What Is the Best Volunteer Management Software?

Volunteers are the core of any nonprofit organization. As such, nonprofits must emphasize volunteer recruitment, training, scheduling, communication and retention, but handling all these tasks can be challenging. The right software package can help, but what is the best volunteer management software (VMS)?

What Is Volunteer Management Software?

Determining the best VMS begins with understanding what it is. VMS is a broad category covering any platform that streamlines or automates volunteer management. Often, this includes a database of existing and past volunteers, communication tools, and features to onboard, schedule and monitor them.

VMS is important because conventional, heavily manual workflows make it hard to foster an efficient, fair and collaborative nonprofit workforce. According to a recent survey, 64.4% of nonprofit institutions are experiencing higher demand, and 48.5% have increased staffing in response. However, 46.8% encounter difficulty in recruiting and training volunteers.

A VMS solution can address these concerns by providing additional transparency and removing common management inefficiencies. For example, it’s easier to ensure appropriate staffing levels around the clock when you can see everyone’s schedules in one place. Automated features like automatic notifications and outreach messaging further expand a nonprofit’s reach while freeing up valuable time.

Many VMS tools also include tracking and reporting features. Such functionality helps leaders maintain transparency with constituents, comply with regulations and measure their impact.

What to Look for in Volunteer Management Software

Growing demand for efficiency and transparency has propelled VMS to become a $1.6 billion market, with no signs of slowing in sight. While that means you have a wider pool of options to choose from, it can also complicate the decision-making process. With so many available solutions, it takes thorough research and comparison to find the right one for you.

The best volunteer management software will depend on your budget, needs and situation. However, there are a few general features and considerations to consider.

Recruiting functionality is a must-have, considering how many nonprofits struggle to find volunteers. Similarly, any reliable VMS should offer scheduling and time-tracking tools to streamline management, measure volunteer impact and ensure fair working practices. Some less critical but still helpful features to look for include:

• Automated reports
• Communication platforms
• Customization options
• Technical support

Your volunteer management software should also meet a few practical considerations. In light of how 41.59% of nonprofits in 2024 reported a lack of adequate finances, cost is a major deciding factor. Ease of use likewise deserves attention, as a steep learning curve will limit returns on investment. Ideally, your VMS should also integrate with your existing software stack to make overall operations more efficient.

The 10 Best Volunteer Management Software Solutions

Once you know what to look for, you can more easily identify VMS packages that fit your needs. Here are 10 of the best volunteer management software solutions to start your search.

1. Volgistics

Volgistics offers everything you need in a VMS under one umbrella, including recruiting, scheduling, reporting, group tracking and messaging. It has helped over 4,900 organizations to date.

Most importantly, Volgistics has extensive customization options. You can automate communications, change database fields, adjust access permissions between sites and format reports as you see fit. As an entirely cloud-based platform, the VMS also carries no installation complications or hardware requirements.

Volgistics’ pricing is affordable, with average service fees totaling less than $1 per volunteer per year. All customers also have access to unlimited online support. The platform boasts advanced security measures like 256-bit encryption to keep sensitive volunteer information safe, too. Live demos and a 30-day free trial ensure you can gain full confidence in the VMS before buying.

2. VolunteerMatters

Another highly customizable VMS option is VolunteerMatters. While the service can benefit nonprofits of any size, it’s best for larger operations with more complex management concerns, thanks to its extensive automation and third-party software support.

VolunteerMatters streamlines the entire volunteer life cycle, starting with automated background checks and customizable training workflows. It also provides templates for automatic communications, feedback forms, personalizable databases and easy compliance audits. It integrates with many common business apps, like Salesforce and Zapier, to remove bottlenecks in office operations.

In terms of pure functionality, VolunteerMatters is one of the best volunteer management software packages available. Unfortunately, it’s also one of the more expensive options, even at the cheapest of its three tiers. Its pricing is still a good value because of what you get for it, but it may make it less optimal for smaller nonprofits.

3. PlanHero

PlanHero is another one of the best volunteer management software solutions. Whereas VolunteerMatters is ideal for large nonprofits, PlanHero is more targeted toward small to midsize institutions.

Simplicity and ease of use are the driving forces behind PlanHero, which is helpful for the 92% of nonprofit employees who say they lack digital workplace skills. The interface is intuitive and uncomplicated, reminders are automatic, signup is quick, and color-coded schedules make it easy to ensure consistent staffing levels. Several third-party integrations further simplify connecting everything in the back office.

Pricing is another area where PlanHero shines. There are four tiers, all of which are affordable — including a free option. Functionality is relatively limited compared to some alternatives, especially in the cheaper subscriptions, but it’s still a great option for simpler workflows.

4. VolunteerLocal

For a more feature-rich but still easy-to-use VMS, consider VolunteerLocal. Like PlanHero, this platform uses an easily readable, intuitive interface, including many self-service features for volunteers. It also includes unlimited email and phone support to help users overcome any issues they encounter.

VolunteerLocal relies heavily on automation and real-time data. As such, it’s a valuable tool for collecting information on your volunteer base for in-depth reporting and project management. Customizable communication tools help you keep everyone informed without overloading some users with notifications that don’t apply to them.

A unique feature of VolunteerLocal is that it offers two pricing strategies — one for ongoing operations and one for single events. Each has three tiers within it, with more expensive options providing additional features and support for more users.

