What's the best way to recruit volunteers? Why more charities are going digital

Digital volunteer recruitment is the process of using online platforms and digital tools to attract, engage and onboard volunteers.

Instead of relying on traditional methods like in-person sign-ups or paper applications, organisations are increasingly using volunteer management software to streamline and enhance every stage of the recruitment process.

Explore this full guide to how to recruit volunteers and best practice

Why do volunteer management strategies matter?

It’s no secret that charities and non-profits have found recruiting volunteers increasingly difficult in recent years. Charities Aid Foundation’s UK Giving Report 2025 shows that around 5.6 million people volunteered in 2024 – that’s 1.5 million fewer than in 2023.

A shortage of available volunteers means organisations must be strategic about how and where to recruit volunteers, work harder to meet modern-day expectations, and remove friction that could lead to drop-offs. 

Volunteer recruitment is difficult for 61% of organisations and has been a top-three concern since May 2023

- VCSE Barometer Survey

The main benefit of digital systems is that they make the recruitment process – and the volunteer experience – a lot smoother and more efficient. 

As a powerful alternative to manual application processing, digital solutions can help you grow your programme, remove bottlenecks and level-up the entire volunteering journey. All while saving time and money.

Reaching more volunteers

According to the VCSE Barometer Survey, word of mouth remains the primary method of recruiting volunteers, used by 84% of organisations.

But, if you’re looking to expand your reach beyond existing networks, advertising volunteer opportunities online can help you connect with a broader and more diverse audience.

With roles live on your website, you can use shareable hyperlinks, email newsletters and social media campaigns to boost your visibility and target new groups of prospective volunteers. 

For maximum reach, include a direct call to action and ask people to re-share your content. There's some more top tips for advertising volunteer opportunities here.

Improving the volunteer experience

Once your ad has caught potential volunteers’ attention, it’s all about making the application and onboarding experience as easy to navigate as possible. 

Given that time is the biggest barrier to volunteering, you’ll also want to keep the process quick.   

For many organisations, a simple, mobile-friendly application journey is now considered the best way to recruit volunteers who expect smooth, digital-first experiences. Using volunteer management software means volunteers benefit from:

• A professionally branded advert and landing page
• A user-friendly application form that works on desktop, tablet or mobile
• Helpful guidance on what’s needed, plus prompts for outstanding information
• Automated updates that keep them engaged while awaiting next stages 

Streamlining management processes

Digital systems are a game-changer when it comes to managing volunteer recruitment. Labour-intensive tasks like application processing, onboarding and background checks can all be automated – eliminating duplication and keeping information flowing.

And if you get a large volume of applications? That’s a cause for celebration, not panic! Volunteer recruitment software can send out automated responses, reminders and updates, so applicants know exactly where they are in the process and everyone stays on track. 

Saving volunteer managers’ time

For volunteer managers facing constant pressure to get more done with fewer resources, digital processes can eliminate hours of manual work and allow efficient onboarding at scale.

As well as tracking applications and approvals in real time, volunteer management software sends applicants automated reminders to ensure they complete safeguarding checks and questionnaires on time. The result: fewer delays and less time spent chasing up missing documents. 

For charities like the National Autistic Society, digital systems have cut the overall recruitment process from one month to just 2-3 days.

"Being able to follow some simple steps to create and publish a recruitment advert, with the peace of mind that this will take applicants all the way through the recruitment journey, is revolutionary."

- Laura Clark, Head of Volunteering

Informing better decision making

Collecting and analysing data can help you future-proof your volunteer recruitment. By tracking key metrics like advert response rates and application drop-off over time, you can see what’s working and what needs to change.

This insight lets you make informed decisions on the types of roles to recruit for, ways to improve your volunteering journeys, and diversifying your team of volunteers.  

Saving recruitment and admin costs

Going digital also helps to cut costs by eliminating paper-based resources, streamlining workflows and reducing administrative expenses. And of course, a large, happy and engaged community makes for better volunteering journeys and increased social impact.

Once you’ve decided to move your recruitment process online, the next step is choosing a system with the right capabilities for your organisation. Here's some useful features to look out for.

Ease of publishing opportunities

When reviewing digital recruitment systems, consider how easily you can create and embed volunteer opportunities on your website. A good system should allow you to publish branded, mobile-friendly adverts without relying on technical support.

Platforms like Access Assemble provide ready-to-use templates that make this simple. Just add key details – like job descriptions, location, shift hours and organisational impact – then upload to the volunteer microsite.

Automated reminders 

Look for a system that offers automated reminders to keep recruitment moving without the need to follow everything up manually. 

Automated reminders prompt applicants to upload any missing information or documents, helping to avoid unnecessary delays. They also tell applicants exactly where they are in the process, keeping them engaged and reducing drop-offs during the wait for background checks.

Communications tools

The application phase is a great opportunity to engage with potential volunteers and start building long-term relationships.

Choosing a system with a built-in messaging hub means you can send personalised messages and organisational updates to keep applicants engaged and supported throughout the recruitment process.

Reporting and diversity insights

Data should do more than sit in spreadsheets. Look for reporting tools that allow you to track application performance, monitor drop-offs and gather diversity data securely and ethically.

For example, Access Assemble’s diversity and inclusion feature allows volunteer managers to collect and store applicants’ personal information, which is anonymised and only accessible to authorised users. Preset templates make it easy to analyse this data and adjust recruitment and onboarding strategies accordingly – a feature that’s proved invaluable for organisations like the RSPCA.

“From a strategic perspective, reporting on Assemble is great for understanding things like the diversity of our volunteers, and this is helping with our efforts to attract volunteers from all different parts of the community.”

- Brian Reeves, Head of Volunteering, RSPCA West Hatch

Scalability and long-term value

When comparing volunteer management software costs, consider what’s going to be the most cost-effective option in the long term. Flexible pricing models and scalable functionality will allow you to grow your volunteer workforce without incurring additional fees or needing to swap it out for another system. 

To sum up…

• Digital tools are becoming central to modern volunteer recruitment strategies.
• Online volunteer recruitment can help you reach a bigger and more diverse audience.
• A streamlined, mobile-friendly application process reduces drop-offs.
• Automation and reporting tools save time and support better decision making.
• Choosing scalable software ensures long-term value as your programme grows.

Making the shift to digital recruitment 

Switching to digital recruitment is a good opportunity to think about how you attract, welcome and support your volunteers. With the right tools in place, you can create a smoother experience for applicants and make life easier for your team.

If you’d like to explore how digital tools could support your volunteer recruitment strategy, explore Access Assemble.