10 Best Volunteer Management Software for Nonprofits [+How to Choose]

Volunteers play a critical role in the success of nonprofit organizations, helping to extend their reach and impact. In fact, a recent poll of San Diego County nonprofits shows that 82 percent of organizations engage volunteers, and 71 percent consider volunteers “very important” or even “absolutely essential” to delivering their mission. Smaller organizations, in particular, are more dependent on volunteers than larger ones. However, despite their importance, nearly 40 percent of organizations report challenges in recruiting the volunteers they need to fulfill their objectives.

As the percentage of people who volunteer has declined in recent years — dropping from pre-pandemic highs of 40 percent to 31 percent in 2022 — nonprofits must find more efficient ways to recruit, manage and retain their volunteers. This is where volunteer management software (VMS) comes in.

VMS platforms provide nonprofits with the tools they need to streamline volunteer coordination, from recruitment and scheduling to communication and tracking. With many organizations facing a shortage of volunteers, these software solutions can help maximize volunteer engagement and ensure nonprofits can continue to deliver on their mission.

What Is Volunteer Management Software?

Volunteer management software is a digital tool designed to help nonprofit organizations efficiently manage their volunteer programs and workforce. It typically includes features for recruiting, scheduling, tracking and communicating with volunteers, as well as monitoring their performance and engagement. This software centralizes and streamlines administrative tasks so that organizations can focus on improving the volunteer experience, maximizing impact and ensuring compliance with organizational goals and legal requirements.

Benefits of Using a Volunteer Management Software

As with many digital tools, volunteer management software takes what can be a complicated process and simplifies many of the logistical aspects, so that volunteer managers and coordinators can ensure both the organization and its volunteer workforce are set up for success.

VMS carries the following benefits:

• Streamlined volunteer recruitment and onboarding: VMS simplifies the process of finding and signing up volunteers by providing easy-to-use application forms, background check integrations and automated onboarding workflows. This saves time for both administrators and potential volunteers, ensuring a smooth and professional experience.
• More efficient scheduling and task management: VMS offers tools for scheduling volunteers across multiple events or projects. Managers can assign shifts, track availability and send reminders using a single program, all of which prevents scheduling conflicts and ensures that all volunteer roles are properly filled.
• Improved communication: With built-in messaging systems, VMS makes it easy to stay in touch with volunteers through email or text, providing updates, instructions or reminders. Automated notifications ensure that volunteers are always informed and engaged.
• Centralized data and reporting: VMS consolidates all volunteer information in one place, making it easier to track hours, skills and participation history. This data can be used for generating reports, recognizing top volunteers or making informed decisions about program improvements.
• Increased volunteer engagement and retention: By offering personalized volunteer experiences, such as matching opportunities with individual interests and skills, VMS helps keep volunteers motivated and engaged. Features like feedback surveys and recognition tools further contribute to higher volunteer satisfaction and retention rates.
• Compliance and risk management: Many VMS platforms provide tools to track compliance with regulations, such as logging volunteer hours for tax purposes or ensuring necessary certifications or background checks are up to date. This reduces risk and ensures the organization meets legal and safety requirements.
• Time and cost savings: Automating tasks like data entry, scheduling and communication reduces the manual workload for staff, freeing up resources to focus on mission-critical activities. Over time, this can lead to significant cost savings for the organization.
• Scalability and flexibility: Whether managing a small team or thousands of volunteers, VMS can scale to meet the needs of growing organizations. It also adapts to various types of nonprofit activities, from one-time events to ongoing programs.

What Key Features Should You Look for in Volunteer Management Software?

The key to choosing the best VMS is to look for features that will enhance an organization’s ability to efficiently manage volunteers — not make the process more complicated or inaccessible. The following are essential features to prioritize:

1. Streamlined and automated recruitment process
   Look for a platform that makes it easy to post volunteer opportunities and allows applicants to sign up quickly. Prioritizing features will help you vet candidates more efficiently, such as customizable application forms and automated background checks. A good VMS should automate the onboarding process by delivering orientation materials, assigning training modules and tracking completion of requirements. This ensures new volunteers are properly prepared before they begin.
2. Scheduling and task management
   The software should offer flexible scheduling tools that allow managers to assign shifts based on availability, skill sets or project needs. Look for drag-and-drop scheduling, automated reminders and the ability to create recurring shifts. The program should also enable administrators to assign specific tasks to volunteers and track their progress. This helps ensure that all necessary roles are filled and that projects stay on track.
3. Communication tools
   Built-in communication tools are essential for sending updates, reminders or instructions via email or text. Some platforms also offer group messaging or automated responses to streamline interactions. Look for features that automatically notify volunteers about upcoming shifts, changes to schedules or important announcements. This reduces the need for manual follow-ups and ensures volunteers are informed in real time.
4. Tracking and reporting
   The software should collect and store key information about each volunteer, such as contact details, skills, certifications and participation history. This helps organizations to better understand volunteer contributions and make data-driven decisions. Look for robust reporting capabilities that can generate custom reports on volunteer hours, engagement rates or program outcomes. This is especially important for tracking progress against goals or providing data for grant applications and compliance.
5. Self-service portals
   Self-service portals keep volunteers engaged by giving them control over their own participation. They empower volunteers to manage their own profiles, update availability and sign up for shifts. This feature reduces administrative burden by allowing volunteers to handle routine tasks without staff intervention. Volunteers should be able to see their schedules, task assignments and any relevant updates in real time.
6. Integration with other systems
   Look for software that integrates with your organization’s existing customer relationship management (CRM) systems to ensure that volunteer data is synced with donor or member databases. This helps create a holistic view of supporters and streamlines engagement efforts. Also, the ability to integrate with email marketing platforms (such as MailChimp or Constant Contact) allows organizations to easily communicate with their volunteers and create targeted outreach campaigns.
   

