In the world of nonprofits, volunteers are the backbone that supports the mission and activities of the organization. Managing and tracking the efforts of these generous individuals, however, can be a daunting task. This is where volunteer management software comes into play, streamlining the process of volunteer coordination and ensuring that both the time of the volunteers and the resources of the nonprofit are used efficiently. In this article, we'll take a look at the top ten nonprofit volunteer management software options that are helping organizations keep their volunteer programs organized and effective.
Understanding Volunteer Management Software
Before we dive into the software recommendations, let's define what volunteer management software is and why it's so crucial for nonprofits.
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Launch Your Auction + Volunteer SimplicityVolunteer management software is designed to help organizations recruit, track, schedule, and communicate with their volunteers. This technology can significantly reduce the administrative burden on staff, provide better experiences for volunteers, and improve reporting and accountability for the work being done.
Key Features to Look For
When choosing a volunteer management software, there are several key features to consider:
- Volunteer Tracking: The ability to track volunteer hours, activities, and impact.
- Scheduling: Tools to help schedule volunteers for events, shifts, and ongoing commitments.
- Communication: Features for communicating with volunteers, such as email blasts, newsletters, and alerts.
- Reporting: Robust reporting capabilities to analyze volunteer engagement, impact, and program effectiveness.
- Integration: The ability to integrate with other software systems, like donor management or CRM platforms.
Top 10 Nonprofit Volunteer Management Software
Here are ten of the best volunteer management software options out there, each with its unique strengths and capabilities.
1. VolunteerHub
VolunteerHub is a comprehensive solution that offers a range of features for nonprofits of all sizes. It's particularly good at handling large numbers of volunteers and events.
- Key Strengths: Easy-to-use interface, robust scheduling options, and integration with various CRM systems.
- Best For: Organizations that need a reliable and scalable solution for managing a significant number of volunteers and events.
2. SignUpGenius
SignUpGenius simplifies the process of organizing volunteers with its user-friendly sign-up forms. This software is great for coordinating events and tracking participation.
- Key Strengths: Simple sign-up process, customizable forms, and automated reminders.
- Best For: Smaller nonprofits or those looking for a straightforward tool for event volunteer coordination.
3. Galaxy Digital's Get Connected
Galaxy Digital's Get Connected platform is tailored for nonprofits looking to engage their community and manage volunteers effectively. It offers a volunteer-centered approach with a focus on outreach and engagement.
- Key Strengths: Excellent community engagement tools, user-friendly design, and effective volunteer matching.
- Best For: Nonprofits aiming to deepen community involvement and attract new volunteers.
4. VolunteerLocal
VolunteerLocal is a versatile platform that offers paid plans. It's particularly good for managing volunteer registrations and waivers, and can even run background screens on potential volunteers.
- Key Strengths: No-frills volunteer sign-up, ease of use, comprehensive.
- Best For: Organizations that need a robust solution for scheduling, hours tracking, background screens, group volunteering, and more.
5. CERVIS
CERVIS stands out for its advanced volunteer database capabilities and its focus on streamlining volunteer engagement. This software is ideal for nonprofits that require detailed tracking and reporting of volunteer data.
- Key Strengths: Advanced database management, comprehensive reporting, and strong support services.
- Best For: Nonprofits that require in-depth volunteer tracking and analytics.
6. Point
Point is a free volunteer management solution noted for easy sign up, integrations, management, and tracking tools. Point is ideal for organizations with limited budgets and offers solutions to nonprofits, schools, and companies alike.
- Key Strengths: Offers a widget so that organizations can allow volunteers to register via their website as well as self-check in via QR codes.
- Best For: Organizations on a tight budget that need easy volunteer registration as well as dashboards for both organizations and volunteers.
7. Golden
Golden offers a number of ways for volunteers and organizations to schedule time, stay connected, and manage donations. With a number of useful third-party integrations and user-friendly apps, Golden is great for organizations with larger budgets.
- Key Strengths: Donations AI helps raise more while the Karats feature on Golden’s app incentivizes good works. This volunteer management system connects volunteers with activities they would enjoy doing just for fun.
- Best For: Larger organizations with varied volunteer opportunities and a stronger budget.
