Volunteer Management System

The Vendor is required to provide volunteer management systems serve as a powerful tool for volunteer administration and record keeping.
- Volunteer profile management
• Allow volunteers to create individual accounts and securely log in via the internet from personal computers or mobile devices.
• Support creation and management of volunteer profiles, including name, contact details, demographic data, availability, interests, prior service, and associated documentation.
• Enable administrators to create and assign a variety of application forms based on volunteer type, including form fields, prerequisites, and document upload requirements.
• Support dynamic form-field relationships.
• Administrators monitor incoming applications via a graphic dashboard created inside the software and displayed on the administrator’s home screen.
• Track and display volunteer statuses (e.g., applicant, active, inactive, archived) and maintain a log of status changes with administrator and timestamp references.
• Support onboarding workflows, including confirmation of training, background checks, interviews, youth permissions, and other prerequisite steps.
• These should be configurable by the agency.
• Allow administrators to configure approval workflows, routing rules, and required review steps without vendor intervention.
• Store and display volunteer profile photographs for on-site verification.
• Permit authorized administrators to merge duplicate profiles.
• Allow administrators to create and manage secure notes associated with volunteer profiles.
• Assignment of a note type from a configurable dropdown list (e.g., general, performance, training, background check, incident),
• Attachment of one or more supporting documents directly to the note.
• Access controls that restrict viewing, creation, modification, and deletion of notes and their attachments.
• Enable linking individual profiles to group records for service tracking purposes.
• Support master volunteer records accessible across all locations, including service history, training, awards, background screening, agreement expiration, and attached documents.
• Allow volunteers to monitor progress to complete prerequisites, monitor previous application locations, monitor awards, future scheduling, run pre-packaged reports, and download documents.
• Include a dynamic chart showing each volunteer’s onboarding progress, including completed, current, and upcoming tasks.
- Volunteer opportunity management
• Enable administrators at the state, district, or location level to post volunteer opportunities, including position title, description, required qualifications, start/end dates, location, and opportunity type.
• Support automated or manual publication of opportunities at different visibility levels (e.g., public-facing portal, restricted internal use, or by invitation only).
• Allow posted opportunities to include or exclude schedules.
• Scheduling components must support both one-time and recurring opportunities.
• Receive and store unsolicited volunteer applications, allowing authorized administrators to search and retrieve them by volunteer type, skills, and geographic area.
• Allow volunteers to apply directly to posted opportunities, with eligibility screening based on predefined criteria such as completed training, certifications, or equipment requirements.
• Prompt applicants to sign in or create a profile before applying.
• Automatically notify volunteers if they attempt to apply for an opportunity which they are not eligible for based on missing prerequisites.
• Allow for customizable onboarding tracks per opportunity type, including attachments, agreements, and training components.
• Support predefined expiration or visibility dates for posted opportunities, with automated deactivation upon reaching those thresholds.
• Allow segmentation of specific volunteer types (e.g., campground hosts, resident volunteers) so they are searchable categories or interfaces and have their own distinct public URLs and QR codes
• Automatically send acknowledgment emails upon application submission, including contact information, next steps, links to required documents or training, and other customizable content
• Permit transmission of optional email notifications to locations and regional administrators upon receipt of a new application.
• Notification routing must be configurable.
• All application types submitted by volunteers are searchable and retrievable from within the system by administrators.
• Allow fast tracking of volunteer applications for volunteers with an active and complete profile.