Maximize Volunteer Time With Volunteer Software
WhentoHelp, VolunteerSpot & YourVolunteer Offer Scheduling Options
Aug 26, 2009
Picture this: After six months of careful planning, the day of the big nonprofit event has finally arrived. The streets are blocked off earlier than expected, the ice sculpture arrived without incident and the soundcheck sounds great. Two hours later, the scene is chaotic with long lines stretching from every tent and people in yellow shirts with "volunteer" printed on the back are scurrying around in obvious confusion.
Some nonprofit organizations use volunteer management programs to avoid this kind of special event snafu. Volunteer management programs also assist volunteer-driven organizations such as community kitchens or churches. Here are three options.
WhentoHelp Volunteer Scheduling Software
With a 30-day free trial and option to apply for extended use by qualifying charities, the price is an attractive feature of the "lite" version of the WhentoHelp volunteer scheduling program. The lite version accomodates up to 100 shifts per week and 250 volunteers. Beyond that, the nonprofit would need to go with the full version, with monthly prices varying depending on how many volunteers and duration. For 300 volunteers paid on a monthly basis, the organization would pay $135.
WhentoHelp grew from WhentoWork, a popular employee scheduling program. After Hurricane Katrina, the group coordinating volunteer EMS efforts in Houston approached WhentoWork about using their scheduling program. “We were happy to have a way to assist the volunteer efforts for this national disaster and gladly offered use of our system free of charge during their relief efforts,” says Mary Adzich, Ph.D., of WhentoHelp and WhentoWork. That incident inspired WhentoWork’s development team to modify their system to better serve the needs of organizations that schedule volunteers on an ongoing basis.
What makes WhentoHelp different, says Adzich:
- Designed to schedule repeat volunteers (not so good for one-time volunteer situations)
- Volunteers have ability to pick up shifts
- Tradeboard to swap shifts and find replacements
- Match-up of volunteer’s preferences to automatically assign shifts
- Enhanced email and text message notification options
VolunteerSpot Online Volunteer Scheduling Software
VolunteerSpot is relatively young, and operates on an honor system to offer the service for free to grassroots volunteer leaders and groups that can’t afford their services.
“VolunteerSpot was born out of my personal frustration watching well-intentioned people opt out of volunteering because little hassles made getting involved difficult – things like phone tag and “reply-all emails” just to get on a schedule, or taking time off work to volunteer and not being needed because too many people showed up,” says VolunteerSpot’s Karen Bantuveris. “Informal volunteer leaders, like committee chairs, board members and corporate team captains, often don’t have access to an organization’s information system and are left to fend for themselves with time-intensive spreadsheets and emails to coordinate volunteers.”
What makes VolunteerSpot different, says Bantuveris:
- Easy-to-use scheduling and sign up tool without the added complexity of a comprehensive volunteer management system
- Anyone can schedule volunteers using the online calendar planning wizard – which supports multiple days and shifts, as well as asking for materials and supplies
- Supports multiple organizers
- Volunteers sign up through an email or URL link and do not need to register or even have an email address
- Automated confirmation and reminder messages
YourVolunteers Volunteer Management System
YourVolunteers (yourvolunteers.com) has been around for five years, but has changed recently in response to economic factors. “We’ve redeveloped the system in such a way that we could significantly reduce the price while still maintaining the system’s best features,” says John Wagoner of YourVolunteers. Prices start at $20 a month for up to 100 volunteers and increase by $20 for each additional 100 volunteers, up to $200 for up to 1000 volunteers.
What makes YourVolunteers different, says Wagoner:
- Specifically designed for large events
- Allows volunteer to not only choose for a list of tasks, but also to input their availability and areas of interest
- Allows organizers to match a less popular task with an available volunteer who may be interested in the task
- Quick set-up, taking only a few minutes for a group to pay with a credit card and set up their volunteer site
Nonprofit organizations using volunteers for events or programs should consider whether a volunteer scheduling service could help increase efficiency and decrease headaches.
Related article: Making the Most of Nonprofit Volunteers
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