Church Volunteer Management Software: Ranked & Reviewed For 2024
Our Picks for Best-In-Class Church Volunteer Management Software
Here's my pick of the 10 best software from the 20 tools reviewed.
Are you tired of juggling volunteer schedules, dealing with last-minute no-shows, and spending more time on admin than ministry? Church volunteer management software can transform how you organize and engage your volunteers. In this article, we’ll dive into how this software streamlines operations, boosts communication and frees up your time for what truly matters—serving your congregation.
Read on and discover the best options, essential features, and how to make the right choice for your church.
Why Trust Our Software Reviews
My team and I are all pastors and church leaders. We’ve been in the trenches of volunteer management, too. We have been testing and reviewing church volunteer management software since 2019.
We know firsthand how crucial and challenging it is to pick the right software.
So, to make your life easier, we’ve done the heavy lifting. We dive deep into research to help you make better software decisions. Over the years, we’ve tested over 2,000 tools for various church management needs and written over 1,000 detailed reviews. Want to see how we stay transparent? Check out our affiliate page and learn about our review methodology.
The 11 Best Church Volunteer Management Software Summary
| Tools | Price | |
|---|---|---|
| ChurchCREW | From $6/month | Website |
| MinistryPlatform | Pricing upon request | Website |
| ChMeetings | From $12/month | Website |
| VolunteerHub | No price details | Website |
| ACS Realm | No price details | Website |
| Planning Center | From $14/month/up to 75 group members | Website |
| iVolunteer | From $20/user/month | Website |
| Track It Forward | No price details | Website |
| Galaxy Digital | Customized pricing according to individual needs | Website |
| Signup Zone | No price details | Website |
| Church Community Builder | Customized pricing according to individual needs | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow to Choose Church Volunteer Management Software
How your church runs will be different than how my church runs. How you and your team make decisions will differ slightly from how my leadership team does. That being said, here’s some good, common-sense wisdom to consider:
Look for a User-Friendly Interface.
If the volunteer management software is complicated, your team might struggle to use it effectively. A straightforward dashboard means volunteers quickly check their schedules and responsibilities without extensive training.
Does It Offer Useful In-App Communication Tools?
Communication is absolutely critical, so look for software with built-in messaging features, email integration, and automated reminders. This ensures everyone stays informed and reduces the chance of missed shifts or misunderstandings.
Look for Scheduling Flexibility.
Your church activities vary from week to week, and you need to be able to quickly re-assign someone to cover the kids ministry helper who’s on vacation and forgot to tell you till the last minute. The right software should allow for flexible scheduling, making adjusting shifts, roles, and events easy. \
How Easy Is it to Generate Reports or Check Out Analytics?
Look for software that provides insights into volunteer hours, participation rates, and event outcomes. This data helps you make informed decisions about scheduling, volunteer capacity, and team engagement..
Does the Software Play Well With Others?
Your church likely uses other software for management, such as a church management system (ChMS) or accounting software. Ensure the volunteer management software integrates seamlessly with these tools. This saves time and reduces errors by streamlining data flow between systems.
Overviews Of The 10 Best Church Volunteer Management Software
Here’s a brief description of each church volunteer management platform to showcase each tool’s best use case, some noteworthy features, and screenshots to give a snapshot of the user interface.
Church CREW is an innovative church volunteer management software designed to streamline the coordination and engagement of church volunteers. This software leverages artificial intelligence to automate and optimize volunteer scheduling, making it easier for church leaders to manage recurring activities.
The platform is unique in that it offers automated schedule generation using artificial intelligence. This feature ensures that volunteer schedules are fair and balanced, reducing the administrative burden on church leaders. The software also facilitates volunteer-initiated swaps and provides an intuitive substitute finder, making it easier for both volunteers and administrators to handle changes and avoid scheduling conflicts. Additionally, the system has communication features, like sending automated email and SMS notifications to remind volunteers of their upcoming shifts
Church CREW integrates with popular email platforms.
