Welcome! Your journey toward finding the perfect volunteer management software begins here.
We get it. The vast array of features and options can seem overwhelming. But don’t worry; this playbook is here to simplify it all. Think of it like having a knowledgeable friend by your side, guiding you through this crucial decision-making process. Your volunteers are the heart of your cause, and we’re here to help you empower them with the perfect software.
Use this template to compare and contrast different software providers at a glance. It’s all about creating an experience that’s tailored just for you. As you explore each option, fill in the details, and watch as the best choice for your long-term needs becomes crystal clear.
We’ve been in your shoes and empathize with the challenges you face. That’s why we’ve tailored this template to be as intuitive as possible, to make sure you feel supported every step of the way.
Ready to dive in and see Bloomerang Volunteer in action? Contact us for a demo.
Still exploring your options? No rush! Use this template as your roadmap to a smart, informed purchase. Take your time, we’re here to support your journey toward making the best decision for your organization.
Keep reading to learn more.
The Volunteer Management Lifecycle
The volunteer management software you select should make it easy to create amazing volunteer experiences, automate time-consuming tasks, and maximize volunteer donations and impact—all in one place. We like to think about volunteer management as a LIFECYCLE with seven elements:
- RECRUIT: Find more volunteers with branded and customized recruitment pages for your website that make it easy to apply for opportunities.
- QUALIFY: Capture skills and interests to ensure volunteers are in the right roles to get the job done. Bloomerang uses our “Rostermode” engine to match volunteers to roles automatically.
- SCHEDULE: Create customized schedules, view them the way you want, and simplify scheduling with self-serve options to save time.
- ENGAGE: Send personalized, automated emails to welcome volunteers, communicate throughout the sign-up process, and send shift reminders and thank-you’s.
- REPORT: Show volunteer impact with easy-to-use, end-to-end reporting. Show volunteer activity, email performance, and the impact of volunteers’ time.
- STEWARD: Nurture volunteers with personalized and automated emails to build ongoing relationships and keep them coming back.
- VOLUNTEERS TO DONORS: Sync Bloomerang Volunteer activity with Bloomerang Donor Management to transform your most engaged volunteers into donors, creating “super supporters.”
Choosing the Right Volunteer Management Software for Your Organization
You can find the guided playbook template below.
You’ll want to tailor your playbook to address your organization’s needs. You don’t have to use any of the examples below.
SELECTION TEAM:
Add the individuals in your organization responsible for selecting and approving your new volunteer management software.
| Project Lead | Team Members |
|---|---|
| Project Team Members: Who needs to be involved in the vendor review process | |
| Decision Maker(s): Who will be making the ultimate decision |
TIMELINE:
Itemize the timeline you expect project leaders to adhere to, and include the expected decision date.
| Date/Time | Action Item |
|---|---|
| MM/DD/YYYY | Kick-off Meeting / Build out playbook with key stakeholder involvement. |
| MM/DD/YYYY – MM/DD/YYYY | Book initial discovery meetings with software providers typically 15-30 minutes each to assess fit. |
| MM/DD/YYYY – MM/DD/YYYY | Schedule full software demos for the entire selection committee to participate and provide feedback. |
| MM/DD/YYYY | Make your final decision. |
| MM/DD/YYYY – MM/DD/YYYY | Schedule implementation and data transfer with the new software provider. |
Challenges:
Talk to your team to determine their issues or dilemmas with your current volunteer management software. If you’re not currently using any software, talk about what your team needs to manage volunteers and possibly fundraise more effectively.
Examples:
- Our registration forms are inadequate for capturing the information we really need.
- We have no central kiosk for our volunteers to use and no mobile phone app either.
- Our team doesn’t know how to use software and needs training.
- We’re using [insert other providers like Mailchimp, Access or Excel, etc.], and we’d like those platforms to integrate with our new software.
- We can’t easily segment our volunteers.
- We can’t track volunteer or program participation.
- We aren’t notified when a volunteer comment comes in.
- We need to be more proactive and timelier with soliciting volunteer feedback.
- We don’t have the right reporting to show the value of our volunteers.
KEY REQUIREMENTS:
When considering the features a volunteer management software provider offers, which will address your pressing issues and projected long-term growth? Which features are must-haves, and which will make your life a whole lot easier? Those are your key requirements.
Examples:
- We need to put our opportunities on our website.
- We need to capture the details about a volunteer, like skills and availability.
- We want volunteers to be able to sign up for shifts on their own.
- We need to approve or reject volunteer applicants.
- We must be able to segment our volunteers based on custom tags and past service.
- We want to communicate with volunteers both by email and text.
Feature & Functionality Playbook:
After documenting your needs and requirements, it’s time to lay it all out in your playbook. This will help you visually compare the software providers you’re considering.
