Scheduling by group text
Shifts get filled one reply at a time, and nobody is sure who said yes to what.
Hours lost every weekHibox Volunteer Management
Nonprofit volunteer management software that fills every shift.
Recruit, schedule, screen, and thank volunteers in one place, for any organization that runs on volunteers. Volunteers log in to sign up for shifts, see where they are needed, and add their own hours, so your coordinator gets hours back every week.
Volunteer accounts always free
Self service volunteer portal
Automatic shift reminders
Free setup help and staff training
ShiftsVolunteersHoursScreeningReports
94%Shifts filled
312Hours this week
6Hours to approve
Food drive packingSat 9 AM8 of 8
Shelter dog walkingTue 4 PM6 of 6
Delivery driversSat 10 AM3 of 5
Welcome tableSun 12 PM1 of 3
Reminders sent to 42 volunteersInvite volunteers
Built for
Food banks and pantries
Animal shelters
Hospitals and health
Senior services
Youth programs
Environmental groups
Community events
Faith based groups
and more
The Problem
Your volunteers want to help.
Coordinating them is a full time job.
Most volunteer programs run on sign up sheets, group texts, and a spreadsheet only one person understands. Shifts go unfilled, hours go unrecorded, and the impact of your volunteers never shows up in a report.
No shows and last minute gaps
Without reminders, volunteers forget, and your team scrambles to cover the shift.
Programs left short handedHours that never get logged
Paper sign in sheets get lost, and hours worked off site are never recorded at all.
Impact you cannot countBackground checks in a spreadsheet
Expired checks and certifications are easy to miss until someone asks to see them.
A risk you cannot affordOnboarding by email
New volunteers wait for forms, policies, and training links, and some never come back.
Eager helpers lost earlyImpact nobody can see
Funders and boards want volunteer hours and value, but the numbers are scattered everywhere.
Reports take daysInside Volunteer Management
Everything you need to run a volunteer program,
from first sign up to thank you.
Hibox combines volunteer scheduling software, volunteer hour tracking, and screening in one place for every volunteer, every shift, and every hour. Pick a feature to take a closer look.
Online sign up forms
Build your own volunteer sign up forms and share the link anywhere. New volunteers register themselves, and every answer goes straight into their volunteer record with no manual data entry.
- Your own questions, interests, and skills
- Availability and preferred roles
- Waivers and policy agreements signed online
- Answers saved to the volunteer record
Become a volunteer · Northside Community Services
Rosa Diaz
(515) 555 0142
I'm interested in
Food pantryAnimal shelterEvents
Weekday afternoons, Saturday mornings
Join Our Volunteer Team
Volunteer shift scheduling
Build shifts for programs, events, and ongoing activities, with roles, spots, and requirements for each one. Our volunteer scheduling software handles recurring shifts and one time events.
- Recurring and one time shifts
- Roles and number of spots
- Requirements like background checks
- Waitlists when shifts are full
| Tue | Thu | Sat | |
|---|---|---|---|
| Senior visits | 6 of 6 | 5 of 6 | |
| Food pantry | 4 of 4 | 2 of 4 | 8 of 8 |
| Drivers | 3 of 3 | 3 of 5 | |
| Welcome table | 1 of 3 |
Senior visitsBackground check and orientation requiredRule
Welcome table on Saturday needs 2 more volunteers
Send Open Shifts to Volunteers
Hours from every source
Volunteers check in and out for shifts, or add hours they worked off site. Every hour is tagged to a program, session, and grant, so reporting to funders takes minutes instead of days.
- Check in and out on a shared tablet or phone
- Manual hours submitted by volunteers
- One click approval for coordinators
- Hours tagged by program, session, and grant
Manual hours submitted this week
RDRosa Diaz2.5 hrs · Senior Visits · United WayApprove
JTJames Tran4 hrs · Fall Festival · General fundApprove
KBKim Bell1 hr · Food Pantry · Tue sessionApprove
312Hours this week
268From check ins
44Manual
6To approve
Reminders that cut no shows
Hibox sends automatic reminders before every shift, and volunteers can confirm or cancel so you know about gaps early.