8. Giveffect
Giveffect makes it simple to coordinate volunteer hours and shifts as well as a number of nonprofit management tools including its nonprofit CRM. This allows you to seamlessly track volunteers, donors, and other contacts.
- Key Strengths: An app you can use as a mobile check-in kiosk, reporting that that can track volunteer engagement as well as hours, and private calendars for volunteers in addition to shared public calendars.
- Best For: Given that Giveffect has so many other tools it might be more expensive than other standalone volunteer management softwares. It’s best for organizations looking for a robust suite of nonprofit management systems.
9. YourVolunteers
YourVolunteers is a free volunteer management software option that helps you collaborate with volunteers on registration, profile creation, and scheduling.
- Key Strengths: Easy set-up, organize both in-person and virtual volunteering, easy scheduling and tracking.
- Best For: YourVolunteers says it themselves, that their scheduling tools are meant to be shared publicly with volunteers. If you prefer a private view, another tool might be better.
10. VolunteerMark
VolunteerMark can help you communicate with volunteers as well as register and schedule them. Their mobile app makes it easy for volunteers to stay connected on the go.
- Key Strengths: Convenient mobile app, the ability to organize both single volunteers and large groups, and schedules that can be tailored to one-time events or recurring needs.
- Best For: Smaller nonprofits with limited budgets or those with finite volunteer management needs will appreciate the free version of this tool and their more affordable pricing tiers.
How to Choose the Right Software for Your Nonprofit
Selecting the right volunteer management software for your nonprofit depends on several factors, including the size of your volunteer program, budget constraints, and specific needs. Here are some steps to help you make the best choice:
Assess Your Nonprofit's Needs
Take stock of your current volunteer management processes and identify areas where software can make the biggest impact. Consider the volume of volunteers, types of events, and reporting needs.
Compare Features and Pricing
Look at the key features offered by each software option and how they align with your organization's requirements. Also, compare pricing plans to ensure they fit within your budget.
Take Advantage of Free Trials
Many software providers offer free trials or demos. Use these to test out the software's functionality and determine if it's the right fit for your nonprofit.
Seek Feedback from Staff and Volunteers
Gather input from the people who will be using the software regularly. Their insights can be valuable in making the final decision.
Check for Integration Capabilities
Ensure that the software you choose can integrate seamlessly with other systems you're using, such as donor management software or your nonprofit's website.
Implementing Volunteer Management Software Successfully
Once you've chosen your volunteer management software, successful implementation is key. Here are some tips to ensure a smooth transition:
Provide Training for Staff and Volunteers
Offer comprehensive training sessions to ensure everyone is comfortable using the new system. This will help maximize the benefits of the software.
Start with a Pilot Program
Roll out the software with a small group of volunteers or for a single event before expanding to your entire program. This allows you to address any issues early on.
Monitor and Adjust as Needed
Regularly review the software's performance and gather feedback from users. Be prepared to make adjustments to optimize its use.
Leverage Support Resources
Take advantage of support services offered by the software provider. Their expertise can help you navigate any challenges that arise.
The Bottom Line
Efficient volunteer management is essential for any nonprofit organization. With the right software in place, you can streamline your volunteer coordination efforts, enhance the volunteer experience, and ultimately, increase the impact of your programs.
Whether you're a small grassroots initiative or a large nonprofit with thousands of volunteers, there's a volunteer management software solution that can meet your needs. By carefully considering your options and strategically implementing the chosen software, you can take your volunteer program to new heights of success and effectiveness.
In conclusion, the success of your nonprofit is closely linked to the efficacy of your volunteer management. By harnessing the power of technology through volunteer management software, you can focus more on your mission and less on the logistics of managing your invaluable volunteer workforce.
Frequently Asked Questions
What is volunteer management software (VMS) and why do nonprofits use it?
VMS helps organizations recruit, screen, schedule, communicate with, and recognize volunteers. It replaces spreadsheets and email chains with one system that tracks hours, forms, waivers, training, and reports for grants or board updates.
What core features should every volunteer management platform include?
- Online applications & forms builder with e-sign waivers.
- Shift scheduling, waitlists, and self-signup with rules.
- Check-in/out (QR, kiosk, mobile app, or web) with time tracking.
