Volunteer scheduling can get complicated, especially because of the large number of volunteers your organization might work with—in fact, 1/3 of the nonprofit workforce is volunteers. Accidentally double-booking shifts, not having enough volunteers for a shift, or assigning too many or not enough volunteers to specific roles are just a handful of challenges that can arise.
Volunteer scheduling software is the key to staying organized, improving the volunteer experience, and ensuring that your projects and programs have the support they need to succeed. This guide explores the basics of volunteer scheduling and the best solutions to manage volunteers. We’ll cover:
- Steps of the volunteer scheduling process
- Features to look for in volunteer scheduling software
- 15 top volunteer scheduling software tools for nonprofits
Scheduling is one of the most crucial components of your overall volunteer management process, and these tips and tools will help you set the right priorities and achieve your scheduling goals.
Steps of the volunteer scheduling process
When you have a large team of volunteers and staff, manually scheduling everyone can become overwhelming. Everyone’s availability varies, and certain volunteers may be better suited to specific roles than others. However, with a comprehensive volunteer scheduling plan, you can make this process seamless and painless!
Let’s say your organization has an upcoming volunteer opportunity or event. You’re hoping to create an effective volunteer schedule to keep everyone aligned and on task. Here are the steps you should follow to craft the best volunteer schedule possible:
- Identify each task or role that needs to be filled or completed. For instance, if you’re hosting a 5K event, you might need volunteers to manage parking, check racers in, sell concessions, keep track of time, and pass out water. Or, if you’re hosting a garden clean-up day, you may need volunteers helping to rebuild a shed, paint a fence, pull weeds, cut branches, and apply fertilizer.
- Determine your time frame. How long will your opportunity or event last, and how long will each shift last within that time frame? For instance, your 5K event might include a setup shift, a shift for the actual race, and a closing shift. Your gardening opportunity might be a single shift from 9 a.m. to 12 p.m. Remember to consider your volunteers’ limitations and plan time frames accordingly to avoid overexhaustion.
- Decide how many volunteers you need. Depending on the scope of your event or goals, you may need a smaller or larger group of volunteers. How many volunteers are needed to complete each activity or cover different stations? Identify the minimum and maximum number of volunteers each station can handle if you’re limited with space and equipment.
- Allow volunteers to sign up for their desired shifts. Instead of gathering everyone’s schedules and manually assigning volunteers to shifts, save time and hassle by allowing volunteers to sign up for their own shifts. This can be done easily with the help of volunteer management software. Your volunteers can self-register for their desired shifts and choose roles that match their skills and preferences. You want your volunteers to enjoy what they’re doing, and giving them the flexibility to select shifts and roles will boost engagement and retention rates.
- Keep your shift calendar and other important information visible at all times. To avoid confusion, keep volunteers informed of all updates and changes to their upcoming shifts. Use volunteer management software tools that automatically send push notifications, texts, and emails with reminders.
Remember that the current value of an hour of volunteer time is an impressive $33.49. Using these steps and best practices, you can help your staff members and volunteers stay on track and organized, making the most of their valuable time and support.
Features to look for in volunteer scheduling software
If your organization is interested in taking a technology-driven approach to volunteer scheduling, investing in volunteer management software might be right for you. These solutions offer scheduling tools such as:
- Volunteer self-scheduling: Supporters can view opportunities, sign up at leisure, and make schedules that work for their personal lives. Volunteers can also sign up for roles they are interested in and available for.
- Ability to make changes and send schedule-related updates: You can instantly update your entire team about any changes in event dates or shift timings. For instance, if you have to postpone an event due to poor weather conditions, you can send alert notifications to inform your volunteers as soon as possible and send them the new event date so they are prepared.
- Screening tools: These tools help you ensure you bring on volunteers with the right skills, availability, and qualifications for your roles. You must recruit qualified volunteers to ensure the success of your program and the satisfaction of your volunteers’ experience. Every volunteer will come in with unique skills, and matching their strengths with suitable roles will help them thrive in your organization.
- Tools to cultivate volunteers as donors: 85% of volunteers donate to the nonprofits they volunteer for, so it’s helpful to invest in a volunteer management solution that allows you to recognize volunteers as prospective donors. These tools offer engagement meters that enable you to determine which volunteers are most likely to be interested in donating.
- Ability to track and promote corporate volunteerism: Corporate volunteerism and grants can significantly boost your nonprofit’s mission, and these opportunities are becoming more common. 40% of Fortune 500 companies offer volunteer grant programs (Double the Donation), and almost 60% of companies provide paid time off for employees to volunteer. Your volunteer scheduling tool should help you identify corporate volunteerism and grant opportunities, track hours for corporate volunteers, and cultivate long-lasting relationships with business partners.
