How Ren Ci migrated 2,000+ volunteers and a decade of records to a new platform — in 3 months

The Challenge

Replacing a live volunteer system — urgently, without disrupting operations

In Q1 2025, Ren Ci Hospital's incumbent volunteer management system was no longer fit for purpose. With more than 2,000 active volunteers spread across four branches and over a decade of programme history stored in the outgoing platform, the organisation needed a replacement — and needed it fast. An urgent transition was required, with one non-negotiable condition: operations could not be disrupted while it happened.

The scope was significant. Ren Ci's volunteer operations covered digital recruitment and onboarding, event scheduling and attendance, individual and group management across multiple branches, and integrations with existing door access systems already in use across the facilities. A clean cut-over to a new platform — without losing data, without halting recruitment cycles, and without requiring retraining across four sites — was a meaningful technical and operational challenge.

This was not a greenfield deployment. It was a migration under pressure, into a live, multi-site operation.

The Solution

A modular platform built around what Ren Ci already had — and what they needed next

WerkDone's approach was to match the capabilities of the existing system first, then extend them. The OneCare Volunteer & Donor module was configured to cover all of Ren Ci's operational requirements: digital recruitment and onboarding, individual and group volunteer management, event scheduling and attendance tracking, and multi-branch data analytics and reporting. The system was built to integrate directly with Ren Ci's existing door access infrastructure — meaning no hardware overhaul and no interruption to site security workflows.

Running in parallel, WerkDone deployed the NOK Comms & Engagement App — a mobile-first platform connecting next-of-kin and nursing home staff through a shared digital channel. Social updates, individual ageing portfolios, event management, and consent and feedback tools all moved into a single, structured environment accessible to families across all four branches.

The full migration scope — UI/UX design, data migration, integrations, pilot testing, and system roll-out — was completed within three months. More than a decade of volunteering history and over 2,000 active volunteer profiles were carried across without operational disruption. The June 2025 rollout went live on schedule.

This deployment builds on a longer partnership: WerkDone has served Ren Ci's access and resident safety needs since November 2022, when AI-enabled facial recognition and visitor management were first deployed across the community hospital and nursing home network.