- Automatic reminders by text and email
- Confirm or cancel with a reply
- Open spot alerts to eligible volunteers
- Thank you messages after each shift
Sent Friday at 5 PM to 8 volunteers
Hi Rosa! Reminder: Food drive packing tomorrow, 9 AM at Northside Center. Reply YES to confirm or NO if you can't make it.
Open spot sent to 12 eligible volunteers
Background checks and certifications
Track background check status, expiration dates, and required certifications for every volunteer, with reminders before anything lapses.
- Background check status and dates
- Certifications and licenses by role
- Reminders before anything expires
- Volunteers blocked from shifts until cleared
Volunteers in roles that need screening
Rosa Diaz · background checkCleared
James Tran · background checkExpires Nov 12
Kim Bell · CPR certificationExpires Dec 1
Alex Moore · background checkPending
Alex can't sign up for screened shifts until cleared
Onboarding that keeps volunteers
Guide every new volunteer through orientation, training, and policy sign off, and see exactly who is ready to serve.
- Step by step onboarding checklists
- Orientation and training assigned automatically
- Policy acknowledgments signed online
- Progress tracked for every volunteer
Alex Moore · Started Oct 12
Sign up formDone
Volunteer policies signedDone
Orientation courseDone
Background checkWaiting
Ready to serve75%
The right volunteer for every shift
Hibox suggests volunteers for each shift based on their skills, availability, certifications, and interests, so you can fill gaps fast.
- Match by skills and interests
- Respects availability and preferences
- Checks certifications and screening
- Invite suggested volunteers in one click
Thursday 3:30 PM · 1 spot open
KBKim BellFree Thursdays · retired nurseBest match
RDRosa DiazCleared · orientation doneGood match
JTJames TranCheck expiring soonNeeds update
Invite Kim and Rosa
Volunteer Portal
Volunteers log in and help themselves.
Every volunteer gets their own free login. They can sign up for shifts, see what they are signed up for, and add hours they worked, all from their phone. Your coordinator stops answering the same texts.
Rosa Diaz · VolunteerFind a shift
9 open near youThis week
📦
Food drive packingSat 9 AM to 12 PM · 2 spots
Sign up🤝
Senior visitTue 2 PM · 1 spot
Sign up🎉
Fall festival boothOct 31 · 4 PM · 4 spots
Sign upFilter by Skill or Day
1
Sign up for shifts
Volunteers browse open shifts and claim a spot in one tap. Only shifts they qualify for are shown.
Rosa Diaz · VolunteerMy shifts
3 upcoming36 hrs this year
📅
Food drive packingSat, Oct 25 · 9 AM
Confirmed📅
Senior visitTue, Oct 28 · 2 PM
Confirmed📅
Fall festival boothFri, Oct 31 · 4 PM
SwapAdd to My Calendar
2
See what they signed up for
Every upcoming shift in one list, with times, locations, and reminders before each one.
Rosa Diaz · VolunteerAdd my hours
Worked off site?Log it here
📅
DateWed, Oct 22
Edit⏱
Hours2.5 hours
Edit📝
ActivityMade care kits at home
EditSubmit for Approval
3
Add their own hours
Volunteers log hours worked off site or outside a shift. Coordinators approve them with one click.
Volunteer Reporting
Show the true value of every volunteer hour.
Hibox is volunteer tracking software that counts every hour. Hours from shifts, check ins, and manual entries are tracked by program, session, and grant, so volunteer reports for funders, boards, and annual reports are ready when you need them.
Volunteer impact reportAll programs · 2026
↓ Export PDF186Active volunteers
9,420Hours given
$312KValue of time
71%Came back this year
By programBy sessionBy grantBy volunteer
Hours by program
Food pantry4,120 hrs
Senior companions2,910 hrs
Community events2,390 hrs
Hours by grant · counts toward in kind match
United Way · Food Security1,840 hrs
Community Foundation · Senior Services960 hrs
County Parks · Green Spaces620 hrs
Hours by program, session, and grant
Value of volunteer time
Retention and engagement
Shift fill rates
Screening and compliance
Part of Hibox
Even more powerful with the rest of Hibox
Volunteer Management works great on its own, and it shares the same people and data with every other Hibox module.
Program Management
Volunteers help in your programs, with shifts and hours tied to each one.
Learn more →Fundraising
Volunteers are often your best future donors, on the same record.
Learn more →Grant Management
Volunteer hours can count as in kind match for grants.
