Is your organization maximizing volunteer potential in your community?
Volunteer management is central to a successful volunteer program. But when organizations are stretched thin, volunteer managers are often the first to lose vital resources.
That’s why volunteer managers need the best tools to take on important yet time-consuming administrative tasks.
But with so many tech options available, how do you find the right volunteer management software for your organization?
Navigating the tech world can feel daunting. Fortunately, we’ve worked in the volunteer management space for over a decade and have condensed our research into one easy guide.
Keep reading and learn how to choose a volunteer management software that works best for your organization.
Here’s what you’ll learn in this article:
First, here are a few things to know before investing in a volunteer management system:
Volunteer management software is designed to help organizations strengthen relationships with volunteers and manage resources more effectively. More specifically, it assists with a range of administrative activities associated with each stage of the volunteer management lifecycle, including:
Robust volunteer management software automates many processes, like volunteer hour tracking, reporting, and communications. Ultimately, the system will save volunteer coordinators hours of administrative time, allowing them to focus on more impactful tasks, like serving the community.
Volunteer management software has many benefits. While its core purpose is to simplify the day-to-day tasks of volunteer management, the technology can also:
How do volunteer professionals like you use technology?
Here are the top 5 reasons volunteer programs use technology:
Volunteer management software can help nonprofits and volunteer programs of all sizes accomplish these activities and much more!
In your search for volunteer management software, you’ll likely encounter a range of pricing options, including free online tools and paid software.
Let’s explore both free and paid scheduling tools.
Free volunteer scheduling software provides basic functionality, making it an excellent option for smaller volunteer programs with limited resources. For example, a volunteer coordinator can collect availability, create and share conflict-free calendars, and store contact details in a volunteer database.
Are there any drawbacks of free volunteer scheduling software?
Plenty of scheduling tool providers offer free accounts, but their features are typically limited. Free options usually cap the number of volunteers and administrators that can access an account.
As your program grows, you’ll likely need to pay for additional users. Or, you’ll have to delete existing users to maintain your free service. You may also encounter advertisements and other sponsored content throughout the platform.
Of course, paid volunteer platforms will require a cost, typically in the form of a monthly or annual subscription. However, paid plans can offer the robust volunteer scheduling tools you’re looking for.
Volunteer management systems range in price. Some providers offer all-in-one software with a range of functionality, tools, and integrations. These comprehensive systems usually come with a higher price point but can be more cost-effective if the system meets many of your organizational needs.
Other software providers sell a-la-carte management tools in which customers choose the products and features based on their needs and budget. Some providers even offer free basic tools, like online scheduling, with feature upgrades available for purchase. While you’ll pay less initially, you may decide you need additional functionality as your program grows. These options can add up quickly, costing you more in the long run.
Do I need to upgrade from my free volunteer management tools?
Free scheduling tools (like SignUp Genius) certainly have merit. They’re often easy to use for small nonprofits, but many organizations eventually outgrow these free tools.
Free online volunteer tools are typically limited in functionality. And your disconnected systems, from spreadsheets to calendars, can quickly become unmanageable. That’s why many organizations find relief by investing in an all-in-one volunteer management system.
The best software strikes a balance between user experience and cost. The system needs to be simple for volunteers to use and just as intuitive for volunteer coordinators. It should also fit your budget without sacrificing functionality.
Our top recommendation?
Get Connected is an all-in-one volunteer management system that comes pre-built with the features that volunteer coordinators need.
There are lots of reasons to choose Get Connected:
Learn more about Get Connected. Sign-up for a free software demonstration!
Finding the best volunteer management software doesn’t have to be complicated! Keep reading for your guide to choosing the best volunteer management software for your organization:
Each organization has its own management needs. Taking the time now to source the best technology for your needs will save your organization time and resources in the future.
Follow these simple steps for choosing the best volunteer management software:
Before making your purchase, you’ll want to place your investment into the broader context of your organization’s mission, needs, and objectives. Use these guiding questions to shape your case for volunteer management software.
Keeping your mission in mind helps ensure you’re making a decision that benefits all areas of your program:
You know your day-to-day volunteer management needs better than most. But be sure to involve staff, stakeholders, and volunteers to understand pain points and gaps from various perspectives. Your answers to these questions will help you identify the type of solution you’re looking for:
Once you understand your management needs, create concrete objectives for your software to help you focus your search and make a case for a new tool:
Objectives Examples:
From here, you should be able to determine the type of technology you need to address current needs and workarounds. For example, you may decide you need an all-in-one solution over simpler tools.
You’ve decided that your organization needs a technology upgrade. Next, you’ll need to think about how you’ll pay for it. Securing any kind of budget in the nonprofit world can be a challenge. However, some preparation before beginning the buying process can help ease any budget-related frustrations.
Here are some considerations to help you determine your budget for volunteer management software:
Remember, the cheapest software isn’t always the most cost-effective. Hidden costs and add-ons can multiply down the road. Be cautious of providers that charge you per volunteer or administrator. These options are great for smaller programs. However, as your program grows, you’ll find the price can multiply quite quickly.
