Volunteer management built for hospice
Not a generic volunteer tool. Medicare 5% tracking, survey-ready reports and requirements tracking come standard, for hospice and palliative care teams.
- 45-day free trial
- No credit card to start
- Unlimited volunteers and users
- No per-volunteer fees, ever
Everything your program runs on
Volunteers & hours
Unlimited volunteers, areas of service such as companionship, respite and bereavement, hours and mileage, with bulk actions, duplicate merging and up to 30 custom fields.
Requirements
Background checks, TB screening, training, agreements and licenses, each with its own renewal rule, and one queue of what needs attention.
Reports
Hours, rosters, expirations and recognition, plus the Medicare 5% level-of-activity and cost-savings reports. Print on your letterhead or export to CSV.
Recruiting
A public application form with your logo, your fields and your areas of service. Approving an applicant creates the volunteer record.
Recognition
Milestone tiers you set, by hours served and years of service, with a recognition report and upcoming birthdays. When someone reaches one, our free volunteer certificate maker prints their certificate.
Your data
Secure, access-logged document storage. CSV import that previews every row before it writes anything. Export your records any time.
Set it up in an afternoon, then keep it up as you go
No consultants and no training course. Your volunteer program is documented the way it already runs.
Bring in your volunteers
Import a spreadsheet or add people as they come. Each volunteer gets their areas of service, a start date and the requirements that apply to them.
Log hours as they happen
Coordinators enter hours on one fast screen, or volunteers sign in and log their own. Requirements track their own renewal dates, and reminders can go out before they lapse.
Print what surveyors ask for
Hours, rosters and milestones, plus the Medicare 5% level-of-activity and cost-savings reports, ready to print or export to CSV.
Know who is current, who is expiring and who is missing something.
Background checks, TB screening, training, agreements and licenses each follow their own renewal rule, and one review queue shows what needs attention.
One queue instead of a binder check.
- Your requirements, your rules. Mark each one required or optional, choose who it applies to, and set how often it renews.
- Status from the dates on file. Current, expiring soon, expired or missing, worked out for every volunteer.
- Reminders ahead of an expiry. Email reminders to the volunteer and to your staff, on the schedule you set.
- Exemptions on the record. Mark someone exempt with a reason instead of leaving a gap.
- Starting sets for hospices. Common hospice volunteer requirements with guidance notes and the federal citations behind them, adjusted for your agency. What your state adds is in our hospice volunteer requirements by state.
Volunteers log their own hours after a visit, so you stop chasing timesheets.
Turn on volunteer sign-in and each volunteer gets a simple page to record their time, area of service and mileage. Coordinators can still enter or correct anything.
Their own record, and nothing else.
- Only their own page. A volunteer sees their hours and shifts, never other volunteers, reports or settings.
- Time in and out, or total hours. Plus mileage when your program tracks it.
- The areas you assign. Companionship, respite, bereavement and the rest, so every hour lands in the right place for your reports and the 5%.
- Staff entry stays open. Coordinators can enter hours for anyone, or import them from a spreadsheet.
Your 5% level of activity, measured for you.
Enter one number, your paid patient-care hours from payroll, and see your volunteer hours against the 5% minimum of 42 CFR 418.78(e).
Counted the way the rule counts.
- Only the hours that count. Mark which areas of service are included: direct patient and family care and day-to-day administrative work, never fundraising or board service.
- Your periods, your year. Enter paid hours once a year, by quarter or by month, on a calendar year or your own fiscal year.
- Cost savings alongside. The companion 418.78(d) report estimates the dollar value of volunteer time at your rates.
- Ready for the surveyor. Print a dated report with your counting basis written out.
From application to volunteer record in one step.
Publish an application form with your logo, your questions and your areas of service. Review each applicant, then approve them into your roster.
A front door you can share anywhere.
- Your link, your branding. Put it on your website, in a newsletter or at a community event.
- The details you need. Contact information, an emergency contact, the areas they want to serve and their own words.
- Approve to create the record. Approving an applicant creates the volunteer record, with a duplicate check first.
- Nothing sits unseen. New applications show as a count in the app until someone reviews them.
I've managed volunteers for over 10 years at different agencies on various platforms; this is by far my favorite. It meets our program's needs through its various customizations and reports and is extremely user friendly for staff and volunteers.
Georgie N., Volunteer Manager, Development
Read the full review on Capterra
Georgie's agency helped shape Volunteer Ledger during development and uses it at no cost.
Capterra reviews constitute the subjective opinions of individual end users based on their own experiences and do not represent the views of Capterra or its affiliates.
One plan. Everything included.
Nearly every competitor prices by volunteer count. We don't. Your savings grow with your program.
One plan, everything included
Unlimited volunteers, unlimited hours, unlimited users.
Save $70/yr with annual billing.
Launch price, locked in when you subscribe by December 31, 2026.
Standard price: $59.99/mo or $599/yr.