MinistryPlatform is a comprehensive church management software designed to support the complex needs of large churches. One of its standout features is its volunteer management system. This tool allows church leaders to coordinate and oversee volunteer activities, ensuring that all tasks are assigned and monitored. With detailed profiles for each volunteer, MinistryPlatform helps match individuals to roles that suit their skills and availability.
The platform also provides tools for scheduling and communication, making it easier to manage volunteer shifts and ensure that everyone is informed about their responsibilities. Its real-time tracking and reporting capabilities allow church administrators to monitor volunteer participation and performance, enabling them to make data-driven decisions and improve overall volunteer management.
MinistryPlatform offers many integrations, including PCO Connect, BIS, Checkr, MinistrySafe, Twilio, Message Metrics, SendGrid, Generosity, OnlineGiving, Vanco, and Tithe.ly.
Best for event management with volunteer-specific roles and responsibilities
ChMeetings is a robust church management software designed to enhance the efficiency of church volunteer management. It caters to churches of all sizes, providing a suite of features that streamline volunteer coordination and communication. Standout features include volunteer scheduling, which allows church administrators to create and manage volunteer rosters. The software also offers tools for tracking volunteer attendance, ensuring that all volunteers are engaged and contributing to church activities.
ChMeetings also includes capabilities like event management with volunteer-specific roles and responsibilities. The platform supports detailed reporting and analytics to help church leaders make informed decisions about volunteer deployment and management. Additionally, ChMeetings provides communication tools that enable targeted messaging to volunteers, ensuring they are informed and motivated.
This tool integrates with MailChimp, PayPal, Twilio, SMSGlobal, and more.
VolunteerHub is designed to make organizing ministry outreach events simple. The software facilities all aspects of volunteer management, ensuring that all projects and events are staffed optimally. Church leaders can view and print rosters, update event details, and email helpers from anywhere.
The software encompasses both volunteer management and event administration. As a result, managers can regulate the number of volunteers assisting at each event, search for appropriate helpers and register them as needed. Waitlists can be created for full events, with emails sent as spaces become available.
VolunteerHub integrates with many business platforms including Altru and eTapestry.
Realm from ASC Technologies manages your church volunteer database, including volunteers, staff, and members of the congregation. The software keeps track of attendance, monitors giving, and helps leaders communicate with members. Realm integrates with your church website to manage check-in and allow updating of personal profiles.
The software has features to help ministers discover the talents of individual volunteers. This information can then be used to assign people to the tasks that suit them best. If necessary, unique roles can be created to leverage the skills of particular volunteers.
Realm integrates with solutions such as Givelify, Extend, and the Journey Project.
Planning Center is a cloud-based CHMS that supports church leaders in organizing, scheduling, and managing programs and events. Features include a services module for planning worship events, plus a resources module that makes it easy to reserve rooms and publish event calendars. Members of the congregation can see future events displayed on tablets, touchscreens, or TVs in common areas.
Organizers can schedule months ahead using the Matrix feature, while volunteer gaps can be filled with auto-scheduling. Church members can upload and tag media and files, including songs or videos required for services. All events, rooms, and resources have their own calendar feeds, which can be synched with programs such as Outlook, iCal, and Google Calendar.
This tool integrates with ChurchSuite, Essential Worship, Faithlife Proclaim, and Mailchimp.
iVolunteer allows helpers to sign up for events quickly and easily. Designed to replace paper signup sheets, this user-friendly software eliminates confusion and duplication of staffing, while also protecting privacy.
You can record attendance in real-time via the web or use manual sign-in reports. It's easy to modify the home page, header, and instructions for each event. Administrators can be kept up to date with email notifications of signups and cancellations.
With the help of Track It Forward, you can easily track the time committed by volunteers and coordinators. Approvals can be delegated to multiple people, with alerts sent when hours are pending confirmation. For large groups, hours can be approved in bulk.
Volunteers can log their hours instantly, either using the website or through the mobile app. They can also sign up for future activities using the calendar function. Where possible, information is pre-filled to make logging time as simple as possible.