If you’re planning on purchasing volunteer management software, you may have to justify your investment to stakeholders (more on this step later). Get ahead of the game by outlining a business case.
A business case justifies resource or project expenditures. Therefore, your business case should evaluate the viability of your investment (volunteer management software) in light of the following terms:
Writing a compelling business case can help you secure a budget from your board and funding from outside sources.
Avoid buyer’s remorse by allocating enough time to choosing and implementing the right software option for your organization. Plus, creating a schedule for choosing volunteer management software can also help ensure that you’re staying on track–that means getting the tools you need when you need them!
You’ll want to create an estimated timeline for making your purchase. Before bringing your timeline to stakeholders, make sure to heed these considerations:
You know that your volunteer program needs better tools for meeting objectives. Now it’s time to get specific about the types of features and functionality you’re looking for.
Compile a list of features that are most important to your organization: your must-haves. Then determine the capabilities that you would like but may not be a deal-breaker if unsupported. Finally, use a simple checklist to help you choose the software that best matches your organization’s needs.
Don’t forget to confer with team members, community partners, and volunteers on the features they’d like to see.
Unsure about what volunteer management software can do for your organization? Refer to our mega-list of volunteer management tools and features below!
Volunteer management software can assist throughout the entire volunteer management lifecycle, from recruitment to reporting. Review this comprehensive list of volunteer management features to help you compile your priority list:
Get volunteers in the door with tools designed to boost your recruitment efforts:
Keep volunteers in the loop with software features that support year-round engagement:
Save time and simplify your volunteer management processes with intuitive, user-friendly tools:
Capture the data you need to inform stakeholders and win grants:
Build better relationships with these outreach tools:
There’s a lot that volunteer management software can offer. Focus on a few must-have features and build your list from there.
There are a variety of volunteer management systems available on the market. But how do you find the best for your organization?
Research! A simple internet search is a good place to start. But you’ll benefit from consulting other sources to round out your choices. Consider these sources to help you choose the best volunteer management software:
Seemingly, there’s software for nearly every nonprofit function. When compiling your research, you’ll likely come across a variety of systems with a multitude of nonprofit management functions. To ensure you’re finding the right tools for your needs, we recommend you get to know these common types of management systems:
You wouldn’t buy a car without test driving. The same goes for any investment. So, make the most of software “test drives.”
Most software providers offer free guided demonstrations. Product experts will answer your questions and walk you through the sales process when you’re ready.
Other providers offer free trials or “sandbox sites” where you can click around and test the software features.
Don’t skip this step. These demonstrations are an invaluable component of your research and will help you narrow down your choices.
Once you’ve compiled your list of “finalists,” it’s time to choose the best volunteer management software for your organization. Use a simple chart like the example below to compare your top choices.
Get your volunteers involved. Volunteers can help you assess and choose a platform. Test the platform with trusted volunteers and then train volunteers on using your new system.
Click here to download the NEW Volunteer Management Software Buyer's Guide & Workbook
Your new volunteer management software can benefit your entire team. That’s why it’s important to get everyone on board with your choice (including your board!).
Wondering how to make a compelling argument for your choice? Make the case by addressing these questions:
By anticipating the questions and concerns of your team, you’re more likely to get your purchase over the line. Don’t forget to present your business case!
There’s more to consider when investing in your new system. Here are some more questions to ask the software provider as your research options:
Volunteer management software should help grow your volunteer program. So, choose a system that will grow with you.
Note: Be sure to ask about pricing structure, as some software will increase pricing as your take on more volunteers in your system. Instead, look for a system with fixed, fair pricing.
Be sure to ask about the level of customer service available. Some providers offer free customer care to guide you through the onboarding process, as well as continued support after your system is up and running.
You’ll likely have data, such as contact details and attendance records, that will need to be transferred from your current system to your new software. Your provider should assist with the conversion process to ensure a smooth transition.
Volunteer management software generally operates separately from your existing website. You will need to link your volunteer management platform to your website so volunteers can access it easily. Ask how the software integrates with your existing website and other software systems (such as your CRM or donations management tool).
Your volunteer database may store sensitive information (such as driver’s licenses and signatures). You should feel confident that your data is secure and will remain accessible only to approved users. Ask the provider how information is stored and used. If relevant to your organization, you may want to inquire about HIPAA and ADA compliance.
Robust software options will enable customizations so that you can create a recognizable, branded environment that integrates seamlessly with your other website and marketing. Customizable sites will require more setup initially. However, you’re left with a product that truly matches your needs.
On the other hand, “out of the box” software generally comes as is. These options are quick to implement and often less expensive but offer limited capacity for customization and branding.
Set your organization up for success by taking the time to choose the best volunteer management software. By following these eight steps, you ensure you’re getting the most out of your investment now and for many years to come.