- Unlimited volunteers, hours & mileage
- Unlimited users, with admin, staff & read-only roles
- All reports, print-ready, plus CSV import/export
- Requirement & expiration tracking
- Training records
- Milestone recognition & birthday lists
- Public application form
- Document storage
- Shift scheduling & volunteer self-signup
- Volunteer self-login
- Volunteer email (send to all or by area)
- Scheduled email & expiration reports
- Sign in with Microsoft (single sign-on)
- Optional custom domain
Starts with a free 45-day trial
Start free trialNo credit card to start. No setup fees. After your free 45-day trial, paid plans renew automatically until you cancel. Cancel anytime. Switching between monthly and annual billing is prorated. Your data stays exportable, and a lapsed account becomes read-only. We delete an account only after 12 months read-only, and email you 30 days before.
New trial signups are currently closed. Already a customer? Sign in.
Start your free 45-day trial. Use every feature in the plan. No credit card.
Forty-five days is long enough to import your roster, log real hours, and run a full month of reports, then decide with real data. Create your account in under a minute. If you let the trial lapse, your account simply goes read-only and your data stays viewable and exportable. We delete an account only after 12 months read-only, and email you 30 days before.
Check your email
Your activation link is on the way. It expires in 7 days.
Don't see it in a few minutes? Check your junk or spam folder, or try again.
Already have an account? Sign in
Designed for hospice volunteer workflows. Export your data any time.
Questions coordinators actually ask
Is this part of our EMR?
No. Volunteer Ledger is a separate companion to your EMR, not a module inside it. Your EMR keeps patient records, clinical documentation, and care plans; Volunteer Ledger handles the volunteer program: hours, mileage, areas of service, rosters, recognition, and survey-ready reports. Patient-care volunteering stays in your EMR; everything else lives here.
Do we enter patient data?
No. Volunteer Ledger has no patient fields, and free-text fields carry a reminder not to enter patient information. Patient care stays in your EMR.
Can I import from a spreadsheet?
Yes. Both volunteers and hour entries import from CSV, and the app provides a CSV template for each so you can map your existing spreadsheet quickly. You can be up and running the same day you sign up.
Can I export my data?
Yes, any time. Your records export back out to CSV, and every report has print-ready output for grant applications, annual reports, and surveyors. Your agency owns its data. If your account ever lapses it becomes read-only and you can still export. We delete an account only after 12 months read-only, and email you 30 days before.
What happens after the trial?
If you subscribe, nothing changes; you just keep going. Volunteer Ledger is one plan, with unlimited volunteers, unlimited hours and unlimited users, and every core feature. Launch pricing is $34.99 a month or $349 a year when you subscribe by December 31, 2026, locked in for as long as you stay subscribed. The standard price is $59.99 a month or $599 a year. If you let the trial lapse, your account becomes read-only: you can still sign in, view records, and export your data. We delete an account only after 12 months read-only, and email you 30 days before; activate any time before then to pick up where you left off.
How much does Volunteer Ledger cost?
One plan. Launch pricing is $34.99 a month or $349 a year when you subscribe by December 31, 2026, locked in for as long as you stay subscribed. The standard price is $59.99 a month or $599 a year, so launch pricing is 41% off. Paying annually saves two months either way. Every account includes unlimited volunteers, unlimited hours and unlimited users with admin, staff and read-only roles, all reports with print and CSV export, requirement and expiration tracking, training records, milestone recognition, the public application form, document storage, shift scheduling with volunteer self-signup, email to all active volunteers in one send, scheduled email reports, Microsoft single sign-on and an optional custom domain. Nearly every competitor prices by volunteer count. We don't. Your savings grow with your program.
Can volunteers log their own hours?
Yes, if you turn it on. Volunteer self-login is optional. When it’s on, a volunteer signs in and sees only their own record: they can submit their own hours and mileage, but cannot view other volunteers, reports, or settings. Staff keep full control of records and edits. Leave it off and coordinators enter everything themselves.
Can I track volunteer requirements and expirations?
Yes. Define the requirements your program sets: background checks, TB tests, CPR, driver’s licenses, auto insurance, or your own. Mark each one required or optional. Record each volunteer’s requirements and expiry dates, and Volunteer Ledger derives the status automatically: current, expiring soon, expired, or missing something required. A Requirements page and roster badges show exactly who needs review, and you can run a requirement-expiration report any time. You can also schedule those expiration reports to email themselves, so a lapse never catches you off guard.
Do you make other software for hospices?
Yes. Volunteer Ledger is part of Hospice Apps, a small family of tools for the operational side of hospice care. Care Roster is the agency’s shared contact directory, with on-call schedules and emergency texting to staff, and Personnel Ledger keeps staff files survey-ready, from licenses and certifications to in-service hours and background checks. Not sure which you need? See which app fits your agency, or read about who builds Hospice Apps.
Is there a mobile app?
Yes. Staff and volunteers sign in to the Volunteer Ledger app for iPhone, iPad and Android with the same account they use on the web. Get it on the App Store or Google Play.