The best volunteer scheduling software for nonprofits

Flexible opportunities are a great way to help grow your volunteer community. But a modern approach needs modern resources. 

Manual systems like spreadsheets and paper-based rotas can be time-consuming and cumbersome. They are also prone to error and can lead to missed shifts, resourcing issues, and a general sense of frustration. This doesn’t just impact your overall volunteer experience. It can also increase drop-off rates and leave your charity’s services and programmes under-resourced. 

Volunteer scheduling software is there to help you stay on top of these systems and deliver a volunteer experience that can bend and flex with the realities of work and family life. 

It does this by:

• Automating routine tasks and streamlining administration
• Giving volunteers the chance to take control of their own shift management
• Making sure Volunteer Managers have a full overview of different calendars and rotas
• Improving communications between volunteers and their managers

Most importantly, volunteer scheduling software helps to improve your overall volunteer experience. This makes it easier for people to get and stay involved and will help make sure your organisation has the volunteer support it needs to drive its mission forward. 

Read our article that answers common questions about volunteer scheduling software

Once you’ve decided to make the shift to volunteer scheduling software, it’s important that you choose the best volunteer scheduling app for your team. Here are some of the key tools and features to look out for:

Customised rota design

Whether you’re looking to manage shifts for a charity shop, run a long-term mentoring programme, or coordinate volunteer support for fundraisers and events – no one rota is the same. The best apps for scheduling volunteers will keep your systems in check by enabling managers to create customised rotas, set up recurring schedules and define minimum and maximum shift numbers. All while storing everything in a user-friendly, digital hub that can be easily accessed by volunteers and managers alike. 

Do some of your volunteers still prefer to use offline systems? Don’t worry. The best volunteer scheduling software makes it easy for managers to allocate shifts to specific volunteers, download, share and print final rotas.  

Self-service schedules

Designed with the modern volunteer lifestyle in mind, self-service scheduling allows volunteers to log in to a centralised hub, sign up for, swap, and cancel shifts in just a few clicks. This popular tool gives volunteers much-needed flexibility and control over their time. It also helps make open opportunities more visible and accessible. After all, you never know when a volunteer might feel inspired to sign up for a new opportunity or event!

Real-time access

For self-service tools to work, Volunteer Managers must have full visibility over each and every rota. The best volunteer scheduling apps will be designed for this – offering instant access and sending automatic notifications when volunteers sign up for (or cancel) a specific shift. 

To make this process as easy as possible, look for volunteer scheduling software that offers enhanced ease-of-use and clearly shows when shifts are under or over-staffed. Colour-coded rotas, for example, make it easy for managers to look ahead, so that they can address conflicts and shortfalls before they happen.

Mobile-ready applications 

Banking. News. Social media. Travel tickets. Shopping. People manage most of their lives on their phones, and volunteering shouldn’t be any different. No longer a nice-to-have, mobile-ready solutions are a must. So, keep an eye-out for volunteer scheduling software that includes app-based features as a standard or easy add-on.  

Collaborative communications tools

Just because something is digital doesn’t mean it can’t be personal. In fact, one of the true advantages of volunteer scheduling software, is the human connections it can build. The best volunteer scheduling apps will facilitate this connection: going beyond email with features that help volunteers and managers coordinate shifts and stay up-to-date on changes, cancellations and open opportunities.

Sound good? Look out for tools that offer:

• 1:1 messaging between managers and volunteers
• Group-specific forums and conversation platforms
• Push notifications and reminders to volunteers and managers alike! 

Reporting and analytics

To grow and evolve your volunteer programme, you need to access the data behind it. The best apps for scheduling volunteers will offer tools that help you track volunteer hours, participation and engagement – with user-friendly reporting making it easy to interpret and understand your data. You can use this information to track your programme against key metrics, identify and recognise top volunteers, and flag those who may be dropping off and need additional support to re-engage.  

Find out how you can achieve more with less resources with Volunteer Coordinator software

As a Volunteer Manager, it’s easy to see how specialist scheduling tools can lift your programme. For the people making investment decisions, the impact might not be so clear. To help you make your case, here’s a list of headline benefits volunteer scheduling software can bring.  

Streamlined systems save time and cut waste

There’s no two ways about it: volunteer management software saves time. Say goodbye to multiple spreadsheets, endless email threads and paper-based rotas. The best volunteer scheduling apps will have you automating workflows – think scheduling, reminders and reports – in no time at all. With the basics covered, your team is free to focus on the bigger picture and start evolving your programme upwards. 

Empower your volunteers to do more

It’s not just your team who benefit from the gift of time. Volunteers will too. By enabling volunteers to set their own shifts and control their time, you make it easier for them to balance their charitable work with other commitments. You will also help build a sense of autonomy, ownership, and responsibility – reducing the likelihood of no-shows, and creating a positive volunteer experience that keeps people coming back for more. 

Boost retention with a five-star volunteer experience 

When someone wants to donate to your organisation, you take down as many barriers as possible. Volunteering works in exactly the same way. 

The best apps for scheduling volunteers will refresh and revitalise your entire process – making sure that volunteers are aware of different opportunities, can quickly sign up for or reschedule shifts, and that their contributions are recognised. They also help make sure that volunteers at risk of dropping off get the extra support and input they need. 

Together, these features make sure that volunteers feel like a valued part of a well-organised team. And what is a five-star volunteer experience, if not that? 

Advance your social mission 

And of course, all of the above helps you build a community of happy, engaged and motivated volunteers. The more of these you have on your books, the better placed you are to help your organisation reach its short and long-term goals.   

Find out how Letchworth Garden City Heritage Foundation benefitted from our volunteer scheduling software

Whether it’s helping out behind-the-scenes or delivering charitable services, volunteer scheduling software will help make sure your organisation is backed by a strong volunteer community. 

Want to find out more? Our expert team is ready and waiting to answer your questions.