Written by Jordan Galerkin

How to Choose the Right Volunteer Software for Your Nonprofit

Choosing the right volunteer tracking software is a major decision for any nonprofit. Whether you're managing a few dozen volunteers or a few thousand, your tracking system needs to be reliable, efficient, and aligned with your goals. With so many tools on the market, it can be overwhelming to find the top-rated volunteer tracking software that truly fits your needs. Here are the top 10 questions to ask when evaluating your options—plus some guidance to help you find the right fit!

1. How Easy is it for Volunteers to Log Hours?

Your volunteers are busy. Choose a system that offers a user-friendly interface, mobile app access, and self-service hour logging. If volunteers can log hours in just a few taps, they’re far more likely to stay engaged. Top-rated volunteer tracking software should make hour logging effortless and accessible for all ages and tech skill levels.

2. Can You Customize Volunteer Profile and Hour Log Fields? 

Think about what type of information you need to collect from volunteers upon sign up, and what types of volunteer activities your nonprofit organization offers. Do you need to track different types of hours, locations, or volunteer roles? Make sure your volunteer tracking software allows you to customize fields, add notes, or even collect attachments like photos or signatures. Customizability is key for nonprofits with diverse programs and reporting needs.

3. What Approval and Verification Options Are Available? 

To maintain accurate records, look for a tool with flexible approval workflows. Can supervisors verify hours? Are email, GPS, or digital signatures supported? Reliable verification prevents disputes and strengthens your reporting—a critical feature of any top-rated volunteer tracking software.

4. Does the System Provide Customizable Reports? 

Volunteer tracking software should make reporting simple. Ask if you can filter by date, volunteer, project, or program. Can you easily export data needed for audits, board meetings, or grant applications? The best tools offer customizable reporting dashboards and one-click exports.

5. Is There an Event Calendar or Sign-Up System? 

Many nonprofits manage shifts or events. Look for a platform that includes an event calendar with RSVP tracking, shift sign-ups, and automated reminders. These features can dramatically reduce no-shows and streamline scheduling.

6. Is Email and Texting Supported? 

Volunteer coordinators are busy, but they still need to communicate with their volunteers. The best volunteer tracking systems offer mass email and texts to remind volunteers about upcoming events or shifts. You should also be able to select a subset of volunteers and send custom messages, all within the platform.

7. What Support and Onboarding Resources Are Provided? 

Will you have access to email support or onboarding videos and help guides? Especially during implementation, strong support can make the difference when it comes to successfully implementing volunteer software. Look for platforms that offer comprehensive resources tailored for nonprofits.

8. What is the Pricing Structure and ROI? 

Some platforms charge per admin, per volunteer, or could have onboarding and setup fees. Clarify pricing upfront and compare it to the time you’ll save to calculate a potential return on investment. Top-rated software should deliver strong value at a price point nonprofits can actually afford.

9. How Are the Ratings and Reviews? 

Search for reviews from nonprofits like yours. Top-rated volunteer tracking software should have consistent positive feedback regarding ease of use, affordability, and customer support. 

10. Can the Software Grow With Us? 

Your needs may evolve. Will the software support multiple admins, custom setup, and increased number of volunteers with bulk pricing? Scalable tools ensure you won’t outgrow your investment, especially as your volunteer program expands or diversifies.

Why Nonprofits Use Track it Forward for Volunteer Time Tracking

At Track it Forward, we’re dedicated to helping nonprofits and volunteer-based organizations of all sizes implement meaningful time tracking processes. So, how does Track it Forward stack up?

We offer a user-friendly, fully customizable system that allows you to build volunteer profiles and collect volunteer hours logs, onsite check-ins, and event RSVPs. Easily send mass messages to your volunteers and run custom reports on volunteer status, number of hours, and more. Take a look at all of our features here.

Our best-in-class customer success team is here to offer you support from onboarding to implementation and beyond. We offer guides and step-by-step videos to help you get the most out of the software. Don’t just take our word for it - Track it Forward has received hundreds of five-star ratings. See all of our reviews here.

We also have transparent pricing and offer bulk pricing for larger organizations. You can get started today with a free 30-day trial! Track it Forward has everything nonprofits need to implement a user-friendly, time-saving volunteer tracking system.

Final Tip:

Don’t just look at feature checklists. Consider how each system fits into your workflow, your volunteers’ experience, and your long-term goals. A streamlined, easy-to-use platform like Track it Forward can help you build trust, save time, and keep your volunteer program running smoothly.

When evaluating top-rated volunteer tracking software, make sure you choose a platform that supports your mission, your staff, and your volunteers every step of the way.

Want to see how Track it Forward measures up? Schedule a live demo or explore plans and pricing.