Volunteer management software comparison: What to consider prior to purchase

Every nonprofit is different, and a platform that works well for one may not work for another. That’s why it’s important to do your research. 

Don’t just follow where others go. A volunteer management software comparison will lay features and options side-by-side so that you can:

Evaluate functionality

Not all solutions offer the same features. A comparison will help pinpoint unique selling points and must-have tools that will take your volunteer programme to the next level.

Ensure usability for staff and volunteers

A system that looks great on paper may not be intuitive. Comparing platforms allows you to assess how easy it is for different users to adopt.

Compare training and support options

Even the best software won’t deliver results without proper support. From onboarding to ongoing technical support, it’s important to understand what providers offer as standard for different solutions.    

Maximise your budget

Pricing and features vary widely. A volunteer management software comparison makes sure you get the best value for your investment without paying for features you don’t need.

Plan your transition

Introducing new software takes planning. Evaluating different platforms can help you understand setup timelines, data migration and onboarding processes so that you can choose a system that fits your team capacity.

Find out more about Access Assemble

When you’re running a volunteer management software comparison, it’s important to look beyond the surface. The right platform should align with your organisation’s goals and support every stage of the volunteer journey with:

Volunteer recruitment tools

Effective volunteer recruitment isn’t just about filling roles. It’s about creating a system that brings the right volunteers in quickly and efficiently. To make sure your organisation delivers, keep a look out for solutions that support the whole process — from code-free website advertisements to automated referencing and onboarding. 

Sound good? Go one step further with real-time application tracking and integrated communication tools that help managers stay connected with applicants.

Find out more about our recruitment feature

Enhanced volunteer management capabilities

The best volunteer management software will offer a range of out-of-the box features to help managers oversee schedules, team workflows and volunteer activities. It should also provide easy access to analytics that track programme growth, reveal key trends (think volunteer attrition and impact) and support data-driven decision making.  

Top tip: When you’re evaluating different platforms, look for features that will simplify your workflow - like automation, ready-made reports, one-to-one messaging, and self-service rotas that enable volunteers to manage their own schedules.

Find out more about our management feature

Retention and engagement tools

Keeping volunteers engaged over time takes more than just good intentions. When you’re running a volunteer management software comparison, take note of features that help your team personalise communications, share relevant updates, and build a sense of community through peer-to-peer interaction and volunteer-manager relationships.

If you want to go the extra mile, mark down features that will help you track and celebrate key volunteer milestones. Anniversary emails and personalised certificates go a long way to ensure volunteers feel valued and supported.

Find out more about our retention feature

Communications and relationship-building features

Communication is a two-way street, and your volunteer management software should reflect that. Take note of platforms that make it easy to reach volunteers through channels like email and SMS, while also tracking interactions and supporting GDPR compliance.

Equally important are tools that empower volunteers to stay connected. Mobile apps, self-service hubs, and information portals provide easy access to schedules, resources, and updates - keeping volunteers informed, engaged and connected wherever they are.

Find out more about our communication feature

Powerful integrations

Another key element to consider when running a volunteer management software comparison is integration. That means looking at the applications and systems that connect with your chosen solution, like your charity CRM, learning management systems, and customer support platforms.

If you can, it’s also worth noting which solutions offer API-based integrations and single sign-on (SSO). With API integrations designed to improve data flow and SSO allowing staff to access multiple systems with one login, you’ll reduce friction, boost efficiency, and create a more seamless experience for your team (and volunteers!).

Find out more about our integration feature

Diversity and inclusion reporting

Diversity and inclusion reporting is essential for organisations committed to ensuring their volunteer base reflects the communities they serve - and that opportunities remain open and accessible to all. 

Keep an eye out for features and tools that allow you to collect, analyse, and act on key demographic data. Of particular importance are solutions that support customisable data collection, offer built-in reports, and include robust privacy controls so you can be sure that sensitive information is stored securely.

Find out more about our diversity & inclusion feature

When it comes to volunteer management software comparisons, provider websites are a great place to start. But don’t rely on marketing sources alone. Volunteer management software reviews tell a deeper story and give you firsthand insights into how platforms perform in the real world.

Explore trusted review sites like Capterra, G2, and Software Advice, as well as community forums like Reddit, TechSoup, and Facebook groups, to:

• Uncover strengths and weaknesses - Identify pros and cons across platforms by spotting patterns in user feedback.
• Gauge ease of use - See whether other organisations found onboarding smooth or faced setup challenges.
• Assess reliability - Gain insights into common technical issues like bugs, crashes, or slow performance.
• Understand volunteer experience - Find out what volunteers really think about the user-experience.

You’ve read the brochure, you’ve spoken to sales teams, and you’ve read volunteer management software reviews. Now you’re on the home stretch. Before you complete your comparison take some time to consider: 

Pricing and value

Pricing models vary widely across providers. Some use flat fees, while others charge based on the number of users. Some include out-of-the-box features, training and technical support, while others will come at an extra cost. 

When running your comparison, make sure you’ve factored in the total cost of ownership, and check whether or not different providers offer solutions that will grow and evolve with your organisation.

Find out more about our pricing packages

Return on investment

When presenting your proposed solution to senior management or the Board, it’s important to highlight the return on investment. Where possible, share real-life examples of how similar organisations have used volunteer management software to strengthen operations and increase their social impact — just like…

• Barnardos: Barnardo’s knew the value of volunteer contributions was enormous, but without the volunteer management software, it was hard to demonstrate. Shifting to Access Assemble was a transformation step that gave them real-time visibility into volunteer activity — capturing the impact of 10,000 volunteers who helped generate £13.5 million in net profit across 600 stores (2019-20).
• RSPCA: In 2018, the RSPCA embarked on a digital transformation that took them from paper-based systems to Access Assemble. In one bold move, they modernised their recruitment, management and engagement processes, prompting a 224% increase in volunteers.
• Sustrans: Since adopting Access Assemble in 2023, Sustrans has reached its 33% engagement target and increased volunteer retention as a result. The platform replaced outdated systems with a centralised, consistent approach and made sure that Sustrans was doing everything it could to engage and retain their volunteers. 

Discover the benefits Access Assemble can provide your organisation:

Are you ready to revolutionise your volunteer management? Running a volunteer management software comparison will help you navigate the market and ensure your organisation chooses a solution that supports long-term impact and growth.

Take the next step. Speak to a member of our team today.