Volunteer Management Software

The Vendor is required to provide procure a cloud-based volunteer management software solution to streamline the recruitment, onboarding, scheduling, communication, and reporting of volunteers citywide.
- Secure, user-friendly comprehensive software solution that enables the City to manage volunteers
- Currently, volunteer management is handled through a combination of manual processes and disparate systems, resulting in inefficiencies and limited visibility across programs.
- Volunteer Registration & Profiles
•    Online application and registration forms
•    Volunteer profile creation and management
•    Background check integration or tracking
- Opportunity Management
•    Create and manage volunteer opportunities
•    Assign volunteers to roles or shifts
•    Waitlist and capacity management
- Scheduling & Communication
•    Calendar-based scheduling tools
•    Automated email and SMS notifications
•    Two-way communication between staff and volunteers
- Check-In/Check-Out & Time Tracking
•    Digital check-in/check-out options (e.g., kiosk, mobile app)
•    Track volunteer hours and generate reports
- Reporting & Analytics
•    Customizable dashboards and reports
•    Exportable data (CSV, Excel, PDF)
•    Metrics on participation, hours, and program impact
- User Roles & Permissions
•    Role-based access for administrators, coordinators, and volunteers
•    Department-level access controls
- Mobile Accessibility
•    Mobile-responsive web interface or dedicated mobile app
- The city strongly prefers the following features to enhance usability and volunteer engagement:
•    Built-in digital waivers for volunteers to sign during registration or check-in
•    Tracking of volunteer hours and number of volunteers per event or program
•    Easy, remote-access volunteer check-in system (e.g., via tablet or mobile device)
•    Collection of volunteer contact information, including email and phone number
•    Ability to pin exact event locations using GPS coordinates
•    Automated text reminders or announcements with event details and location
•    Editable reminder emails, including the ability to attach documents
•    Ability to receive replies from reminder emails
•    Display of project difficulty level and accessibility information
•    Quick add-on of walk-up participants who did not pre-register
•    Custom thank-you emails and post-event surveys sent to checked-in volunteers (preferably automated).

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 11, 2025