Best Volunteer Scheduling Software for Nonprofits

Volunteer scheduling can be complicated—especially when it’s being managed through spreadsheets and paper.

To avoid errors, streamline the volunteer scheduling process, and better recruit, engage, and retain volunteers year after year, lots of volunteer leaders are turning to volunteer scheduling tools and technology.

In this blog, we'll cover what volunteer scheduling is and what to look for in your volunteer scheduling tool so you can pick the right one for your organization.

What is Volunteer Scheduling?

Volunteer scheduling is the process of organizing, coordinating, and managing volunteer shifts and roles within an organization. In general, the process ensures that volunteers are effectively assigned to various tasks and activities based on their availability, skills, and preferences.

The 3 Steps of Volunteer Scheduling

Typically, the process of volunteer scheduling includes:

1. Preparation and Planning

Organizations identify roles needed, create job descriptions, and set up the scheduling system and time slots. All of this information is then put into a volunteer calendar, which shows the details of each role (the when, where, who, what, and why), so volunteers can easily browse for opportunities and sign up.

2. Scheduling

Volunteers sign up for volunteer shifts when they're available and receive a confirmation email detailing the specifics of their commitment. This serves as an official record and acknowledges their valuable contribution.

3. Management and Follow-up

To minimize no-shows and ensure volunteers are well-prepared, organizations typically send reminder emails and push notifications through a volunteer app prior to the scheduled date. These reminders often include any last-minute updates or instructions, reinforcing the volunteer's engagement.

Features to Look for in a Volunteer Scheduling Software

When selecting a volunteer scheduling software, it is crucial to choose one that not only addresses the immediate scheduling needs but also enhances the overall volunteer management process.

When looking for your next volunteer scheduling tool, choose a platform that offers:

• Volunteer Calendar: A user-friendly calendar interface that allows volunteers to see available shifts, sign up for tasks, and manage their commitments effectively.
  
  
• Automated Communication Tools: This feature is designed to build strong volunteer relationships from the start, streamlining communication and engagement to ensure volunteers feel connected and valued throughout the volunteer lifecycle.
  
  
• Individual and Team Sign-Ups: Tools that support sign-ups for individuals or groups, making it possible to organize team-based volunteering. This feature is particularly useful for corporate volunteers or families looking to volunteer together.
  
  
• Volunteer Hours Tracking: Features that enable accurate tracking of volunteer hours for assessment and recognition purposes.
  
  
• Volunteer Impact Reporting: Tools to measure and report on the impact volunteers have on the organization and its mission, including participation rates and project outcomes.
  
  
• Volunteer Check-In: An efficient system for volunteers to check in and out of their shifts, ensuring accurate record-keeping and accountability.
  
  
• Event Management: Capabilities to plan, organize, and manage events, including scheduling volunteers, assigning roles, and coordinating logistics.

The Best Volunteer Scheduling Tool

Get Connected 

With Get Connected, nonprofit organizations of any size or budget can manage and schedule all of their volunteers with ease — from creating and sharing an interactive volunteer calendar to generating individual volunteer impact reports.

With Get Connected, nonprofits get access to:

• Volunteer Coordination: Simple scheduling for volunteer shifts and events, including skills, prerequisites, and availability-based scheduling as well as volunteer scheduling for remote, offsite, or multi-location opportunities. 
  
  
• Volunteer Management Dashboard: View all of your volunteer scheduling information from one place, including open shift slots and volunteer schedules, available volunteers, and more.
  
  
• Volunteer Self-Scheduling: Empower volunteers to self-schedule, check-in, and automatically track hours through a simple-to-use mobile app.
  
  
• Volunteer Communications and Reminders: Send push notification reminders and emails to ensure that volunteers never miss a shift.
  
  
• Volunteer Scheduling Calendar: Accommodate recurring shifts, anytime volunteer opportunities, and custom schedules. Plus, coordinate public and private opportunities for individuals and teams and engage schools, community partners, and corporate groups with unique volunteer events.
  
  
• Automated Matching: Advanced algorithms match volunteers with shifts that suit their skills, preferences, and availability, optimizing the volunteer force and enhancing the volunteering experience.
  
  
• Comprehensive Reporting Tools: Detailed reports and analytics that track volunteer hours, participation rates, and the overall impact of the volunteer program, aiding in future planning and demonstrating success to stakeholders.

Streamline Volunteer Scheduling with Get Connected 

Learn more about Get Connected's Volunteer Scheduling Tools

Choosing the right volunteer scheduling software is key to boosting your volunteer program's efficiency.

With the right tools—like automated reminders, volunteer hour tracking, and simplified reporting—you can create and scale a volunteer scheduling process that’s easy and efficient for everyone.