Run your volunteer program without chasing spreadsheets.
Track volunteers, hours, mileage, service areas, credentials, and milestones in one clean system — plus the Medicare 5% level-of-activity and survey-ready reports hospice programs need. Built for hospice, home health, and care teams, with no patient data.
- Medicare 5% level-of-activity built in
- No patient data stored
- Free 45-day trial, no credit card
Your volunteers are already serving. The paperwork shouldn't take over.
Volunteer coordinators shouldn't have to rebuild rosters, service-area totals, mileage summaries, and recognition lists from scattered spreadsheets.
Hours live in too many places
Paper logs, emails, spreadsheets, and a coordinator's notes — every separate place an hour lands becomes cleanup work when someone finally needs a total.
Reports take too long to build
Board summaries, grant numbers, and survey figures get requested again and again, and each one means rebuilding the same totals from scratch.
Service areas are hard to summarize
Pet therapy, auxiliary, veteran outreach — without a system, totaling hours by program means filtering and re-adding by hand every time.
Recognition moments get missed
A volunteer crosses 500 hours or a tenth year of service and nobody notices until long after the recognition banquet has passed.
One simple system for volunteers, hours, mileage, and service areas.
The same records flow from a volunteer's profile straight through to a finished report — no rekeying, no rebuilding, no spreadsheet to comb.
1 · Add volunteer profiles
Build your roster by hand or import it from CSV — your existing spreadsheet comes with you.
2 · Assign areas of service
Set up your own programs — pet therapy, auxiliary, veteran outreach — and tag every hour to the right one.
3 · Log time-in / time-out or direct hours
Enter clock in/out or a flat total, with optional mileage — fast, even on a phone.
4 · Track mileage when enabled
Turn mileage on per agency and it rides along on every entry, ready to total by volunteer or area.
5 · Filter by date, volunteer, or area
Slice the whole program by any date range, volunteer, or service area in seconds.
6 · Preserve history when volunteers go inactive
Deactivate a volunteer without losing a single hour — their record and totals stay intact.
Your EMR handles patient care. Volunteer Ledger handles the volunteer program.
Patient-care volunteering belongs in your EMR. The rest of your volunteer program — the part that ends up in spreadsheets — belongs here.
Your EMR keeps doing this
- Patient records
- Clinical documentation
- Care plans
- Clinical compliance workflows
Volunteer Ledger handles the rest
- Volunteer hours
- Mileage
- Service areas
- Rosters
- Recognition
- Medicare 5% & cost-savings reports
- Board-ready reports
Reports ready for boards, grants, surveys, and leadership.
Create the figures leadership keeps asking for — without rebuilding the same spreadsheet every month.
Every report your program needs
Pick a report, set a date range, and export or print — no formulas, no copy-paste.
- Hours Summary
- Volunteer Roster
- Individual Volunteer report
- Recognition report
- Credential Expiration report
- Medicare 5% (level of activity) report
- Cost Savings (in-kind value) report
- CSV export and print / PDF layouts
- Saved report presets
Reports that send themselves
On the Complete plan, schedule any report to email itself monthly or quarterly to the people who need it — with smart date ranges, so the numbers land in their inbox before anyone has to ask.
The Medicare 5% rule, tracked for you.
42 CFR §418.78(e) requires volunteer hours to total at least 5% of paid patient-care hours. Volunteer Ledger turns that into a report instead of a spreadsheet project.
Your percentage, every period
Volunteer Ledger already holds the volunteer hours. Enter one number — total paid patient-care hours from payroll — and see your percentage against the 5% minimum, period by period. No patient data involved.
The counting rules, built in
Only direct patient and family care and day-to-day administrative hours count toward the 5% — fundraising, development, and board service don't. Mark each area of service once and the report applies the rule automatically.
Cost-savings documentation too
The companion §418.78(d) report documents positions, work time, and the estimated dollar value of volunteer hours at your rates — the in-kind figure surveyors, boards, and grant applications ask for.
New to the requirements? Read the plain-language hospice volunteer compliance guide.
See your agency's Medicare 5% number — and every survey-ready report — during the free trial.
Start your free 45-day trialNever miss a volunteer milestone again.
Track lifetime hours, years of service, and recognition milestones automatically, so appreciation doesn't depend on someone remembering to check a spreadsheet.
- Configurable tiers — 50, 100, 250, 500, 1,000 hours and service-year marks, or your own
- Recently reached and closest to a milestone, right on the Reports page
- A recognition report by year — your banquet list, ready to print
Track every credential — and catch expirations before they lapse.
Background checks, TB tests, CPR, driver’s licenses, auto insurance — define what your program requires, and Volunteer Ledger keeps an eye on every expiration date so nothing slips past an audit.
