5 Big Reasons Growing Agencies Are Switching to Volunteer Management Software
If your agency works with volunteers, you’ve probably hit the same wall so many others have: too many spreadsheets, too many texts, and not enough time to juggle it all. You might be thinking about upgrading your systems—but you’re not sure if now’s the right time or even what the right tool would look like.
We get it. And we’ve seen firsthand how transformational the right volunteer management software can be—especially for agencies that are growing or scaling.
So here it is: five big reasons agencies are switching to modern volunteer management software, plus what to look for in a tool, and how to know what’s right for your team.
1. Because Manual Volunteer Coordination Breaks Down Fast
Managing volunteers with spreadsheets and group chats might work when you have 10 people and one weekly event. But as your program grows, the system crumbles—especially if you have:
- Shifting volunteer availability
- High-volume recurring events
- Last-minute cancellations or rescheduling
- More than one person managing operations
Volunteer management software for agencies solves this by centralizing everything—your volunteer database, schedules, reminders, communications, and sign-ups—in one easy-to-use platform.
“We used to spend hours juggling schedules and replying to messages. Now, with software, we automate shift reminders and scheduling—which means fewer no-shows and less staff stress.” — Director, Community Outreach Center, Toronto
Extra resource: The National Council of Nonprofits has a helpful framework for assessing when it’s time to upgrade your volunteer coordination systems.
2. It Frees Up Staff Time for What Actually Matters
We hear this all the time: “I spend so much time doing admin, I barely get to connect with our volunteers.”
That’s the kind of work software should take off your plate. With automation, you can:
- Send automatic reminders and thank-you messages
- Allow volunteers to self-sign up and update availability
- Track attendance and hours in real time
That’s time back to focus on building relationships with your volunteers—something that’s actually proven to boost retention.
“When our team stopped chasing sign-up confirmations and started focusing on volunteer engagement, we saw a 30% increase in repeat participation.” — Julia M., Volunteer Coordinator, Vancouver
Need help getting buy-in from your board? TechSoup outlines how to build a business case for investing in volunteer tech tools.
3. It Gives You Real Data to Work With
Most volunteer programs want to improve—but without data, it’s hard to know what’s working.
With software, you can track:
- Which events and roles get the most sign-ups
- Which volunteers are most active or at risk of churning
- Total hours worked by volunteers (great for grants and reporting)
Good software makes reporting easy, and for many agencies, it’s a game-changer. Plus, funders love when you can show impact with data.
Bonus: VolunteerMatch’s 2024 Impact Report outlines how data can improve community impact and engagement.
“We use the built-in reporting features to generate monthly impact reports for our board—and it’s all automatic.” — Community Services Manager, Montreal
4. Volunteers Expect It
Today’s volunteers are used to apps that are simple, fast, and mobile-friendly. If your onboarding or scheduling process feels outdated or hard to use, you risk losing great people.
Volunteer management platforms often come with:
- Mobile apps for checking schedules or signing up
- Auto-reminders for upcoming shifts
- Digital waivers and onboarding forms
“I used to lose volunteers between ‘I’m interested’ and ‘I’m signed up.’ Now, they get a link, fill out the info, and they’re in. It’s seamless.” — Amy T., Family Services Agency, Calgary
Looking to level up your volunteer onboarding process? Check out Enginehire’s guide to digital recruitment to see how smart systems improve sign-ups and retention.
5. You Can Scale Without Chaos
This one’s simple: if you plan to grow your program, your backend systems need to scale with you.
The right software gives you:
- Custom permissions (so coordinators only see what they need)
- Bulk communications (without copy-pasting emails)
- A clear, organized record of every volunteer interaction
Whether you’re managing 50 or 500 volunteers, modern software gives your agency room to grow—without burning out your team.
“We tripled our volunteer base in under a year, and the software scaled with us. That wouldn’t have been possible before.” — Program Lead, City-Based Relief Network
So How Do You Know What Tool to Pick?
Not all volunteer software is created equal. You’ll want to look for:
- Tools built for staffing agencies or community orgs
- Scheduling and onboarding that’s actually customizable
- Built-in communication tools (email, text, push notifications)
- Clean reporting that doesn’t need a data analyst to read
- Responsive, friendly support (we might be biased—but ours is awesome )
Related read: Volunteer Canada offers great insights on trends and tech that help nonprofits thrive.
Let’s Figure Out What You Actually Need
We know every agency’s different—and your volunteer program might be, too.
That’s why the best first step is to talk with someone who understands your day-to-day and can help you map out what’s worth investing in now (and what can wait).
“People support what they help create. Give your team the tools to shape a smoother system.” — Simon Sinek
Want to talk to a real person about what might work for your agency? Book a call with our team, and we’ll walk you through your options—no pressure.
Let’s make your volunteer management simple, modern, and way more enjoyable.
