VolunteerHub Features

VolunteerHub is designed to be your assistant volunteer coordinator, automating nitty-gritty, time-consuming everyday tasks and allowing you to focus on the big picture. We eliminate the telephone and email bottlenecks faced by many volunteer-driven organizations by empowering volunteers to sign-up with your organization, register for events, and update contact information without interaction on your part, freeing your time for meaningful contact, fundraising, and other important tasks. All of this is provided through a carefully designed interface that is simple to use, yet amazingly powerful.

Online Event Registration

VolunteerHub’s offers extensive support for event publication and automated registration.

Event Publication

VolunteerHub acts as your organization’s public events calendar. Adding events to your calendar is as simple as filling in a few details on a form, and, within seconds, your events are published to the web.

• Allows use of colors, fonts, images, and hyperlinks to create attractive event listings that appeal to volunteers.
• Displays an interactive map of each event’s location.
• Includes an email contact for each event.

Volunteer Event Registration

With VolunteerHub, automating event registration is as simple as checking a single box. We also offer a wide range of controls that enables the volunteer coordinator to dictate precisely who can attend a specific event, if desired.

• Regulates the number of volunteers signed up for an event.
• Allow volunteers to bring guests, setting a limit on how many guests each volunteer can bring.
• Specify whether volunteers can waitlist if the event is full.
• Prevent surprises by blocking registrations or cancellations within a few hours of the event.
• Review and modify event registration at any time from any computer with Internet access.
• Send email updates to registered users.
• Record who showed up for the event.
• Track volunteer hours contributed by each attendee.

From the volunteer’s perspective, event registration is very simple and straightforward. A button on your website links volunteers to your VolunteerHub event calendar, where they select an event and click its “Sign Up” button. For new users, VolunteerHub collects the volunteer’s contact information. For existing users, the volunteer’s username and password completes the registration. That’s it! Cancellations are just as easy: the volunteer simply selects the event from a list and clicks “Cancel.”

Volunteer Group Event Registration

In addition to its flexible volunteer registration capabilities, VolunteerHub has the capability to automate group-based event registrations.

• For simple tracking, the coordinator can simply create a volunteer group, manually register it for an event, and specify the number of volunteers expected from that group.
• For more detailed tracking, VolunteerHub can allow you to track group membership down to individual volunteers, create group reservations for events, and collaborate with group coordinators.
• VolunteerHub also allows you to delegate management to each group’s coordinator, who can then post events and monitor registration directly, if desired.

Volunteer Management

VolunteerHub gives administrators a variety of ways to view and update event, volunteer, and event registration information.

Easy Communication

• Email individual volunteers.
• Email groups of volunteers.
• Email all volunteers registered for a certain event.
• Email all volunteers who have worked on a certain project.
• Send emails that include attachments.

Volunteers Update Their Own Information

VolunteerHub helps to reduce the time it takes volunteer coordinators to maintain up-to-date volunteer records.

• Volunteers can update their own contact information at any time.
• Every 30 days, volunteers are prompted to review and update their information.

Customizable User Forms

Your organization is unique, so the information you collect from volunteers may differ from other organizations. VolunteerHub’s user form is editable, allowing you to fully customize what data you want to track for your volunteers.

• In just a few minutes, the volunteer coordinator can create a customized user form.
• Each field can collect a specific type of data (name, mailing address, phone number, and so on).
• Each form field can be set as required or optional.
• When required fields are added to the form, volunteers are prompted to update their record the next time they sign in to the system.

Fine-Grained Security Controls

VolunteerHub employs a flexible and detailed security system that allows volunteer coordinators to custom-tailor exactly who has access to each part of the system.

• Security permissions can be used to divide the workload between assistants or 3rd party group coordinators.
• Permissions can be assigned to volunteers or groups of volunteers.
• VolunteerHub staff is available to help you determine the best security policy for your organization.

Reporting

A variety of standard reports are available for analyzing the volunteer data that is collected by VolunteerHub:

• Volunteer Rosters
• Sign-up Sheets
• Registration History (by Event)
• Registration History (by User)

Each report can be previewed on-screen, printed, or exported to a variety of formats:

• Excel (.xls)
• Adobe Acrobat (.pdf)
• Comma Delimited Text File (.csv)
• Tagged Image File Format (.tif)
• Web Archive (.hta)
• Extensible Markup Language (.xml)

Why is VolunteerHub Different?

We know that you can choose from a wide variety of volunteer management systems. Here’s how we separate ourselves from the others.

Training and Technical Support

Training and normal technical support is provided during business hours at no extra charge. Emergency technical support is provided 24 hours a day at no extra charge.

Detailed Group Management

VolunteerHub was designed from the beginning to process very large numbers of volunteers and events. To help organize your data, we offer the ability to group users and events in much the same way you organize your data files into folders. VolunteerHub even goes a step further by allowing users to self-organize into groups, either by selecting those groups from a list or by entering a “Join Code” designated by the volunteer coordinator.

Web-Based

Unlike some management systems, VolunteerHub is fully web-based.

• VolunteerHub is accessible from anywhere.
• VolunteerHub is accessible from Windows, Macintosh, or Linux.
• VolunteerHub is accessible via Internet Explorer, Firefox, or any other browser.
• Volunteers can “interact” with the organization outside of normal business hours.
• Both volunteers and coordinators have access to real-time data.
• There is no client software to install, upgrade, or maintain.
• There is no server hardware or software to install, upgrade, backup, or maintain.
• There is no initial investment—pay as you go.
• New features and bug fixes become available instantly, without installing patches or fixes.
• There is no “per client” licensing fee. The number of simultaneous users is unlimited.

Scaled Subscription Model

VolunteerHub’s pricing model grows as you do, starting from $19.95 per month for our basic system with less than 50 volunteers.

Familiar User Interface

VolunteerHub is modeled after software packages you may already be familiar with, such as Microsoft Outlook or Macintosh Mail. As a result, its learning curve remains gentle for both you and your volunteers.

Reliability, Security, and Privacy

VolunteerHub goes to extremes to insure that your data is securely protected and accessible when you need it, where you need it.

Dual Stage Data Protection

VolunteerHub’s servers employ two stages of data backup. The first is a real-time “mirror” of your data: In the event of a hard drive failure, other hard drives take over and pick up the slack until the problem can be resolved. If such a failure occurs, it won’t even be noticed by you or your volunteers. The second stage of data backup protects against catastrophic failure by securely copying all data to an offsite location on a daily basis.

Reliability

VolunteerHub’s servers are hosted by a dedicated co-location facility, staffed 24 hours a day by fully qualified technicians.

• All servers are actively monitored 24 hours/day.
• Two 25 Ton APC Climate Control Units provide cooling and humidity control.
• An 850 kW Holt diesel generator keeps our servers and critical network infrastructure running in case of power interruption.
• Redundant Internet connectivity is simultaneously provided by ICG, Time Warner Telecom, Ameritech, Time Warner Cable, Qwest Communications, Cogent Communications, and XO Communications.

Security

We take the security of your organization’s data seriously.

• Axis network surveillance cameras cover every square foot of the datacenter.
• Card access is required to enter all outside and internal entrances.
• Servers are located on the second floor to restrict ground level access to windows or vents.
• Our servers are protected by the strongest firewall technology in the industry.