Recruit, engage and manage volunteers from one integrated platform
Smart Source Volunteer Management System helps charities, social service agencies and community organisations manage volunteer registration, profiles, opportunities, scheduling, attendance, service hours, communications and reporting through one secure cloud-based platform.
- Volunteer registration and onboarding
- Opportunity and schedule management
- Attendance and service-hour tracking
- Communications and reporting
Complete Volunteer Lifecycle Management
Manage volunteers from registration and approval through onboarding, activity assignment, attendance, engagement and recognition.
- Individual and corporate volunteers
- Skills, interests and availability
- Activity assignment and scheduling
- Attendance and service-hour tracking
- Communication and engagement history
One trusted view of every volunteer
Replace spreadsheets, manual attendance sheets and disconnected communication records with an integrated volunteer management system. Smart Source VMS centralises volunteer profiles, availability, skills, interests, opportunities, attendance, training, documents and engagement history.
- Maintain profiles for individual and corporate volunteers.
- Record volunteer interests, skills, availability and preferences.
- Track applications, approvals, onboarding and volunteer status.
- Assign volunteers to suitable activities, opportunities and events.
- Maintain attendance, service hours, training and communication history.
NCSS Green Lane funding may be available
Eligible Social Service Agencies may receive support under the NCSS Transformation Sustainability Scheme for qualifying Green Lane volunteer management enhancement projects.
Our team can assist with requirements scoping, solution documentation, quotation preparation, implementation planning, configuration, data migration, training and post-go-live support.
Smart Source Volunteer Management System is not presented as an NCSS pre-approved solution. NCSS currently lists Volunteer Management Solution enhancements under the Green Lane pathway. Funding is subject to the proposed project scope, agency eligibility, prevailing funding limits, assessment and formal approval by NCSS. Please refer to the official NCSS website for current requirements.
Everything needed to manage volunteers and opportunities
Smart Source VMS connects volunteer profiles, registration, opportunities, schedules, attendance, communications, training, documents and analytics within one integrated solution.
360-Degree Volunteer Profiles
View personal details, skills, interests, availability, preferences, activities, attendance, service hours, training, documents and communication history from one profile.
Registration and Applications
Capture volunteer applications through configurable forms and manage registration, consent, approval and onboarding processes.
Approval and Onboarding
Use structured workflows to review applications, request documents, assign onboarding activities and activate approved volunteers.
Segmentation and Tagging
Categorise volunteers by skills, interests, availability, location, experience, demographics, status and other relevant attributes.
Volunteer Opportunities
Create opportunities with dates, locations, roles, required skills, available slots, duties, eligibility and registration periods.
Volunteer Matching
Match volunteers to suitable roles and opportunities using their interests, skills, experience, location and availability.
Scheduling and Calendar
View volunteer activities through calendar and schedule views, assign volunteers and manage recurring or one-time activities.
Individual and Group Activities
Link activities to individual volunteers, volunteer teams, corporate groups or multiple participants while maintaining clear assignment records.
Attendance and Check-In
Record volunteer arrival and departure through digital check-in, check-out or QR attendance processes.
Service-Hour Tracking
Calculate and maintain volunteer service hours by activity, programme, event, date, volunteer or reporting period.
Training and Assessment
Record orientation, training, certifications, assessments, background screening and other volunteer development records.
Communication Timeline
Maintain a chronological history of emails, calls, meetings, tasks, notes, reminders and volunteer interactions.
Bulk Communications
Segment volunteer audiences and integrate with communication tools for bulk email, announcements, reminders and targeted outreach.
Letters and Certificates
Generate volunteer confirmation letters, appreciation letters, certificates and other documents using configurable templates.
Dashboards and Reports
Monitor active volunteers, participation, service hours, attendance, opportunities, training and engagement through dashboards and analytical reports.
Import and Export
Import existing volunteer records and export authorised volunteer lists, activity information and filtered reports to Excel or CSV.
Event Management Integration
Connect volunteers with events, schedules, registrations, assignments, attendance and event participation history.
Security and Audit Trail
Control access through security roles and Microsoft Entra ID while maintaining a traceable history of important data and record changes.
Volunteer Self-Service Portal
Give volunteers convenient online access to relevant services while reducing routine administrative work.
- Register as an individual or corporate volunteer
- Update profile, skills and availability
- Browse available volunteer opportunities
- Register for activities and events
- View schedules and assigned activities
- Review attendance and service-hour records
- Submit feedback and update preferences
Workflow and Process Automation
Standardise volunteer processes using Power Automate, business rules and configurable business process flows.
- Volunteer application review and approval
- Onboarding and orientation workflows
- Activity assignment notifications
- Attendance and service-hour updates
- Training and document reminders
- Internal task assignment and escalation
- Thank-you messages and recognition workflows
Secure, scalable and configurable for your organisation
Smart Source VMS is built on Microsoft Power Platform and Dataverse. The solution can be configured around your volunteer programmes, registration forms, opportunities, approval processes, attendance requirements and reporting needs.
- Microsoft Power Apps for volunteer administration
- Power Automate for workflows and notifications
- Dataverse as the centralised data repository
- Power BI-compatible dashboards and reports
- Microsoft Entra ID authentication and role-based access
- Web and mobile access through supported devices
- Configurable forms, views, rules and business processes
A structured path from requirements to go-live
Our implementation process covers volunteer programme requirements, configuration, data migration, integration, testing, training and post-deployment support.
Discover
Review volunteer programmes, registration processes, opportunities, schedules, data sources and reporting needs.
Configure
Configure volunteer profiles, forms, opportunities, workflows, templates, security roles and dashboards.
Migrate and Test
Prepare agreed volunteer data, migrate records and test registration, scheduling, attendance and communications.
Train and Go Live
Train volunteer coordinators and administrators, deploy the solution and provide post-go-live support.
Ready to strengthen your volunteer management operations?
Speak with our solutions team about your volunteer programmes, registration process, scheduling, attendance tracking, reporting requirements and potential NCSS Green Lane funding eligibility.
Book a Free Consultation