Volunteer Management System

The Vendor is required to provide volunteer management platform solutions capable of supporting internal employee volunteer programs and external community volunteer coordination across multiple departments and partner organizations.
- Core features and functional capabilities
1. Volunteer opportunity management
• Publish and manage:
o Internal employee volunteer opportunities;
o Public and community volunteer opportunities;
o Opportunities hosted by approved nonprofit, governmental, educational, and institutional partners.
• Distinguish between internal employee volunteer opportunities and external and community opportunities, while still allowing employees to view and register for both where applicable.
• Create unique program pages for internal departments and their programs, or provide links to relevant volunteer program webpages
• Create unique volunteer groups to specific volunteer programs based on participant preferences indicated during initial registration
• Built-in custom volunteer application process specific to department programs with application status notifications
• Automatically archive, close, or remove volunteer opportunities from public or employee view after the event date/time has passed or capacity is reached.
• Workflow for reviewing and approving externally submitted volunteer opportunities.
• Search, filtering, and categorization capabilities for volunteer listings.
2. Employee volunteer workflow
• Automate supervisor approval workflows upon employee registration for volunteer opportunities.
• Automated notification and reminder functionality related to approvals, participation status, upcoming volunteer events, schedule changes, and event reminders via email and SMS/text messaging.
• Configure participation eligibility rules and automatically notify employees if they do not meet participation requirements or approval criteria.
• Calendar integration and automated calendar invitations.
• Support group or team-based volunteer registration and participation tracking.
• Automated annual requirement to sign participation and photo waiver form.
3. Hour tracking and verification
• Volunteer hour tracking functionality.
• Digital participation verification capabilities, including electronic approval or signature workflows.
• Distinguish and report volunteer time off (VTO) hours separately from other volunteer activity.
• Users to self-report volunteer hours, if enabled in the future.
• Generate participation summaries or hour verification documentation that could potentially support external eligibility or compliance reporting needs.
• Users to generate or request automated verification of volunteer hours for personal or external documentation purposes.
4. Scheduling and event management
• Shift scheduling, volunteer capacity management, and automatic closure or waitlist activation when registration limits are reached.
• Waitlist functionality, recurring events, and automated communications.
• Scalability for large events and multi-department coordination efforts.
• Event permit application and generation process that would include relevant program information.
5. Reporting and analytics
• Standard and customizable reporting capabilities.
• Dashboard functionality and export options.
• Metrics available for participation tracking, engagement measurement, and program impact analysis.
• Post-event metric and data reporting by volunteers.
6. Public engagement and communications
• Public-facing volunteer registration capabilities.
• Communication tools including email, SMS, notifications, newsletters or campaign management.
• Accessibility features for public users and volunteers.
• Customize platform branding (e.g., logos, colors, and organization identity) and support white-label configuration options.
- Implementation, technical requirements, and accessibility
• Typical implementation timeline and onboarding process.
• Training and support provided during implementation.
• Data migration support capabilities.
• API availability and integration approach.
• Integration capabilities with Oracle, Kronos, and other common municipal, payroll, HR, ArcGIS pro, work order system, or enterprise systems.
• Security protocols and compliance standards.
• Accessibility compliance standards (including ADA and WCAG compliance, if applicable).
• Disaster recovery and business continuity capabilities.
• User authentication options.