Designed to be mobile-first, Galaxy Digital helps nonprofit organizations automate, streamline and grow their volunteer programs. The Get Connected functionality tracks volunteer hours and reports on the impact of their work. Volunteer managers can quickly approve time submissions. Helpers can also be managed in large or small groups, with time allocated to different projects as required.
The work of 'plus one' volunteers can also be tracked easily. This all-in-one app is social-media friendly, encouraging volunteers to share their work with friends. Volunteer resumes are built automatically, ready for download at any time.
SignUp.com offers volunteer scheduling software for streamlining scheduling, event planning, and fundraising. Ministers can manage volunteer records and send invitations by email or SMS. They can also receive confirmation notifications instantly.
This app can be used to manage signups for any event, using features such as engagement analytics, data synchronization, custom workflows, and calendar management. Church leaders can use the mobile app to view or edit volunteer details, assign tasks and generate reports.
The software integrates with WePay for online payments, allowing organizations to collect fees and contributions.
Church Community Builder from Pushpay is a cloud-based solution that helps leaders engage with their congregation. The software includes features such as contact management, check-in, and contribution management. Leaders can also follow up with guests, manage online giving, and view metrics on the built-in dashboards.
This platform includes volunteer scheduling to help you organize teams and empower them to get things done. Schedulers can also receive alerts when volunteers need to complete a background check before proceeding. The system notifies volunteers of available positions and sends automatic reminders when they are due to serve.
This platform integrates many related tools, including Active Screening, Aplos, PastorsLine, and Text-em-All.
Other Options
Here are additional options to consider: they didn’t make the top ten, but they’re definitely worth your review:
Selection Criteria for Church Volunteer Management Software
I think church volunteer management software needs to do what it claims to do, and it needs to do that WELL. The goal is to simplify your management workload so you can allocate more energy/time/budget on the ministry side of church leadership.
All that being said, here’s the evaluation scale my team and I use:
Church Volunteer Management Software Core Functionality: 25% of total weighting score
To be considered for our list of the best church volunteer management software, the tool we’re looking at must provide the following support:
- Managing volunteer schedules
- Facilitating communication with volunteers
- Tracking volunteer hours and participation
- Planning and coordinating events
- Provide Mobile Access
- Generate reports and analytics
- Offer security features
- Provide customizable templates
- Integrating with existing church management systems
Additional Standout Features: 25% of total weighting score
- Unique features like drag-and-drop scheduling
- Advanced reporting and analytics
- Mobile access for volunteers and staff
- Integrated messaging and email tools
- Security features to protect volunteer data
- Innovative tools leverage new features that streamline operations, like automated scheduling adjustments and real-time communication updates.
Usability: 10% of total weighting score
- An intuitive user interface that’s easy to navigate
- Minimal training required for staff and volunteers
- Efficient access to key functions without unnecessary complexity
- Aesthetic design that enhances user experience
Onboarding: 10% of total weighting score
- Quick and simple onboarding processes
- Availability of training videos and templates
- Interactive product tours and chatbots
- Webinars to guide new users
Customer Support: 10% of total weighting score
- 24/7 support availability
- Responsive and helpful support teams
- Comprehensive FAQs and knowledge bases
- Multiple support channels like phone, email, and live chat
Value For Money: 10% of total weighting score
- Competitive pricing models
- Transparent pricing structures
- Good balance between cost and functionality
- Discounts for non-profits and churches
Customer Reviews: 10% of total weighting score
- Consistently positive feedback from users
- High ratings in reliability and ease of use
- Testimonials about improved efficiency and volunteer engagement
- Feedback on the effectiveness of customer support and onboarding
Since 2019, these criteria have consistently helped to bring the best church volunteer management tools to the surface.
Trends in Church Volunteer Management Software for 2024
We’re software nerds. That means we get a sort of twisted fulfillment from reading the latest product updates, press releases, and release logs from church volunteer management software providers.
It might seem lame, but we get a kick out of it. (Hey, how else would we identify key trends, evolving features, and changing priorities in this space?)
Technological Advancements...
- AI-powered everything… looking to optimize volunteer placement, reduce administrative workload, or encourage better volunteer engagement? More and more software tools are incorporating AI. Like it or hate it, AI is having an immediate impact… I mean, predictive analytics that forecast volunteer availability and preference? Sign me up, man.
