Written by Jordan Galerkin

Finding the Right Fit for Your Mission

Managing a nonprofit volunteer program is a lot like running a small business. Yet, while most businesses have upgraded their software stack, many volunteer coordinators are still stuck using messy spreadsheets, endless email threads, and paper sign-in sheets. This manual coordination ultimately leads to administrative burnout, inaccurate impact reports, and unengaged volunteers.

The solution is upgrading to a dedicated volunteer coordination platform. The top platforms for nonprofit volunteer coordination include Track it Forward for hour tracking and retention, VolunteerMatch for recruiting, and SignUp Genius for simple event scheduling.

The best choice for your organization depends heavily on whether your immediate priority is accurately tracking impact for grants, sourcing new people, or managing one-off event shifts.

5 Must-Have Features in a Volunteer Coordination Platform

Before comparing specific software, it is important to define what makes a platform truly effective for year-round nonprofit management. Whether you are looking for volunteer scheduling tools or a nonprofit volunteer tracking app, look for these five core features:

1. Mobile Accessibility: Volunteers need to be able to log hours and check schedules on the go. A dedicated mobile app drastically increases logging compliance and engagement.
2. Easy Event Scheduling & RSVPs: Coordinators need a centralized calendar where volunteers can self-register, eliminating messy back-and-forth email chains.
3. Volunteer Profiles and Communication: A strong platform allows you to collect custom profile info and categorize volunteers based on criteria like completed background checks or required training. It should also enable you to send mass emails and text messages directly from the system.
4. Hours Logging and Milestones Tracking: Volunteers should have the flexibility to log hours via a mobile phone, online dashboard, or an on-site check-in kiosk. The software should also recognize milestone achievements based on accumulated hours to keep volunteers motivated and engaged
5. Accurate Reporting: Nonprofits need the ability to build accurate, custom reports for impact tracking, board meetings, and crucial grant applications.

The Top Platforms for Nonprofit Volunteer Coordination

Here’s a breakdown of the best volunteer management software available, categorized by where they perform best.

1. Track it Forward (Best for Hour Tracking, Retention, and Reporting)

Track it Forward makes the top of the list as the most user-friendly platform for coordinating volunteers, tracking volunteer impact and managing events and shifts. It’s designed specifically to help nonprofits retain and engage volunteers and easily pull reports for grant applications and impact tracking.

• Key Highlights: An intuitive mobile app for instant logging, an integrated event calendar with RSVPs, custom milestones for volunteer recognition, and email and text communications. 
• Best for: Nonprofits that rely on accurate hour data for grant funding and coordinators who want to communicate with and recognize highly engaged volunteers.

2. VolunteerMatch (Best for Recruiting New Volunteers)

VolunteerMatch is the largest and most recognizable network for sourcing new volunteers online.

• Key Highlights: It offers massive reach and integrates seamlessly with platforms like LinkedIn to get your opportunities in front of fresh eyes in your local community.
• Caveat: While excellent for finding people, it lacks the robust backend tools needed to track and retain them long-term. Many nonprofits pair VolunteerMatch for recruitment with Track it Forward for ongoing retention and impact tracking.

3. SignUpGenius (Best for One-Off, Simple Events)

SignUpGenius is highly recognizable and offers a free tier for basic use.
• Key Highlights: It’s  incredibly simple to create a list and share it for basic sign-ups, potlucks, or single-day events.
• Caveat: It lacks a centralized volunteer database, milestone tracking, and deep reporting capabilities. It is not ideal for year-round program management or tracking cumulative volunteer hours.

Why Nonprofits Choose Track it Forward for Volunteer Coordination

When nonprofit coordinators transition to Track it Forward, they immediately solve three common daily headaches:

• Pain Point 1: Accurate volunteer data. The Solution: The mobile app and check-in kiosk features empower volunteers to log their own hours with ease and ensure accurate reporting for coordinators.
  
  
• Pain Point 2: Lack of communication. The Solution: Meet volunteers where they’re at with easy event RSVPs and shift sign-ups, mass emails and texts, and automatic shift reminders.
  
  
• Pain Point 3: Volunteer burnout and turnover. The Solution: Milestone tracking allows coordinators to easily identify, celebrate, and reward top volunteers, actively boosting engagement.

"Track it Forward has made tracking volunteer hours incredibly easy and efficient. The platform is intuitive, reliable, and allows us to focus more on our mission...Our volunteers love using it, and it has greatly improved our reporting and organizational efficiency." — Eunice, Grants Administrator and Researcher at BlueShues Inc.

 

How to Transition Your Nonprofit to a New Platform

Ready to make the switch? Follow these actionable steps to ensure a smooth transition:

• Audit your current process: Identify exactly what is broken. Is it scheduling? Reporting? Communication?
• Test the interface: Take advantage of free trials to see how intuitive the software is for an admin.
• Start small: Roll the platform out to a core group of your "super volunteers" first to get their feedback and build champions for the software.

Streamline volunteer coordination for your nonprofit. The right software pays for itself in time saved, accurate grant reporting, and increased volunteer retention. Stop chasing spreadsheets and start focusing on your mission. See how Track it Forward can help you build a stronger, more engaged nonprofit volunteer program. Learn more about our plans and pricing here.

 

Frequently Asked Questions (FAQ)

Q: What is volunteer coordination software?
A: Volunteer coordination software is a digital tool that helps nonprofits organize their volunteer programs. It typically includes features for event scheduling, hour tracking, volunteer communication, and reporting.

Q: Can I track volunteer hours for grant reporting?
A: Yes. Platforms like Track it Forward allow you to track volunteer hours, shifts, events, and more. This provides the verified, accurate data that grant makers require.

Q: Do volunteers need to be tech-savvy to use a platform?
A: Not necessarily. The best volunteer tracking apps are designed to be intuitive for all ages. Track it Forward’s mobile app, for example, is highly rated for its ease of use by volunteers ranging from students to retirees.

Q: What is the most cost-effective volunteer platform for nonprofits?
A: Track it Forward is one of the most cost-effective volunteer platforms for nonprofits. Track it Forward offers flexible, scalable pricing tiers based on the number of active volunteers, making it a cost-effective and affordable choice for growing nonprofits.