Know who’s ready — and who’s coming due
Set up the credentials you track once, record what each volunteer has on file, and the status takes care of itself.
- Define your own credential list — start from presets or add your own, each marked required or optional
- Status that updates itself — current, expiring soon, expired, or missing required — derived from each expiry date, never tracked by hand
- A Credentials page and roster badges flag exactly who needs review, so nothing lapses unnoticed
- Expiration reports on every plan — and on Complete, schedule them to email automatically before anything is due
Let volunteers log their own hours — without giving them access to everything.
Turn on a scoped volunteer portal when you're ready. Volunteers submit their own hours and mileage and see nothing else — staff keep full control of records, edits, and reports.
Optional, per agency
Off by default. Switch it on only when your program is ready for volunteers to enter their own time.
Scoped to their own entry
A volunteer sees only their own hour-entry form and their own recent entries — never other volunteers, reports, or settings.
Hours and mileage
Volunteers can log time and mileage themselves, cutting the data entry that lands on coordinators.
Staff stay in control
Records, edits, recognition, and reports stay with your staff. Self-login adds entry, not access.
Built for real volunteer coordination work.
The controls a coordinator needs to trust the system with the whole program — no IT project required.
Areas of service
Define your own programs and tag every hour, so service-area totals are always one click away.
User roles
Admin, staff, and read-only access so the right people can edit and the rest can simply view.
Import & export
Bring volunteers and hours in from CSV and export everything back out anytime — your data is never locked in.
Audit trail
Every record keeps who created and last changed it, with a timestamp, for clean accountability.
Custom settings
Set milestone tiers, service areas, and recognition thresholds to match how your program actually runs.
Email configuration
Send reports and account email from your own address so they look like they came from your agency.
Two simple plans. Pick the one that matches your team.
No per-volunteer fees. Essential is built for a single coordinator; Complete adds your whole team, Microsoft single sign-on, scheduled email reports, and volunteer self-login.
or $199/yr — save ~2 months
Built for a single coordinator.
- 1 user
- Volunteer registry
- Hours & mileage tracking
- Credential & expiration tracking
- All reports + CSV import/export
Starts with a free 45-day trial
Start free trialor $349/yr — save ~2 months
Your whole team.
- Everything in Essential
- Unlimited users
- Admin, staff & read-only roles
- Sign in with Microsoft (single sign-on)
- Scheduled email & expiration reports
- Volunteer self-login
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 each month until you cancel. Cancel anytime — your data stays exportable, and a lapsed account becomes read-only, never deleted.
New trial signups are currently closed. Already a customer? Sign in.
Start your free 45-day trial. Use the whole product. 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 agency workspace in under a minute; if you let the trial lapse, your account simply goes read-only and your data is never deleted.
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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, service areas, rosters, recognition, and board-ready reports. Patient-care volunteering stays in your EMR; everything else lives here.
Do we enter patient data?
Never — by design. Volunteer Ledger is designed for volunteer program data, not patient charts. There are no patient fields, no visit records, and nowhere to link a volunteer hour to a patient. Free-text fields carry a visible reminder to never enter patient information. Keep patient care details in your existing systems; Volunteer Ledger handles volunteer hours, service areas, reporting, and recognition.
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. Everything exports 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, but nothing is deleted and you can still export.
What happens after the trial?
If you subscribe — pick Essential at $19.99/mo for one coordinator or Complete at $34.99/mo for your whole team — nothing changes; you just keep going. If you let the trial lapse, your account becomes read-only: you can still sign in, view records, and export your data. Nothing is deleted, and you can activate any time to pick up where you left off.
Which plan should I choose?
If one coordinator runs the program, Essential ($19.99/mo or $199/yr) gives that single user unlimited volunteers and hours, all reports, volunteer credential and expiration tracking, milestone recognition, and CSV import/export. If you want your whole team in — multiple staff with admin, staff, and read-only roles, sign-in with Microsoft (single sign-on), shared access, and scheduled email reports that send themselves, including credential-expiration alerts — pick Complete ($34.99/mo or $349/yr). There are no per-volunteer fees either way.
Can volunteers log their own hours?
Yes, if you turn it on — volunteer self-login is optional per agency. When enabled, a volunteer signs in to a scoped portal and sees only their own entry form: 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 credentials and expirations?
Yes. Define the credentials your program requires — background checks, TB tests, CPR, driver’s licenses, auto insurance, or your own — and mark each one required or optional. Record each volunteer’s credentials and expiry dates, and Volunteer Ledger derives the status automatically: current, expiring soon, expired, or missing a required credential. A Credentials page and roster badges show exactly who needs review, and you can run a credential-expiration report on any plan. On the Complete plan, schedule those expiration reports to email themselves so a lapse never catches you off guard.