Many software packages are available that can help nonprofit organizations more effectively manage members and volunteers, and develop and maintain donor relationships. Database software can provide a central place for tracking names, memberships, donations, activities, responses to organizational mailings, and much more.  

Most of these products are designed to be learned easily and to support a volunteer or service program that does not necessarily have staff trained in database design or management. Many can also be customized to suit your particular needs; some products are even free.

Benefits of Volunteer Management Software

Not all programs can do all things, but consider the types of benefits and features you may find useful in a volunteer management software application before purchasing or installing any product. Volunteer management software can help you…

• Easily and accurately enter information.
• Track volunteer contact information, skills, availability, assigned schedule and locations, service hours, meals, and miles.
• Automatically match volunteers with projects.
• Create personalized form letters for all contacts in the database.
• Print mailing labels and envelopes automatically.
• Increase capacity to conduct effective fundraising and outreach campaigns.
• Print reports that list and compile statistics for all people and projects that you coordinate.
• List and browse through several people and projects simultaneously.
• Sort volunteers and projects into whatever order you choose.
• Manage large-scale events (including to-do items and checklists for volunteers).
• Monitor the application process.

Before purchasing a software application, ask the following questions:

• How much does it cost, and what is included?
• Is a demonstration version available so I can try it out first?
• How simple is the installation process?
• How will I receive updates, and will there be a separate fee?
• What kind of support is available, and is there a separate fee?
• If data needs to be brought over from another system, are conversion services available?
• Is the software designed for our operating system? (PC, Mac, Linux, etc.)
• Does the software provide for internal volunteer tracking, external volunteer tracking, or both?
• Can more than one person use the database at a time?
• Can data be entered via the web (e.g., volunteers making entries from the field)?
• Is there an option for password protection?
• Can a developer reconfigure the software later to accommodate a change in our organization’s needs?

For information about the availability of specific products, visit the listing of volunteer management software at Coyote Communications.

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