How Volunteer Management Systems Transform Volunteer Programmes

Managing volunteers is no small feat. For volunteer-led organisations, volunteers are the key driver of their operations, often shouldering significant responsibilities to deliver essential services. Yet, as Wendy Wasels, Head of Volunteering and Involvement at Versus Arthritis, highlights, managing volunteers effectively requires more than just enthusiasm - it requires the right tools.

Having worked with organisations such as Versus Arthritis, the Salvation Army, and the RSPCA, Wendy has first-hand experience implementing volunteer management systems and understanding their transformative impact. In our conversation, we unpacked why purpose-built platforms consistently outperform HR systems for managing volunteers.

The Limitations of HR Systems

Many organisations attempt to manage their volunteers using existing HR platforms. While they are robust for their intended purpose of managing employees, they often fall short in addressing the unique needs of volunteer programmes.

Key challenges include:

• Insufficient Real-Time Data: Volunteer managers and volunteers alike need access to up-to-date and reliable information, whether it’s for scheduling, role availability, or compliance tracking.
• Compliance Tracking Difficulties: Managing safeguarding requirements and staying compliant with regulations can be a complex process without the proper tools.
• Fragmented Communication: Traditional HR systems aren’t designed to facilitate the dynamic communication required between managers and volunteers.

According to Wendy, “There are lots of obligations when you are managing volunteers that you have to put in place. A centralised system helps you manage those obligations. It gives you the traction to be able to recruit more volunteers and expand activity.”

The Case for Volunteer Management Software

Dedicated volunteer management systems, like Rosterfy, are purpose-built to address these challenges, offering features that streamline operations and significantly enhance the volunteer experience. Here’s how:

1. Streamlined Recruitment Processes

Volunteer managers need efficient tools to attract, recruit, and onboard volunteers. VMS standardise procedures across multiple locations, making recruitment easier and more consistent. With 61% of charities in the UK finding it difficult to recruit enough volunteers to support their operations, the need for process improvement is clear.

2. Improved Accessibility for Volunteers

Volunteers want greater access to available roles. With a centralised volunteer platform they can browse opportunities and manage their commitments via user-friendly portals, improving their overall experience.

“The experience for the volunteer is really important, especially for volunteer-led organisations that rely on volunteers to do a lot of the work and deliver their services,” Wendy emphasises.

3. Integrated Training and Compliance Tracking

Dedicated VMS allows managers to track compliance and training requirements in real-time, helping ensure safeguarding standards are met while reducing administrative headaches.

As Wendy pointed out, “If a volunteer needs to do data protection training, then that can be incorporated in the system and immediately flagged against their record when they’ve done it”, saving volunteer managers a lot of time having to manually check across different places to get that answer.

4. Enhanced Communication

Integrated communication tools allow organisations to send targeted updates via email, SMS, or in-app notifications, ensuring volunteers stay connected and informed.

5. Recognising and Rewarding Contributions

Volunteer recognition is key to retention. Progress tracking, certificates, and gamification strategies foster a sense of appreciation and encourage ongoing participation.

6. Real-Time Data and Reporting

Centralise data and report on volunteer engagement, hours contributed, and programme impact to support strategic decision-making and demonstrate value to stakeholders, donors, and supporters.

By streamlining these core aspects of volunteer management, VMS can reduce administrative processes and free up valuable time and resources, delivering long-term organisational value.

Overcoming Barriers to Adoption

Gaining support from decision-makers for implementing volunteer management software can be challenging, even with the evident benefits. Building a case for investment means demonstrating both the operational efficiencies and the long-term organisational value that VMS delivers.

For a compelling case, demonstrate how VMS can:

• Mitigate risks by centralising safeguarding processes.
• Enable managers to recruit more volunteers, scaling activities and services.
• Improve volunteer satisfaction, strengthening long-term engagement.
• Save time, resources, and money by reducing manual administration.

Tip: Wendy recommends focusing on the human impact and the wider organisational value this investment will deliver, rather than the technical details.

The Bigger Picture: Building Stronger Volunteer Programmes

Volunteer management software isn’t just a tool - it’s an enabler. It allows organisations to better support their volunteers, deliver services more effectively, and achieve their missions with greater efficiency.

As Wendy notes, “A dedicated volunteer management platform provides a streamlined approach to volunteer management, so that all aspects of volunteer management are able to be fulfilled without glitches or time lag.”

If your organisation is struggling to manage volunteers with a system that is not fit-for-purpose, such as an HR system, it may be time to explore a purpose-built solution. To learn more about the unique benefits of volunteer management software, and how to build a strong case for investment, download our free white paper: HR System or VMS: Why a purpose-built volunteer platform outperforms.

About Rosterfy

Rosterfy’s volunteer management software is used by nonprofits, charities, sporting federations, local governments, and more to better manage their volunteer programmes by improving how they can recruit, screen, train, and retain volunteers. Our market leading technology is an end-to-end solution designed to help you provide a world-class experience for your volunteers.

Book a demo to discover how Rosterfy can take your volunteer programme to the next level.