These scheduling features are vital in helping you keep your volunteers informed and maximize your nonprofit’s ability to drive value through your volunteer program.
15 top volunteer scheduling software tools for nonprofits
1. Bloomerang Volunteer
Volunteer scheduling software overview
Bloomerang Volunteer is our top recommendation for a robust volunteer management solution that facilitates a stress-free scheduling experience for staff and volunteers. This tool was tailor-made to help volunteer coordinators simplify scheduling workflows, recruit more volunteers, and increase volunteer satisfaction and retention.
Favorite features
Bloomerang Volunteer’s features include:
- A volunteer database. A secure volunteer database allows you to store volunteer profiles and easily filter and sort through your supporters. You can also view activity information such as hours worked, interests, skills, donation histories, and other important information that can come in handy to cultivate stronger relationships with them.
- Recruitment tools. With these features, you can create branded sign-up pages that list available shifts and roles, offer a streamlined online application system, and accommodate group sign-ups. This makes it easier for volunteers to identify and sign up for roles that best suit their strengths and preferences.
- Screening tools. Bloomerang Volunteer enables you to assess and screen volunteer applications in a centralized way. You can accept or reject applications and ensure your team has the qualifications to do the job!
- Scheduling features. An automated matching feature makes it easier for your volunteers to be paired with roles based on availability and qualifications. A robust dashboard offers bulk actions and shift duplication capabilities, multiple scheduling views (list and calendar format), automated volunteer matching to align supporters with the right roles, group scheduling, and mobile schedule management.
- Communication tools. Our volunteer management software is equipped with self-check-in and attendance tracking features for volunteers through a mobile app. Every user can access multiple communication methods, such as email, SMS, and in-app messaging, allowing volunteers to self-schedule and get updates easily through their phones.
- Tracking and reporting features. Track volunteer hours with customizable reporting tools and centralized data sync with your nonprofit’s CRM.
Powerful volunteer management software should offer you every tool and feature you require to successfully run any volunteer events, programs, and other initiatives, all in one! Interested in learning more about Bloomerang Volunteer’s platform? Contact us today for more information about how volunteer management software can transform your scheduling process.
Price
Bloomerang Volunteer pricing starts at $119 per month, which includes all the features volunteer coordinators need for smooth scheduling, from attendance tracking to shift confirmations and more.
2. VolunteerMark
Volunteer scheduling software overview
VolunteerMark offers a simple scheduling tool that helps increase program efficiency. Their solution is designed for a wide range of organizations, including arts organizations and museums, animal shelters, and libraries.
Favorite features
- Built-in text and email communication tools
- Efficient and flexible scheduling management
- Reporting with real-time data
Price
VolunteerMark offers a free plan. Paid plans start at $34 per month.
3. VolunteerHub
Volunteer scheduling software overview
VolunteerHub equips nonprofits with solutions for hour tracking, recruitment, scheduling, fundraising, and more. Their solution is tailored to various needs, including increasing efficiency, enhancing the volunteer experience, and consolidating data management.
Favorite features
- Self-registration options for volunteers
- Custom volunteer onboarding workflow
- Ability to create engaging landing pages
Price
Plans start at $143 per month.
4. Volgistics
Volunteer scheduling software overview
Volgistics is a secure volunteer management platform for organizing program logistics. Volunteer coordinators can access the platform from anywhere, on any device for on-the-go management.
Favorite features
- Ability to create repeating schedules
- Email and text reminders
- Track substitute volunteers
Price
Use the price calculator on the Volgistics website to get an idea of costs.
5. SignUpGenius
Volunteer scheduling software overview
SignUpGenius offers free online signup forms for nonprofits to organize events and recruit volunteers. This platform is used by schools, businesses, nonprofits, government agencies, and public institutions to maximize volunteer support.
Favorite features
- Simple signup form creation
- Group messaging
- Integrated payment and donation tools
Price
SignUpGenius offers a free version. Premium plans start at $8.99 per month, billed annually.
6. Double the Donation Volunteering
Volunteer scheduling software overview
Double the Donation Volunteering is a volunteer management solution to help promote and track volunteer involvement in volunteer grants and paid volunteer time off (VTO). According to their research, 60% of companies offer paid volunteer time off, and 40% of Fortune 500 companies offer volunteer grants. These programs are incredibly beneficial opportunities for your nonprofit to gain more value from corporate volunteerism.
Favorite features
- Ability to identify volunteers’ grant eligibility during the event signup process
- Search plugin for volunteers to determine their corporate-sponsored volunteer eligibility
- Integration with Double the Donation’s matching gift tool for additional fundraising opportunities
Price
Contact the Double the Donation team for pricing information.