   Integration with financial and reporting tools further ensures that volunteer hours and contributions can be easily included in reports for funding or compliance purposes. This is particularly useful for nonprofits that need to track hours for grant requirements.

10 Volunteer Management Software Solutions

The following VMS platforms are some of the most popular in the nonprofit sector, ranked in alphabetical order. This is by no means an exhaustive list, but instead represents solutions designed for organizations of various sizes and with diverse volunteer needs.

1. Better Impact
   A comprehensive volunteer management platform that helps organizations manage scheduling, recruitment and communication with volunteers.
   Key Features: Volunteer scheduling, hour tracking, application management, training modules and reporting tools.
   Pricing: Starts at $200/year for up to 50 volunteers; pricing scales based on volunteer numbers and additional modules.
2. Galaxy Digital (Get Connected)
   A volunteer management system designed for community-based organizations to streamline volunteer recruitment and engagement.
   Key Features: Volunteer matching, event management, hour tracking, reporting and communication tools.
   Pricing: Custom pricing based on organization size and needs, typically starting around $2,500/year.
3. Golden
   A mobile-first volunteer management platform that makes recruiting and managing volunteers simple for nonprofits and volunteers alike.
   Key Features: Volunteer matching, mobile app, shift scheduling, impact tracking, donation integration and automated reminders.
   Pricing: Starts at $199/month with custom pricing for larger organizations.
4. Helper Helper
   A platform designed to track and organize volunteer efforts across large groups, including universities and athletic programs.
   Key Features: Event scheduling, hour tracking, impact reporting, group coordination and mobile app access.
   Pricing: Custom pricing based on the size of the program or institution; quotes available upon request.
5. POINT
   A volunteer management platform that connects nonprofits and volunteers through an easy-to-use app with strong event management features.
   Key Features: Event management, automated reminders, volunteer impact reporting, mobile app and shift tracking.
   Pricing: Free version available; premium plans start at $49/month.
6. Track it Forward
   A simple platform for tracking volunteer hours and verifying participation, used by nonprofits and schools.
   Key Features: Hour tracking, milestone tracking, approval workflows and customizable reporting tools.
   Pricing: Starts at $12/month for small organizations; pricing scales based on volunteer numbers and additional features.
7. VolunteerLocal
   A volunteer management system built for nonprofits and event organizers to schedule and communicate with volunteers.
   Key Features: Shift scheduling, volunteer communication, hour tracking and real-time reporting.
   Pricing: Free basic plan; paid plans start at $200/year depending on event needs.
8. VolunteerMark
   An all-in-one platform for volunteer recruitment, scheduling and tracking, designed to optimize communication and reporting.
   Key Features: Volunteer recruitment, hour tracking, shift scheduling, event management and reporting.
   Pricing: Starts at $30/month, with plans scaling based on organizational needs.
9. Volunteer Scheduler Pro
   A platform that focuses on scheduling recurring volunteer shifts and tracking availability.
   Key Features: Shift scheduling, email notifications, availability tracking and customizable reporting.
   Pricing: Custom pricing based on the number of volunteers and features required; quotes available upon request.
10. Volgistics
    A robust volunteer management system used by large organizations for scheduling, tracking and managing volunteer data.
    Key Features: Volunteer database, scheduling, hour tracking, customizable reports and self-service volunteer portals.
    Pricing: Starts at $27/month for small organizations, with pricing scaling based on volunteer numbers.

Improve Your Volunteer Management Through Technology

Volunteer management software can be a transformative tool for nonprofits, helping to streamline recruitment, scheduling, communication and reporting. By automating tasks and improving volunteer engagement, organizations can better focus on their mission and maximize impact. Whether you’re looking to enhance efficiency, scale your volunteer programs or boost retention, a VMS offers the flexibility and features needed to support your goals.

To learn more about how technology and leadership skills can advance your nonprofit’s mission, explore USD’s Master of Science in Nonprofit Leadership & Management degree program.

Frequently Asked Questions