Customer stories
Time saved managing volunteers
Customer story
When we first spoke to VODA, the team responsible for their Good Neighbours Project were working from a spreadsheet for which they aptly named “The Spreadsheet of Doom”
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Catalyst Stockton
x13
Return on Investment
We were introduced to Catalyst Stockton by another client of Volunteero. At the time most of the organisation and communication with volunteers was being managed by spreadsheets, emails and phone calls.
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Bay Volunteers
£3,120
Saved each year
Volunteero has helped Bay Volunteers save time with day-to-day management and reporting. It has improved the relationships with key partners and funders and it has improved the volunteer experience and engagement.
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TSL Kirklees
⚡
Fast rota management
Volunteero has been extremely useful for me as the coordinator to quickly see who we have signed up to each event and saves me a huge amount of time emailing out individual rotas etc for each event especially when most of our young people have said they don’t read their emails anyway!
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01
New projects shouldn’t mean new staff. Catalyst Stockton moved applications from spreadsheets, emails and phone calls into Volunteero forms, linked from its volunteer recruitment website. The average time from application to approval fell from three weeks to under two.
Across December 2021 and January 2022, the team of three saved an estimated 210 hours, around a 13x return on investment.
Forms you can embed on your website or share by link
Onboarding journeys with references and DBS checks with Verifile
One profile per volunteer, including parental consent and emergency contacts for young volunteers
02
Ringing round until someone can take a task, then confirming by email and updating a spreadsheet, is how many schemes still run. VODA North Tyneside now creates missions in minutes and publishes them to the right volunteer group, or assigns them to one person.
Each mission carries what the volunteer needs: a shopping list, a way to contact the client from the app, directions, and a report and expenses form when the task is done. In its first three months, VODA completed over 300 missions and tracked nearly 700 hours of volunteering.
One-off, recurring and ongoing missions, such as weekly check-in calls
Client records alongside volunteer records
Friendly reminders when a mission goes quiet
03
Volunteers can flag a safeguarding concern in their report with one click, and the right staff are alerted straight away. As Bay Volunteers put it, they no longer have to check every single report to find the important ones.
Every mission, shift and hour is recorded automatically. Build custom insights dashboards, filtered by group, project or date range, to report to partners and evidence impact in funding bids.
Role-based access, so staff only see the projects they oversee
A full audit trail on every record
Export any data to Excel
Why it works
VODA North Tyneside replaced the spreadsheet it called “The Spreadsheet of Doom” with Volunteero. The team now saves 75% of the time it spent managing volunteers, with better safeguarding, oversight and volunteer engagement, and can see exactly how much volunteering happens each day, week or month.
Filters, groups and automatic reminders save Bay Volunteers over three hours a week checking activity, plus about an hour a week chasing reports. Their insights also help them report to partners and win funding, adding up to £3,120 saved every year.
TSL Kirklees, the Volunteer Centre for Kirklees, runs Future Creative for volunteers aged 16 to 24. Push notifications reach young people who don’t read email, and volunteers choose the events that suit them in the app.
Group chats, direct messages and newsfeeds keep mission admin in one place that colleagues can pick up when you’re away. Bay Volunteers moved most of its mission admin from email into chat and gets more, and quicker, engagement.
Many still rely on spreadsheets, email and phone calls, which get harder to manage as projects grow. Volunteero replaces them with one platform for applications, missions, communication, safeguarding and reporting.
Yes. Set up a mission for each client and volunteers report back after every call. Staff can see at a glance where calls or visits haven’t taken place recently.
Volunteering time, missions and reports are captured as they happen. Custom insights dashboards filter by date range, group or project, and all data can be exported.
Yes. Volunteers can flag a concern in their report with one click, and the relevant staff are alerted so they can act quickly.
Hospices
Onboarding, DBS checks and rotas for hospice care, shop and fundraising volunteers
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Charity shops & retail
Shop rotas, faster onboarding and check-in across every charity shop branch
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Health & blood services
Compliant onboarding and self-service rotas for hospitals, clinics and air ambulances
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Older people & community
Befriending matches, call reports and safeguarding for community services
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Food banks
Warehouse and distribution rotas, sign-ups and hours tracking for food banks
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Events & sport
Shifts, check-in and briefings for tournaments, festivals and fundraising events
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Heritage & museums
Onboarding, rotas and hours for museums, archives and heritage sites
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Animal welfare
Rotas for kennels, catteries and shops, plus chats and badges for animal charities
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