VoltrakOnLine -- Volunteer Management Made Easy

 One of a Non-Profit Organization’s (NPO) biggest asset is its volunteers. They are the dedicated people who donate time to keep the organization afloat.  Many charities today depend on volunteers that donate time each week to assist in the office or in specific projects.

Like any asset, volunteer management is a vital part of managing the organization.  Scheduling when someone is to work, working around volunteer’s work or vacation schedule can be problematic for your volunteer coordinator.  Making sure the volunteers know their schedule and they will make the commitment is vital. 

Introducing VTOnline!

Now there is a simple solution for managing your volunteers, and it’s as simple as browsing the Internet.  VTOnline is an online volunteer management system that allows you and your volunteers to share information, schedules, etc. all with a click of a mouse.  Want to know who is scheduled for work tomorrow.  Click on the calendar and look.  When a volunteer needs to change his/her hours, no problem; they can make the change in the middle of the night.

Online, For You and For Your Volunteers

 VTOnline is designed to be a full featured, web application designed to allow the NPO and their volunteers to access the volunteer management system. 

 Imagine having the ability to communicate with your clients via the Internet.  Yes, we have email but sometimes that is not enough.   There are meetings to announce, schedules to tend and notifications to get out.  All this takes time, time that could be spent doing other projects.

 VTOnline automates much of that process.  When you need to hold a meeting for all volunteers, simply schedule the meeting, and press “announce”.  An email goes out to each volunteer saying there has been a meeting scheduled. 

Many charities run on volunteer staffing.  People commit to spend a few hours helping.  Tasks include scheduling who is working, making sure the positions are staffed, and not over staffed, and making sure the people remember to show all take time in the volunteer coordinators day.   The “staffing calendar” usually ends up hung on an office or beak room wall where the volunteers can mark their time.  By the end of the month, that calendar may look pretty raged.  Read on to learn how VTOnline puts all that information on your computer, anywhere there is Internet access!

 Work Scheduling

 VTOnline’s principal feature is the work scheduling function.  Many NPO’S rely heavily on volunteers to staff positions and fulfill vital roles in the running of the operation.  Staffing these positions can sometimes be a headache.  Volunteers sometimes forget the schedule, or worse yet don’t show because they forgot they had made a commitment.  VTOnline solves that problem in two ways, online scheduling and email notification. 

 Online Scheduling allows everyone to share the schedule calendar on the web.  When a volunteer wants to know when (s)he works next,  they simply log into the system and look at the schedule.  If they need to make changes, they can make the changes on the system and they are available for everyone to see.  Optionally, the Volunteer coordinator can be notified by email when a volunteer makes a schedule change.  If a volunteer needs to make arrangements for a schedule change, they can arrange with another volunteer to cover the need without getting the coordinator involved.

 Email Notification is the other half to online scheduling.  One to five days (settable by NPO) before a volunteer has committed to work, an email is sent to the volunteer. They can even send it to their wireless phone.  They are reminded of their commitment and absenteeism due to forgetting will drop.

Meeting Scheduling

Scheduling a meeting?   Set up the meeting as an event!  Once all the information has been entered, click “announce”, and a formal announcement is sent to all volunteer’s standard email account.

Once the volunteer receives the email, they can log into the system and indicate they are going to attend.  When the meeting rolls around, the meeting coordinator pulls a roster and knows who plans on attending.  If plans change, you have a list of all that planned to attend and can make necessary the necessary arrangements to contact them.

Document Library (in planning)

 Does your NPO have policies and procedures manuals?  How do you share them with your volunteers?  With VTOnline’s Document library, all those documents can be stored on the Internet for all to share. 

More to come

There are other features besides these.  Five Gulf is also committed to add what our users need.  We encourage the user community to express their needs so we can build a better product.  We treat our customers as family.

 Cost

The cost of VolunteerTrak is $175.00 / month per NPO site.  If billed quarterly, it’s $160.00  / month, or $480.00 per billing cycle.  Annual billing is at $150.00 per month, or $1800.00 per billing cycle.  This cost covers up to 500 volunteers per NPO that subscribe to the system.  For charities over 500 volunteers the cost increases $5.00 for each 100 volunteer increment.  There is an initial $100.00 set up fee. 

No Risk

We offer a no-risk trial period of VTOnline. Your first bill is due 45 days after starting with the service.  If you don’t think it is cost effective, just write cancel on the bill and you are free of any obligation.