7. Golden
Volunteer scheduling software overview
Golden’s volunteer scheduling software incorporates AI-powered automation and fundraising capabilities to help transform volunteers into donors. They serve a wide variety of organizations, including nonprofits, CSR consultants, healthcare organizations, foundations, and more.
Favorite features
- Instant background checks and waivers
- Automated volunteer tracking for hours, impact metrics, and participant feedback
- Multiple powerful CRM and marketing tool integrations
Price
You can get started with a free plan. Paid options start at $1,200 per year.
8. Mobilize
Volunteer scheduling software overview
Mobilize is a volunteer management platform for mission-driven organizations. They help organizations scale up their operations with volunteer and advocate support.
Favorite features
- Functionality for virtual, recurring, and in-person events
- Post-event feedback surveys
- Option to give volunteers the ability to host their own events
Price
Contact the Mobilize team for pricing details.
9. Get Connected by Galaxy Digital
Volunteer scheduling software overview
Get Connected by Galaxy Digital provides volunteer scheduling tools for recruitment, engagement, and increasing efficiency. In addition to tools for volunteering, Get Connected also helps organizations build and maintain relationships with corporate partners with automated communications and employee impact tracking.
Favorite features
- Volunteer check-in via an app or on-site kiosk
- Volunteer profiles with information about skills, interests, individual impact, and achievements
- Simple group and team management tools
Price
Contact Get Connected by Galaxy Digital for pricing.
10. Giveffect
Volunteer scheduling software overview
Giveffect’s volunteer management software enables scheduling, hours tracking, management, and donor conversions, all in one place. Its solution is designed to streamline and simplify nonprofit workflows.
Favorite features
- Automated volunteer profile creation
- Volunteer availability and frequency information
- Volunteer recruitment analytics dashboard
Price
Schedule a call with Giveffect for pricing information.
11. POINT
Volunteer scheduling software overview
POINT offers volunteer scheduling tools for organizations ready to move beyond spreadsheet management. The POINT app makes it easy for volunteers to find your organization’s opportunities and sign up for events that interest them.
Favorite features
- Ability to co-host events with businesses and other organizations
- Automated background checks
- Volunteer activity profiles with information about events attended and donation history
Price
POINT offers a free plan, and paid options start at $99 per month, billed annually.
12. Helper Helper
Volunteer scheduling software overview
Helper Helper is a volunteer tracking and management app for simplified community service management. Nonprofits, schools, universities, and companies use this solution to better coordinate volunteer support across their organizations.
Favorite features
- Customized training
- Implementation support
- Comprehensive reporting
Price
Contact Helper Helper for pricing information.
13. CERVIS
Volunteer scheduling software overview
CERVIS offers customizable volunteer scheduling software for easy program management. This solution works for all types of nonprofits and causes, including animal shelters, hospitals, museums, and food banks.
Favorite features
- Unlimited volunteers and administrators
- Custom volunteer appreciation
- Volunteer self-scheduling
Price
Pricing starts at $25 per month.
14. Rosterfy
Volunteer scheduling software overview
Rosterfy’s volunteer scheduling platform allows nonprofits to create better volunteer experiences and ensure program compliance. Their tools are designed to drive a higher return on investment (ROI) through reducing costs and amplifying the value of volunteer work.
Favorite features
- Automated volunteer scheduling workflows
- Simple workforce segmentation
- Volunteer schedule performance tracking
Price
Contact Rosterfy for pricing details.
15. Civic Champs
Volunteer scheduling software overview
Civic Champs provides user-friendly volunteer management software to reduce manual coordination. Organizations turn to this solution when they’re ready to ditch pen-and-paper scheduling for a more robust system.
Favorite features
- Personalized web calendar for volunteers
- Simple volunteer signup through the web platform or mobile app
- Mobile admin tools
Price
Pricing starts at $49 per month and scales up based on how many volunteers you have.
Wrapping up
Proper volunteer scheduling is crucial for offering your volunteers a seamless sign-up experience and ensuring you have suitable volunteers for each role. Now that you’ve learned how to create a volunteer scheduling process and the importance of using the right strategies and software tools, it’s time to start planning accordingly.
Looking for additional volunteer scheduling and management resources? Start here:
- How to Start a Volunteer Program: 12 Steps for Success. Use this simple guide to start your volunteer program and plan your first volunteer opportunities.
- Volunteer Engagement | Strategies for Smart Organizations. Maintain volunteers’ interest and involvement by using these strategies.
- How to Create a Volunteer Recruitment Plan: 5 Strategies. This step-by-step recruitment plan will help you recruit the right volunteers for your roles.
The post 15 Volunteer Scheduling Software Tools & Tips for Success appeared first on Bloomerang.