- Email/SMS messaging and automated reminders.
- Background check integrations and document storage.
- Dashboards & reports for hours, impact, and grant metrics.
How do we choose the right platform for our size and programs?
- Estimate annual volunteers, admins, and shifts to gauge scale.
- List use cases (events, ongoing roles, court-ordered service, youth).
- Prioritize integrations (CRM, email, background checks, SSO).
- Decide must-haves vs. nice-to-haves and create a short scorecard.
How is volunteer management software priced?
- Tiered plans: by # of contacts/volunteers and features.
- Per admin seat: add cost as your team grows.
- Add-ons: texting, background checks, kiosks, SSO.
- Discounts: nonprofit pricing and annual prepay.
Which integrations matter most for efficiency and data quality?
- CRM/donor database to sync contacts and stewardship history.
- Email/SMS tools for segmented outreach and automated journeys.
- Background check partners to streamline screenings.
- Calendars/SSO for staff convenience and security.
Can the system handle background checks and youth consent workflows?
Look for built-in screening integrations, status tracking, and role-based eligibility rules. For minors, ensure parent/guardian e-consent, age-based permissions, and secure document storage are supported.
What scheduling capabilities should we expect beyond basic shifts?
- Recurring shifts, role prerequisites, and capacity limits.
- Swap requests, sub lists, and automated backfilling from waitlists.
- Geo/venue tagging and conflict detection for double bookings.
How do volunteers check in and how are hours tracked accurately?
Common options are QR codes, self-service kiosks, mobile tap-to-check, badges, or manager approval flows. Choose a method that works on your devices and supports audits for grants.
What communication tools should be included—and what about opt-ins?
Look for email + SMS with templates, segments (role, site, interest), and automated reminders. Ensure the platform manages consent, opt-outs, and quiet hours to respect preferences.
What makes a good volunteer portal or app experience?
- Mobile-first design with fast load and simple navigation.
- Easy profile updates, shift search/filter, and calendar sync.
- Multi-language support and accessibility best practices.
Can we build custom applications, trainings, and e-sign waivers in one place?
Yes—prioritize platforms with form builders, required fields by role, conditional logic, e-signatures, and certificate tracking for required trainings or orientations.
Which reports are most useful for grants, boards, and impact storytelling?
- Total hours by program/site/role and economic value of time.
- Recruitment/retention, no-show rates, and shift fill times.
- Training completion and compliance dashboards with exports.
What security and privacy safeguards should we require? (General information)
- MFA for admins, role-based permissions, and audit logs.
- Encryption in transit/at rest and regular backups.
- Data retention controls and compliance with applicable laws.
This is general information, not legal advice.
How long does implementation take and what’s involved in migration?
- Data prep (dedupe, field mapping, cleanup of spreadsheets).
- Configure programs, roles, forms, and shift templates.
- Pilot with a small team, then full rollout with training.
What automations save the most staff time day-to-day?
- Auto-send confirmations, reminders, and “thank-you” messages.
- Trigger training requests when volunteers choose certain roles.
- Re-engagement emails when hours drop or credentials expire.
Can the platform support multiple programs or locations with permissions?
Yes—look for program/site hierarchies, scoped admin roles, and data partitions so coordinators only see what they manage while leadership can view aggregates.
Which features help with volunteer recognition and retention?
- Badges, milestones, leaderboards, and printable certificates.
- Personalized impact summaries and anniversary reminders.
- Surveys/NPS and simple “next shift” prompts after check-out.
What if our venue has weak Wi-Fi—will check-in still work?
Choose tools with lightweight pages, optional offline/kiosk modes, and the ability to sync when back online. Keep a staffed tablet hotspot as a backup on event days.
What questions should we ask vendors during demos to compare “top picks” fairly?
- Show end-to-end: apply → approve → schedule → check-in → report.
- How are duplicate contacts handled with our CRM?
- Which features require add-on fees (SMS, screenings, SSO)?
- What’s the average implementation time for orgs like ours?
- Share a sample grant report and audit log export.
How do we measure success after adopting volunteer management software?
- Shift fill rate and no-show reduction.
- Volunteer retention and average hours per volunteer.
- Coordinator time saved (admin hours) and reporting time to grant deadlines.
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