Run your volunteer program in one system
For food banks, shelters, schools and community groups: your volunteers, their shifts, hours, paperwork and milestones in one place. The report your board asks for takes a minute, not an afternoon.
- 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 a food pantry, meal delivery or tutoring, hours and mileage, with bulk actions and up to 30 custom fields.
Requirements
Waivers, training, background checks for youth programs and signed agreements, each with its own renewal rule, and one queue of what needs attention.
Reports
Hours, rosters, expirations and the in-kind dollar value of volunteer time for your board and funders. 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 everything, any time.
Set it up in an afternoon, then keep it up as you go
No consultants and no training course: import a spreadsheet or start from scratch.
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 you are asked for
Hours, rosters, milestones and recognition reports are ready to print or export to CSV when your board, a funder or a survey asks.
Fill every shift and event without a phone tree.
Create the shifts you need covered, from a weekly pantry shift to a one-day event, and let volunteers sign up for the ones that fit.
Coverage you can see at a glance.
- Shifts with a headcount. Set the area, the time and how many volunteers it needs, once or as a repeating series.
- Volunteers claim their own. Volunteers with a login see the open shifts they can fill and sign up themselves. Full shifts close on their own.
- The gaps before the day. Week, month and list views show what is filled and what is still short.
- Shift reminders. Turn on reminder emails and assigned volunteers hear about their shift beforehand.
Volunteers log their own hours, so you stop chasing sign-in sheets.
Turn on volunteer sign-in and each volunteer gets a simple page to record their time, area and mileage. Staff 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. Every entry lands in the right program for your reports.
- Staff entry stays open. Coordinators can enter hours for anyone, or import them from a spreadsheet.
Know who is cleared to serve, and who needs a renewal.
Waivers, training, background checks for youth programs and signed agreements each follow their own renewal rule, and one review queue shows what needs attention.
One queue instead of a folder 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.
The numbers your board and funders ask for, sent on schedule.
Hours by program and by volunteer, rosters and the in-kind value of volunteer time. Run them any time, or have them emailed each month.
Run a report once, or schedule it.
- In-kind value. The dollar value of volunteer time, at the rates your organization sets.
- Hours by program. Totals by area, by volunteer, or line by line for any date range.
- Scheduled reports. Name a report, pick the month or quarter, and it is emailed to your director and board.
- Print or export. Print-ready pages on your letterhead, or CSV with every line.
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, and no per-volunteer fees
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 and mileage
- Unlimited users, with admin, staff and read-only roles
- Every report, with print and CSV export
- Requirement tracking and expiration alerts
- Milestone recognition and birthday lists
- Public application form and document storage
- Training records
- Shift scheduling and volunteer self-signup
- Email all active volunteers in one send
- Scheduled email reports
- Microsoft single sign-on
- Optional custom domain
Start with a free 45-day trial: every feature in the plan, no credit card required. After the trial, paid plans renew automatically until you cancel. Cancel anytime. A lapsed account becomes read-only, never deleted.
Start your free 45-day trial. Use every feature in the plan. No credit card.
Long enough to import your roster, log real hours and run a full month of reports, then decide with real data. If the trial lapses your account simply goes read-only. Your data is never deleted.
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Questions people ask first
Is Volunteer Ledger only for hospices?
No. It started with hospice volunteer programs, and the same core runs any program built on volunteers: museums and arts groups, food banks, shelters, and more. Choose your kind of organization when you start, and the wording and starting requirements fit your field.
Can volunteers log their own hours?
Yes, if you turn it on. A volunteer signs in and sees only their own record, where they submit their hours and mileage. They can’t see other volunteers, reports or settings. Leave it off and staff enter everything.
Can I bring over my spreadsheet?
Yes. Volunteers and hour entries import from CSV, with a template for each, and the import shows every row before it writes anything. Everything exports back out to CSV any time. Your organization owns its data.
Does it work with Microsoft 365?
Yes. Staff can sign in with Microsoft, and once you connect Microsoft 365, user accounts can be created from your Microsoft groups and switched off when someone leaves them.
What happens after the trial?
If you subscribe, nothing changes; you keep going with the same data. If you don’t, the account becomes read-only: you can still sign in, view your records and export them.
More answers for hospices: the hospice FAQ.