insights and signals to identify when a prospect might be interested again. This allows them to reopen conversations with previously closed-lost deals.

"If someone who disappeared suddenly opens our trumpet Pod, it’s a fantastic signal to restart the conversation. It’s taken deals from closed-lost back into the pipeline and signed."

How they use trumpet to re-engage a ‘zombie deal’:

• They see who is engaging with the Pod and reconnect.
• They send role-specific messaging and case studies to different stakeholders.
• They use insights to multithread conversations across an organisation, increasing buy-in.

Not just sales: Volunteero are using trumpet for conferences and investor relations

Conference follow-ups with QR codes

Ashley explains how Volunteero use QR codes linked to a trumpet Pod at conferences. This allows them to track post-event engagement and see who’s genuinely interested as well as being able to quantify ROI.

"Instead of guessing who was interested, we know exactly who engaged and can reach out personally."

How it works:

• Attendees scan a QR code that links to a tailored trumpet Pod.
• Volunteero sees who is engaging and follows up accordingly.
• They prioritise warm leads for personalised outreach.
• The Pod contains Q&As, more information, and contact details.

Investor engagement and tracking

Ashley also used trumpet for investor relations when building Volunteero, creating a dedicated Pod for the investor deck. This approach allowed them to engage with investors more effectively and secure valuable conversations.

• Tracked who viewed materials and engaged.
• Identified warm investors for strategic follow-ups.
• Prioritised outreach based on interest levels.

"This way, we could see who was genuinely engaged and interested in finding out more. Then, we were able to reach out personally."

Customer success: trumpet as a ‘single source of truth’

Speaking with Customer Success Manager Josie Robinson, it’s clear that trumpet is critical for onboarding and ongoing account management at Volunteero.

The CS team uses trumpet to:

• Store all implementation notes, recordings, and mutual action plans.
• Track customer progress and challenges in one place.
• Eliminate the need for repetitive retraining.

"Trumpet is our single source of truth for everything within a customer’s account."

The CS team at Volunteeroalso regularly reviews and optimises content to improve customer engagement—continuously refining Pods to make onboarding smoother.

Josie explains:
"We obsessively review our trumpet content—constantly updating how it looks and assessing which widgets are actually being used."

Key takeaways

Here is how trumpet is transforming Volunteero’s workflow

• Faster deal progression – Prospects get all the information upfront, reducing delays.
• Higher conversion rates – Strong correlation between trumpet engagement and closed deals.
• Improved multi-threading – Connects with multiple decision-makers.
• Re-engagement of lost deals – ‘Zombie deals’ become active again.
• Smarter follow-ups – Prioritises outreach based on real-time insights.
• More efficient CS handovers – trumpet acts as a central hub, reducing repetitive work.
• Enhanced conference and investor tracking – QR codes and insights improve post-event follow-ups.

Final thoughts and final words

For Volunteero, trumpet is more than just a sales tool—it’s a huge part of their entire customer journey, from prospecting to closing deals and beyond.

"We love trumpet. We couldn’t live without it."