In the table below, you’ll find several examples of categories. Once you’ve added your own categories, mark how important each is:
- Must have
- Nice to have
- Optional
Track the key functionality of each of the software solutions. Rank the functionality on a scale:
0 – Does Not Offer this functionality
1 – Offers part of this functionality
2 – Fully offers this functionality
| Requirement | Priority (Must Have, Nice to Have, Optional) | Provider (Fully offers, Partially offers, Does not offer) | Notes |
|---|---|---|---|
| Overall | |||
| Intuitive, user-friendly | |||
| Value | |||
| Security | |||
| Integrations (list which ones you'll need) | |||
| Onboarding & Implementation | |||
| Support | |||
| On-demand training (videos, webinars, community) are included | |||
| Consulting Offering | |||
| Member Management | |||
| Data migration and importing | |||
| Filtering and sorting | |||
| Bulk data actions | |||
| Open API | |||
| No coding knowledge required | |||
| Volunteer/staff profiles | |||
| Volunteer ratings and notes | |||
| Single email for multiple accounts | |||
| Recruitment and Qualification | |||
| Custom sign-up pages | |||
| Custom sign-up flows | |||
| Member approvals/rejections | |||
| Post public and private opportunities and shifts | |||
| Multiple sign-up forms | |||
| Capture skills, qualifications, role interest, and availability | |||
| Group sign-ups | |||
| Social media sharing | |||
| Screening gating and approvals | |||
| Scheduling | |||
| Permissions and roles | |||
| Self-sign-up for shifts | |||
| Volunteer self-report hours/tasks | |||
| Match volunteers to roles | |||
| Duplicate shifts, schedules, and programs | |||
| Unlimited venues/locations | |||
| Shift approvals | |||
| Work hours submission approvals | |||
| Unlimited number of roles | |||
| Create public or private opportunities | |||
| Shift confirmations | |||
| Attendance tracking | |||
| Communication | |||
| Customizable email templates | |||
| Pre-schedule email messages | |||
| Marketing automations for reminders, confirmations, during sign-up, birthdays and anniversaries | |||
| Segmentation | |||
| Email opt-in options in forms | |||
| Customizable forms | |||
| Mobile optimization | |||
| Event registration | |||
| Ticket sales | |||
| Merchandise sales | |||
| In-app text messaging | |||
| Reporting | |||
| Library of standard reports and dashboards | |||
| Reports management | |||
| Filter/group volunteers | |||
| Custom tags | |||
| Recruitment efforts | |||
| Orientation completion | |||
| Volunteer engagement | |||
| Value of volunteer time | |||
| Training program participation | |||
| Background checks | |||
| Mobile App | |||
| Volunteer list and master schedule access | |||
| Volunteer filtering and quick roster changes | |||
| Check-in/check-out | |||
| Real-time scheduling issues and notifications | |||
| Broadcast and 2-way in-app messaging | |||
| Volunteer access to schedules and documents | |||
| Automatic shift notifications and reminders | |||
| Volunteer check-in/check out & view service time | |||
| Volunteer sign-up to shifts and opportunities | |||
| Cost and Licensing | |||
| Pricing model: subscription-based, one-time purchase, or freemium model | |||
| Total Cost of Ownership: Initial set-up costs, ongoing subscription/maintenance fees, or additional costs like training fees |
|||
| Scalability: Ability to scale with the growth of volunteer programs, plus cost implications for scaling up |
|||
| Reviews and References: Customer reviews: research and compile customer reviews Online feedback on usability, features, and support References: request and contact references from current users, inquire about their experiences and challenges |
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| Legal and Contractual: Terms and Conditions: review vendor's terms and conditions Clarify any contractual obligations and limitations |
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| Data Ownership and Migration: Clarify ownership of volunteer data Understand data migration options if switching providers |
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Pricing
The pricing structure for volunteer management software varies based on the solution. Typically, when purchasing such software, you should expect to budget for a monthly recurring fee and a one-time onboarding or implementation fee. Let’s break down this investment.
An implementation fee covers the costs associated with moving your data from your current CRM system or spreadsheet into your new software. The fee can vary based on:
- The structure and size of your data
- The current software you’re using
- The cleanliness of your data
- The level of customization you’d like to see in your new software
As you’re talking with potential software providers, be prepared to discuss the state of your volunteer data. Providing a clear picture of the data will help your new provider offer an accurate cost estimate for migrating your data into your new database. In some cases, if you’re a brand-new nonprofit, you may be able to start without an implementation fee, but this will vary based on the software you’ve selected.
Bloomerang does not charge any monthly maintenance fees for its volunteer management software.
Having this information when talking with potential software providers will make the pricing conversations easier. Because each software provider may price slightly differently, it can be challenging to compare providers. However, having this larger context on how pricing works can help you maximize the value each provider offers your organization.
Next Steps
Great news for teams of all sizes! Investing in volunteer management software isn’t just a smart move—it’s a game changer to ensure the viability and sustainability of your nonprofit. And guess what? By using this playbook, you’re already making strides toward a brighter, more organized future for your organization. Congratulations on taking this important step!
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