5. Get Connected

Galaxy Digital’s Get Connected platform is one of the best volunteer management software solutions for those with more complicated operations. The suite of tools covers a wide range of functionalities, including event management, team sign-ups, waivers, donation processing and detailed reports.

Get Connected is ideal for teams with high technical needs, thanks to its open application programming interface, which helps integrate it into existing IT environments. It also offers reliable security and compliance features, including high-level encryption and built-in regulatory standards. That can be important, as nonprofits are the second-most attacked sector by nation-state-level threat actors.

While Get Connected has some of the most customizable and advanced technical capabilities, it comes with a steep learning curve and less competitive pricing, so it may not be ideal for smaller organizations.

6. Civic Champs

A more approachable VMS for less tech-experienced users is Civic Champs. The platform emphasizes flexibility and speed, offering multiple check-in options, streamlined reporting tools and app-based functionality to make it more accessible regardless of your hardware.

Civic Champs’ user interface is clear, clean and easy to understand, making it a great fit for teams with less technical expertise. Despite its relative simplicity, it’s also highly customizable, so you can tailor reports and databases to specific needs and goals. Pricing is likewise flexible, with quarterly, annual and three-year payment periods available.

Unfortunately, Civic Champs does not support as many integrations as some other VMS solutions. It can also get expensive for operations with a larger number of volunteers, although it’s affordable for smaller teams.

7. Neon CRM

Neon CRM is some of the best volunteer management software for nonprofits using a suite of existing apps. The VMS has over 50 integrations with popular tools like Zapier, Mailchimp, Intuit QuickBooks and Eventbrite. Considering how the average business uses 122 software-as-a-service apps, this interoperability can remove many operational silos.

You can also automate several management processes in Neon CRM, including payment processing, emailing and reporting. Thanks to customizable features, adding and adjusting forms, marketing materials and database categories is also relatively easy.

As efficient as Neon CRM can be, it may be best for larger nonprofits or those with more technical expertise. Some users report a steeper learning curve than similar software, and pricing can be more expensive than some other VMS solutions.

8. Bloomerang Volunteer

Bloomerang Volunteer is another highly configurable VMS. Like Civic Champs, it also emphasizes speed and simplicity, with a mobile app and several features that aim to streamline repetitive tasks and balance customization with efficiency.

Personalizable questionnaires, integrated background searches and sign-up sheets help recruit volunteers. Once onboarded, volunteers can turn to Bloomerang for a single source of truth on everyone’s roles and schedules. Templates and automation make reporting and analytics easier for management.

While Bloomerang Volunteer is feature-rich, it’s not the most cost-effective VMS on the market. It also requires other Bloomerang software to reach its full potential, which can be frustrating if you already use another app for donor management or activity tracking. However, teams with fewer volunteers and less existing software can benefit greatly from its ease of use and efficiency.

9. POINT

POINT is a unique volunteer management solution. While most VMS platforms focus on serving nonprofits, POINT also caters to for-profit companies needing to recruit and oversee event volunteers. Whenever a business buys a POINT subscription, the provider also grants one to a nonprofit for free.

Like Volgistics, POINT is cloud-based, making it easy to integrate into existing IT stacks and sidestep device or vendor restrictions. It also includes website integration, so you can lead potential volunteers or donors directly from your site to the platform.

The baseline POINT plan is free, which is particularly helpful in light of the recent 2.1% decline in charitable giving, adjusting for inflation. However, its higher-functioning paid tiers are more expensive, and the platform is not as comprehensive or feature-rich as some others.

10. Charityproud

Charityproud markets itself as a constituent management platform, not strictly a VMS. Consequently, its primary features revolve around donations and financial reporting, but it has several volunteer-tracking tools, too, so it can stand in for a formal VMS in some situations.

The platform can process payments, create profiles on donors, support custom communications and set up fundraising campaigns. In terms of conventional volunteer management, it includes registration forms, activity tracking, attendance and scheduling. Event planning and reporting are also included.

Charityproud is best for nonprofits struggling to keep up with financial reporting. However, this focus also means it sacrifices some volunteer-related features like onboarding and recruiting that you may find in a formal VMS solution. Its customization and integrations are also limited, which can hold back its potential.

How to Choose a Volunteer Management Software Solution

These 10 entries represent some of the best volunteer management software available today. However, which specific vendor is the optimal choice depends on your needs. You can find the right one by following some best practices in the research phase.

Start by outlining your budget, as financial restrictions can greatly limit some nonprofits’ feasible choices. Next, review your existing workflows to determine which features will be most impactful at your organization, focusing on current inefficiencies. You may prioritize recruitment tools if you struggle to attract volunteers or look for automated reporting functions if you lose a lot of time to project assessment and review.

Once you know your budget and needed features, consider any technical limitations. These include hardware restrictions, existing software you’d like integrations with and your staff’s IT skill level. Use these factors to narrow down your shortlist of VMS providers, and you should be able to find one that stands above the rest. Consider things like user reviews and unneeded but helpful functionality if two or more seem equal.

The Best Volunteer Management Software Depends on Your Needs

Volunteer management software is essential for the modern nonprofit. Begin your digital disruption journey by determining your needs and using this list to discover a software solution that’s right for you. A reliable VMS will streamline your operations and reduce conflicts so you can focus on the help you provide to those in need.

Devin Partida writes about investor technologies, big data and apps. She is also the Editor-in-Chief of ReHack.com.