Volunteer and Visitor Screening and Management Solution

The Vendor is required to provide the district with visitor and volunteer screening and management solution(s).
- Web-Based and Mobile Accessibility
•    Platform must be fully web-based, requiring no software installation.
•    Accessible 24/7/365 via standard web browsers.
•    Mobile-responsive design optimized for smartphones and tablets.
•    Mobile application availability on iOS and Android platforms for volunteers.
- District Onboarding and Setup
•    A unique district-wide landing page with branding, logos, and contact information.
•    Ability to create unlimited campus landing pages, each with its own subdomain and custom branding.
•    District administrators must be able to add and manage campus sites.
•    Unlimited user accounts for volunteers, administrators, and coordinators.
•    Integration of social media links on landing pages.
- Volunteer Applications and Data Management
•    Customizable online applications for various volunteer types (e.g., staff, youth, corporate).
•    FERPA-compliant data storage practices.
•    Deduplication safeguards based on unique email addresses.
•    Ability to track emergency contact, employer, and guardian information.
•    Secure user accounts with the option for volunteers to set profiles as public or private.
•    Password and communication preferences managed by the user.
- Background Check Integration
•    API integration with third-party background check providers.
•    Platform must not collect or store sensitive personal data such as SSNs or driver’s license numbers.
•    State and Nationwide criminal and sex offender registry background search.
- Opportunity Management and Scheduling
•    Create one-time or repeating opportunities with specific dates, times, and shifts.
•    Opportunities may be tagged by cause, location, or campus.
•    Support for private opportunities and volunteer teams.
•    Opportunities can be archived and reused.
•    Coordinators may schedule and assign volunteers, monitor attendance, and log hours.
•    Volunteer check-in/out via kiosk or mobile app, with optional default hours applied.
- Volunteer Portal and User Experience
•    Volunteers must be able to:
•    Register and manage accounts online.
•    View and sign up for opportunities.
•    View and print service hours.
•    Receive messages from coordinators.
•    Request the creation of custom/private opportunities.
•    Select language preferences (e.g., English, Spanish, others).
•    Use mobile app for scheduling, notifications, and check-in.
- Volunteer Matching and Communications
•    Volunteers should be able to be matched with opportunities based on interest, skills, availability, and location.
•    Ability to categorize and tag volunteers for communication and reporting purposes.
•    Ability to set automated emails for recommended opportunities.
•    Customizable email notifications and acknowledgments (e.g., confirmation, thank you, status updates).
•    Communication tracking (e.g., open rate reporting).
•    Messages sent by administrators and coordinators to individuals or groups.
- Reporting and Analytics
•    Built-in standard reports for hours, participation, events, and campus activity.
•    Capability to request and generate custom filters and reports (additional fees may apply).
•    Export data into Excel or CSV formats.
•    Reports are available at both district and campus levels.
- Multi-Site and User Permissions
•    Configurable user roles with distinct permissions for administrators and coordinators.
•    Coordinators should be restricted to relevant campuses.
•    Flexible permission levels to support large, multi-site organizations.
- Form Management
•    Digital document library for managing waivers, consent forms, and other documentation.
•    System to collect and manage required forms for minors and chaperones.
•    Forms should support workflow integration and be embedded in application or onboarding processes.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 3, 2025