Learn more →Staff Central
Staff and volunteer schedules side by side.
Learn more →Project Management
Plan events and drives with volunteer roles built in.
Learn more →Learning and Compliance
Assign orientation and required training, and track certifications for every volunteer.
Learn more →Included resource
Nonprofit Training Catalog
Ready made courses for volunteers, including orientation, safety, and working with the people you serve.
Getting Started
Your volunteers signing up in 2 to 10 business days
Setup time depends on how complex your program is. Hibox staff help with setup and train your team at no additional cost.
1
Book a 30 minute demo
See Volunteer Management with examples from programs like yours.
2
We build your sign up
Hibox staff set up your sign up forms, roles, shifts, and screening steps.
3
We bring in your volunteers
We import your current volunteer list and hours from spreadsheets or your old system.
4
We train your team
Coordinators learn Hibox at no additional cost, and volunteers get a simple login.
Pricing
Nonprofit volunteer management software priced for nonprofits
Unlimited volunteers on every plan, and volunteer accounts are always free. You only pay for the staff who manage them.
Starter
$39/month
For small teams with 1 to 5 staff users
- Unlimited volunteers
- Up to 5 staff users
- Volunteer registration
- Attendance and time tracking
- Automated volunteer reminders
- Volunteer self registration
- Background check tracking
- 5 GB file storage
Most Popular
Pro
$99/month
For growing teams with 6 to 15 staff users
- Everything in Starter, plus:
- Up to 15 staff users
- Initial volunteer data import
- Outcomes and impact reporting
- Volunteer onboarding
- Certification and licensing tracking
- 25 GB file storage
Enterprise
Talk to Sales
For larger teams with 16 or more staff users
- Everything in Pro, plus:
- Unlimited staff users
- Premium support
- Up to 1 TB file storage
Best value
Get Volunteer Management in the All in One Bundle
Add Program Management, Fundraising, Grants, Staff Central, and more. All 9 Hibox modules start at $299 a month.
Save about 15% with annual billing. Volunteer and board accounts are always free. Book a 30 minute demo.
FAQ
Questions about nonprofit volunteer management software
What is nonprofit volunteer management software?
Nonprofit volunteer management software helps organizations recruit, schedule, screen, and track volunteers in one place. It replaces sign up sheets, group texts, and spreadsheets with online sign up forms, shift scheduling, automatic reminders, hour tracking, and volunteer reports. Hibox Volunteer Management is built for nonprofits and connects to the rest of Hibox.
Can volunteers sign up for shifts themselves?
Yes. Every volunteer gets a free login to the volunteer portal. They can browse open shifts they qualify for and sign up in one tap, see every shift they are signed up for, and swap or cancel if plans change.
Can volunteers add their own hours?
Yes. Volunteers can log hours they worked off site or outside a scheduled shift from the volunteer portal. Coordinators review and approve those manual hours with one click, and approved hours are added to your reports.
How does volunteer hour tracking work?
Hours come from three places: volunteers checking in and out of shifts, manual hours submitted through the volunteer portal, and hours coordinators enter for them. Everything is tracked by volunteer, program, and event, and Hibox can calculate the value of volunteer time for grant match and annual reports.
Does Hibox track background checks and certifications?
Yes. Hibox tracks background check status, expiration dates, and required certifications for each volunteer, sends reminders before anything expires, and can keep volunteers out of shifts that require a check until they are cleared.
Do volunteer accounts cost extra?
No. Volunteer accounts are always free, and you can have unlimited volunteers on every plan. You only pay for the staff users who manage your volunteer program.
Does Hibox send shift reminders?
Yes. Hibox sends automatic reminders by text and email before each shift. Volunteers can confirm or cancel with a reply, and open spots can be sent to other eligible volunteers.
How much does Hibox Volunteer Management cost?
Hibox Volunteer Management is $39 per month for up to 5 staff users and $99 per month for up to 15 staff users, with unlimited volunteers on every plan. Larger teams can talk to sales about Enterprise pricing. Hibox staff help with setup and staff training at no additional cost.
Ready When You Are
Spend less time coordinating
and more time thanking volunteers.
See how Hibox Volunteer Management fills every shift and counts every hour, in a 30 minute demo.
Free volunteer accountsUnlimited volunteersFree setup and staff training