- Mobile apps are where it’s at. Volunteers and church leaders can access, change, or switch schedules, communicate with team members, and manage tasks on the go. Phones have never been more ubiquitous, and church volunteer management software is taking that to a new level.
- Automated messaging and real-time notifications are par-for-the-course. These tools help keep volunteers informed and engaged without requiring constant manual input from church staff.
- Robust data analytics and reporting capabilities are the new black. With them, church leaders to track volunteer performance, event success, and overall engagement, providing valuable insights for strategic planning.
Interesting New(ish) Features...
- Software tools are now offering ‘engagement metrics’ to track volunteer satisfaction and commitment levels. I guess to help identify and address areas for improvement in their volunteer programs? Anyone in your congregation who’s more, um… liberal (?) in their leaning will likely not take kindly to that level of tracking.
- Customizable dashboards allow users to tailor their interface to suit specific needs, enhancing user experience and operational efficiency.
- Gamification Elements? Huh? Some tools are trying to make volunteering for churches ‘fun’ by awarding points, badges, and leaderboards to encourage participation and reward commitment… I guess anything can be fun if we make it a game, right? Feels a little ‘primary school’ to me, but what do I know…
In-Demand Features...
- Integration with existing church management systems is a big deal—and for good reason. When volunteer software and management software share data, you only need to enter information into ONE of them, and it auto-updates across your suite of tools. This is great for streamlining things accurately.
- Automating routine tasks (sending reminders, updating schedules, etc.) offers a lot of value, slashing the administrative burden down by… well, a lot.
- Enhanced security features are increasingly critical, considering how much sensitive information is collected and stored. Churches aren’t immune to breaches. There’s no greater way to torpedo your congregation's trust than by telling them you’ve been hacked and their info is floating around on the dark web or something.
Declining Features...
- Basic communication tools (like simple email and SMS) are becoming less critical as more advanced, integrated communication tools emerge.
- Standalone event management features are losing ground to more comprehensive solutions integrating event planning and volunteer management.
What is Church Volunteer Management Software?
Church volunteer management software helps pastors and church leaders organize and coordinate their volunteers. They can help ensure volunteers are well-managed and engaged by automating tasks like volunteer scheduling, communication, and tracking,
This software can take on a LOT of the admin and management tasks, clearing space for leaders to engage in the core ministry work.
Features of Church Volunteer Management Software
When choosing church volunteer management software, look for THESE features. If the software you’re looking at doesn’t do the following things, you may find yourself feeling limited down the road:
- User-Friendly Interface: Keep the learning curve as flat as possible so as many of your volunteers will utilize it (without getting frustrated).
- Automated Scheduling: This allows for easy creation and adjustment of volunteer schedules. Your scheduling work should be green-lighting and tweaking the software’s calendars.
- Integrated Communication Tools: Built-in messaging and email features ensure seamless communication with volunteers, keeping everyone informed without extra effort.
- Mobile Access: This feature allows your volunteers and staff to access schedules and information on the go, increasing flexibility and reducing the need for in-person meetings.
- Volunteer Database Management: Keeps all volunteer information organized and easily accessible, reducing the time spent searching for details.
- Reporting and Analytics: Provide insights into volunteer participation and event success, helping you make data-driven decisions without manual tracking.
- Automated Reminders: Sends reminders to volunteers about their shifts, reducing no-shows and last-minute coordination.
- Event Planning Tools: These tools help you easily plan and manage church events, allowing you to focus more on the spiritual aspects.
- Integration with Existing Systems: Ensures compatibility with your current church management software, streamlining data flow and reducing duplication of effort.
- Security Features: Protects sensitive volunteer information, giving you peace of mind and reducing the need for manual security measures.
These features are essential for making your church volunteer management software as impactful a tool as possible.
Benefits of Church Volunteer Management Software
There are four things you can expect to happen as a result of implementing and using church volunteer management software:
- Increased Efficiency. Your leaders should find themselves with more time to focus on ministry instead of admin. The software will automate scheduling, communication, and reporting tasks.
