Volunteer programmes are the backbone of many charities - but managing volunteers with spreadsheets, inboxes, and disconnected tools can quickly become overwhelming.

Whether you’re recruiting new volunteers, scheduling shifts across multiple locations, or reporting impact to trustees and funders, the right volunteer management software can save significant admin time while improving volunteer engagement.

But with more volunteer management systems (VMS) entering the market - many offering similar core functionality - how do you choose the right one?

This guide covers the 10 most important features to look for in volunteer management software, especially for charities and nonprofits.

1. Recruitment and Application Management

The volunteer journey starts with recruitment.

Look for a system that makes it easy to:

• Create branded volunteer application forms

• Track applicants through each stage

• Automate approvals and next steps

• Avoid losing volunteers in email chains

The best platforms help charities and nonprofits recruit efficiently while maintaining a welcoming experience and ensuring the least amount of staff effort is wasted.

Volunteero advantage: Recruitment workflows built by you for your specific volunteering roles as opposed to workarounds in HR systems. Total automation including reminders for volunteers so you can trust the system to move volunteers through quicker than ever! 

2. Structured Onboarding and Training

Recruiting volunteers is only the beginning - onboarding is where retention is won or lost.

Strong volunteer software should support:

• Induction processes

• Role-specific training

• Document collection

• Clear volunteer status tracking

Some systems stop at “application accepted.” The best help you build confident, prepared volunteers.

Standout tip: Look for platforms that include integrated learning rather than requiring separate tools.

Volunteero advantage: A native E-Learning / Learning Management System (LMS) within the platform. Not only can this save you significant money, it also provides the most seamless experience for volunteers managing onboarding and training in one place. Even better, it means Volunteero can handle renewals and ongoing compliance automatically.

3. Flexible Shift Management, Events and Tasks

Deployment of volunteers is one of the biggest operational challenges for volunteer teams. 

A modern VMS should allow you to:

• Create shifts, roles, or tasks

• Manage recurring and one-off events

• Match volunteers by skills and availability

• Reduce rota gaps automatically

• Manage client facing tasks (like befriending, odd jobs, gardening)

This is especially important for charities running services, retail volunteering, or multi-site programmes.

Volunteero advantage: Shift and mission scheduling built for real charity complexity, not generic rostering. Our client CRM allows for volunteer-client matching for all manner of different tasks.

4. Volunteer Self-Service and Mobile Access

Volunteers increasingly expect digital convenience.

Look for software that gives volunteers a simple way to:

• View upcoming shifts

• Update availability

• Receive updates

• Stay engaged without constant coordinator input

A mobile-friendly volunteer experience reduces admin while empowering volunteers.

Volunteero advantage: A mobile app from day one with a web app alternative. Literally everything in one place for volunteers including training, day-to-day activities, chat, badges and much more.

5. Centralised Volunteer Communications

Charities often rely on a mix of:

• Emails

• WhatsApp groups

• SMS tools

• Manual phone calls

A strong VMS should centralise communication so teams can message:

• Individuals

• Groups

• Entire volunteer cohorts

Standout tip: Platforms that combine communications and scheduling prevent missed shifts and disengagement.

Volunteero advantage: The only VMS with instant messaging built in. More engagement, faster responses and sense of community.

6. A Secure Volunteer Database (GDPR & HIPAA Ready )

Volunteer data includes personal details, safeguarding information, and participation history - it must be handled securely.

Look for:

• GDPR-ready and HIPAA-ready design

• Role-based access controls

• Clear audit trails

• Secure record keeping

Volunteero advantage: Built with trust and compliance at the core, the most cutting edge secure infrastructure, supported by a dedicated Trust Centre which shows our controls in real time.

7. Hours Tracking and Impact Reporting

Many charities need to demonstrate volunteer impact for:

• Trustees

• Funders

• Annual reports

• Internal programme evaluation

Your volunteer management system should make it easy to:

• Track hours and attendance

• Measure engagement over time

• Generate reports quickly

Standout tip: Reporting should be usable by non-technical staff, not locked behind complex dashboards.

Volunteero advantage: No need for exporting masses of data to excel and then having to create your own reports. We have our own native custom dashboard building tool. Make reporting real time and actually useful.

8. Automation That Saves Time (Not Complexity)

Many providers now offer some form of “automation” - but the key is whether it genuinely reduces workload.

Look for tools that automate:

• Reminders

• Onboarding steps

• Shift confirmations

• Routine volunteer updates

The goal is to free coordinators to focus on people, not admin.

Volunteero advantage: Automation designed specifically around charity workflows. Automated onboarding journeys, built in reminders, push notifications, automated badges for recognition and even your own trained AI agent to automatically respond to volunteer queries. Our clients save hundreds of hours when coming from any other system.

9. Responsible AI Support (The Next Differentiator)

AI is becoming a major trend in volunteer management software - but charities need it implemented responsibly.

The best systems use AI to support teams, for example by:

• Drafting volunteer communications

• Highlighting engagement risks

• Surfacing useful insights

• Reducing repetitive admin tasks

Importantly, AI should always be:

• Transparent

• Human-led

• Secure and privacy-first

Volunteero advantage: AI-powered volunteer support chats with clear safeguards, designed to assist coordinators rather than replace human judgement. With more responsible and helpful AI features coming.

Standout tip: Ask vendors how AI works, what data is used, and what controls exist.

10. Charity-Specific Support and Sector Fit

Perhaps the most overlooked feature is whether the platform truly understands charities.

The best volunteer management software should come with:

• Support teams experienced in nonprofit operations

• Charity-relevant onboarding

• Product development shaped by real charity needs

• Proven case studies in your sector

In a crowded software market, sector fit is what separates tools that “work” from tools that transform.

Volunteero advantage: Built in partnership with charities and nonprofits from day 1, with features shaped by frontline volunteer teams. Developed to be fully customizable and flexible, catering for all manner of organisational setup and volunteering program.

Final Checklist: What to Look for in a VMS

When comparing volunteer management platforms, ask:

✅ Does this reduce admin time meaningfully?
✅ Will volunteers find it easy to use?
✅ Does it support compliance and safeguarding?
✅ Can we report impact clearly?
✅ Is AI used responsibly, with transparency?
✅ Was it built for charities - or adapted later?

Standout Tip: What do their customers say about them? - This is a must and make sure to go “off list”, find customers they didn’t suggest you speak to, that’s where you’ll find out what you really need to know! 

Choosing the Right Volunteer Management Software

Volunteer management is ultimately about people - and the right system should help charities spend less time managing spreadsheets and more time supporting volunteers and delivering impact.

If you’re exploring volunteer management software and want to see what a modern, charity-first VMS looks like, Volunteero is built to help.

👉 Book a demo to see how Volunteero supports recruitment, scheduling, communications, reporting, and responsible AI-powered automation - all in one platform.