Organizing volunteers for non-profit events can be a tough job. Last-minute changes, tracking hours, and clear communication are all essential for success. The right volunteer scheduling tool can save hours each week, help avoid confusion, and keep everyone motivated. Today, many tools offer features that make managing volunteers simple, even for beginners.
Let’s explore the best volunteer scheduling tools for non-profit events and see how they compare.
Top Volunteer Scheduling Tools
1. Signupgenius
SignUpGenius is well-known for its easy sign-up pages. Coordinators can quickly create schedules and share them with volunteers. The free plan covers basic needs, while paid plans add features like custom branding and automatic reminders.
2. Volunteerlocal
VolunteerLocal offers flexible scheduling and easy volunteer tracking. It’s useful for small events and large festivals. One special feature is the ability to collect custom information from volunteers during sign-up.
3. Whentohelp
WhenToHelp focuses on shift-based scheduling. Volunteers can choose or swap shifts directly. The mobile-friendly design helps users update their availability anytime.
4. Better Impact
Better Impact lets you manage volunteer data, track hours, and send group messages. It’s a good choice for organizations with many ongoing events and different roles.
5. Track It Forward
Track It Forward is popular for tracking volunteer hours. It allows quick check-ins and check-outs and provides detailed reports for grant applications or audits.
6. Volunteerhub
VolunteerHub is designed for larger non-profits. It integrates with fundraising software and offers event registration, reminders, and background checks.
7. Volgistics
Volgistics supports complex scheduling needs. It offers tools for both online and in-person events and allows for detailed reporting on volunteer activities.
8. Timecounts
TimeCounts has a clean interface and allows volunteers to self-schedule. It also supports team communication and integrates with email.
Comparison: Key Features
To help you choose, here’s a simple comparison between the most popular tools.
| Tool | Free Plan | Shift Swapping | Reporting | Mobile Access |
|---|---|---|---|---|
| SignUpGenius | Yes | No | Basic | Yes |
| VolunteerLocal | Limited | Yes | Yes | Yes |
| WhenToHelp | No | Yes | Yes | Yes |
| Track It Forward | Yes | No | Yes | Yes |
How To Choose The Right Tool
Selecting the right tool depends on your event size, volunteer numbers, and management needs:
- If you need simple sign-ups, SignUpGenius is often enough.
- For tracking hours and producing reports, try Track It Forward or Better Impact.
- If you run multiple events or need background checks, consider VolunteerHub.
- For organizations with many volunteers, Volgistics and VolunteerLocal offer advanced options.
Below is a price comparison for common entry-level plans.
| Tool | Starting Price (Monthly) | Volunteer Limit (Free Plan) |
|---|---|---|
| SignUpGenius | $0 | Unlimited |
| VolunteerLocal | $49 | Up to 100 |
| WhenToHelp | $15 | None |
| Better Impact | $24 | None |
Two Insights Beginners Miss
First, not all tools allow volunteers to swap shifts. If your event needs flexibility, always check this feature before choosing. Second, many platforms offer basic free plans, but advanced reporting or custom branding usually require payment.
Common Mistakes To Avoid
Many beginners choose a tool based only on price. However, the cheapest option may lack key features, like reporting or mobile access. Another mistake is not training volunteers to use the tool, which can lead to missed shifts and confusion.
Frequently Asked Questions
How Do I Know Which Volunteer Scheduling Tool Is Best For My Event?
Consider your event size, number of volunteers, and features you need. Start with a free trial to see which tool matches your workflow.
Can Volunteers Sign Up For Shifts Themselves?
Most modern tools, like SignUpGenius and TimeCounts, let volunteers self-schedule. This saves you time and increases engagement.
Is My Data Safe With These Scheduling Tools?
Reputable tools use secure data practices. Always check the privacy policy before adding sensitive information. For more on data safety, visit TechSoup.
What If My Event Has Last-minute Changes?
Choose a tool that sends automatic reminders or updates by email or text. VolunteerLocal and WhenToHelp are strong in this area.
Can These Tools Handle Both Small And Large Events?
Most tools scale well, but some are better for large organizations. VolunteerHub and Volgistics are built for bigger groups, while SignUpGenius works well for smaller events.
Finding the best volunteer scheduling tool can greatly improve your event’s success. Take time to compare, test features, and train your team. The right choice will save you stress and let you focus on making a bigger impact.