- Improved Communication: Your volunteers will be better informed and miscommunications will drop. The software centralizes messaging and email integration.
- Better Organization: Everyone will know who’s serving, where, and when. The software will clarify volunteer schedules and roles, minimizing confusion and ensuring everyone knows their responsibilities.
- Data-Driven Insights: Your leaders will have access to data on your volunteer engagement and activity. The software provides robust reporting and analytics.
Using church volunteer management software improves operational efficiency and strengthens volunteer coordination and engagement.
Costs & Pricing for Church Volunteer Management Software
Our research team canvassed the major players in the church volunteer management space and gathered the pricing information, summarizing it in the following table. Here’s what you can (generally) expect to pay:
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic scheduling, volunteer database, email notifications, limited reporting and analytics |
| Basic Plan | $20/month | Enhanced scheduling, communication tools, mobile access, basic reporting, and analytics |
| Standard Plan | $50/month | Advanced scheduling, integrated messaging, mobile app access, comprehensive reporting and analytics |
| Premium Plan | $100/month | All Standard features, event planning tools, volunteer feedback tracking, and advanced security features |
| Enterprise Plan | $200+/month | Customizable features, full integration with other systems, priority support, dedicated account manager |
As you can see, you’ll likely be able to find something that meets your church’s unique needs profile and price point.
FAQ: Church Volunteer Management Software
1. How secure is my church's data with church volunteer management software?
Church volunteer management software providers prioritize data security, for the most part. They typically use advanced encryption protocols, regular security audits, and compliance with data protection regulations like GDPR.
2. Can this type of software handle volunteer background checks and compliance requirements?
Yes, many church volunteer management software solutions include features for handling volunteer background checks and ensuring compliance with legal requirements. These tools often integrate with third-party services to streamline the background check process, helping you maintain a safe and compliant volunteer program.
3. Does the software offer training and resources to help our volunteers get started?
Most reputable church volunteer management software providers offer extensive training and resources. These can include video tutorials, knowledge bases, webinars, and interactive product tours to ensure that both staff and volunteers can quickly learn the software’s functionalities.
4. Are there customization options to fit the specific needs of our church?
Yes, many church volunteer management software solutions offer customization options. This can include tailored dashboards, customizable reporting, and flexible scheduling features that can be adjusted to meet the unique needs of your church and its volunteer programs.
5. How does the software support volunteer recruitment and retention efforts?
Church volunteer management software often includes tools designed to enhance volunteer recruitment and retention. Features like volunteer portals, automated reminders, personalized communication, and feedback tracking help keep volunteers engaged and appreciated, improving retention rates.
Church Volunteer Management Software Frequently Asked Questions
1. How secure is my church's data with church volunteer management software?
Church volunteer management software providers prioritize data security, for the most part. They typically use advanced encryption protocols, regular security audits, and compliance with data protection regulations like GDPR.
2. Can this type of software handle volunteer background checks and compliance requirements?
Yes, many church volunteer management software solutions include features for handling volunteer background checks and ensuring compliance with legal requirements. These tools often integrate with third-party services to streamline the background check process, helping you maintain a safe and compliant volunteer program.
3. Does the software offer training and resources to help our volunteers get started?
Most reputable church volunteer management software providers offer extensive training and resources. These can include video tutorials, knowledge bases, webinars, and interactive product tours to ensure that both staff and volunteers can quickly learn the software's functionalities.
4. Are there customization options to fit the specific needs of our church?
Yes, many church volunteer management software solutions offer customization options. This can include tailored dashboards, customizable reporting, and flexible scheduling features that can be adjusted to meet the unique needs of your church and its volunteer programs. Be sure your volunteer software fits with your ChMS (church management system). To double check, read our ranked comparisons of this year's best ChMS tools.
5. How does the software support volunteer recruitment and retention efforts?
Church volunteer management software often includes tools designed to enhance volunteer recruitment and retention. Features like volunteer portals, automated reminders, personalized communication, and feedback tracking help keep volunteers engaged and appreciated, improving retention rates.
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