Volunteer database software
A volunteer database organized your way.
Import your data, structure it with custom field types, save the views each admin needs, and pull instant reports and insights in a few clicks.
vomevolunteer.com/volunteers
VOLUNTEER DATABASE Active view
All volunteers · Hospital site
Status: Active Tag: Healthcare Site: Hospital
Name Status Hours Last shift Language
Riley Tremblay Active 146.5 Apr 22, 2026 EN · FR
Avery Chen Active 98.0 Apr 19, 2026 EN
Jordan Singh Archived 0.0 Never EN · ES
Pat Lemieux Active 212.5 Apr 24, 2026 EN · FR
Trusted by 1000+ amazing organizations
A database customized the way you need it.
Hours, shifts, sequences, tags, custom fields, and the ability to report on any of it in seconds. All in one place, with permissions and segmented views that show each admin exactly what they need to see.
Bulk import from Excel, CSV or API
Import 10,000 profiles per file with field mapping. Batch-assign tags, opportunities, and shifts in the same flow. Or integrate with Vome's API to automate the process.
Custom field types
Text, number, date, single & multi-select, email, URL, address, attachment, and more. Unlimited fields per profile.
Auto-update data
Map volunteer form submissions to database fields, or batch-update data whenever you need to. Merge, archive, or delete profiles to keep your database accurate.
Filter, sort & save custom views
Each admin keeps the views that matter to them: new applicants, expiring profiles, top hours, and more. Custom-formula filters for advanced segments.
Bulk actions from any view
Assign tags, sequences, shifts, languages, or skills. Send broadcast emails or instant messages. All from the profiles you've selected.
Instant reports & dashboards
Attendees, hours, sequence completion, expirations, shift lists, check-ins, emergency contacts, medical info, file uploads, notes, birthdays. Vome has it all, accessible in a few clicks.
Migration case study Brent's Place
Seamless migration: 1,500+ profiles in under 5 minutes.
- <5 min to migrate 1,500+ profiles
- 100% self-serve via Excel import
- Zero downtime during transition
"The ease of use for the manager and volunteers alone is amazing. Having an actual person to talk to made the transition seamless, and our volunteers had no trouble navigating the platform."
CUSTOMIZE
Model the database around the data you need to collect.
Add unlimited custom fields in every type your program needs: text, number, date, single and multi-select, email, URL, address, attachment, and more. Map application and registration form responses straight into the database so submissions become structured profile data with no re-keying.
- Map any form question to a database field, so applicants and new registrations populate profiles automatically
- Manage offline profiles for seniors and participants who don't want to log in, with the same database, hours, and reporting
- Invite an offline profile to claim their account in one click whenever they're ready to onboard
- Profile tags for bulk emails, shift assignments, sequence enrollment, and any segmentation your program needs
CUSTOM FIELDS Manage database fields
Fields on every profile
- Spoken languagesList · multi-select
- Driver's licence expiryDate
- Volunteer agreementAttachment
- LinkedIn profileLink
- Form-mappedT-shirt sizeSingle select · mapped from form
+ Add custom field
VIEW
Each admin sees exactly the volunteers they're responsible for.
Each admin can create custom views with the data and filters they need. Permissions then scope what they can see and act on, so it's easy to share resources or segment profiles by site, role, activity, or anything else you need across your team.
- Custom-formula filters layer multiple conditions for advanced segments, like active volunteers with over 50 hours while also tagged as 'Healthcare'
- Share a saved view across the team or keep it private to your account
- Custom admin roles fine-tune edit, delete, message, and report rights per role
- Export any view to Excel, or sync it with any other database tool for backups and downstream automations
CUSTOM VIEWS Saved views
Active view Hospital · expiring soon
Applied filters
- Site is Hospital
- Background check expires within 30 days
- Status is Active
Sorted by expiration date · ascending
7 volunteers match
REPORT
Pull the answers you need in a few clicks, not a few hours.
Reports answer the questions your board and funders ask, in seconds. Data refreshes live as your team logs hours, submits forms, and updates profiles. The same filters and date ranges you use in the database carry into every report and dashboard, so the segment you've already built is one click away from a chart.
- Access custom dashboards and reports that show exactly what you need, and save them for future use
- Filter every report by site, opportunity, tag, date range, or any field on a profile or shift
- Track KPIs like retention and activity with ease, all out of the box
- Export any report to Excel, save its configuration as a custom view to reuse next time, or integrate with Vome's API to pull data anywhere you need it
ANALYTICS Program dashboard · April 2026
Total hours logged
8,142
+12% vs March
Active volunteers
1,284
+86 this month
Sequence completion
92%
Onboarding · 30 day
Hours by program · last 30 days
Migrate your existing data in minutes.
Customize your fields, drop in an Excel file or connect through the API, and your team is operating from a single source of truth the same day.
More than a spreadsheet
Vome's database software was built to manage volunteers from the ground up: form-mapped applications, onboarding sequences, completed shifts and hours, and communications tools, with permissions and site-level management all included.
Built for volunteer programs
Profiles include hours, shifts, opportunities, sequence status, tags, and notes by default. No data model setup before you can use it.
Permissions you can actually trust
Scope every admin to their site, location, or team. Visibility, edit rights, and bulk actions all respect those boundaries.
Live in days, not months
Programs migrate from spreadsheets and legacy CRMs in a single working session. Fields customized, profiles imported, views saved, and the team operating that afternoon.
Database & reports FAQs
Common questions about the volunteer database, custom fields, custom views, and reporting.
Still have questions? Talk to our team
Can I import my existing volunteer data?
Yes. Upload an Excel or CSV file (up to 10,000 profiles per import) and map each column to a Vome field, including any custom fields you've created. The same import flow can batch-assign tags, opportunities, and shifts so volunteers land in the right place from day one.
What field types can I add to the database?
Field types include text, number, date, time, single select, multi-select, email, URL, address, attachment, boolean, and unique ID. You can add as many custom fields per profile as your program needs, and map any application or registration form question straight to a field so submissions populate the database automatically.
How do custom views and permissions work together?
A custom view is a saved combination of filters, sort order, and visible columns. Each admin can save their own. Permissions per site, location, or team then scope what each admin can see and edit, so a hospital coordinator only ever sees their hospital's volunteers, even when they apply a shared view.
What reports can I generate?
Attendees, hours, sequence completion, form submissions, and check-in history are available out of the box, each filterable by site, opportunity, tag, date range, or custom field. Analytics dashboards summarize volunteer activity, retention, and program performance for board and funder updates.
Can I manage volunteers who don't use the app?
Yes. Create offline profiles for seniors and non-digital participants. Your team manages everything internally: hours, shifts, notes, and reporting all work the same way. Convert an offline profile to an active account anytime by sending an invitation.
Can I restrict what each admin sees in the database?
Yes. Scope each admin to one or more sites, locations, or teams, and assign them a custom admin role with a specific permission set. They only see profiles within their scope, the bulk actions and exports respect those boundaries, and shared custom views are filtered automatically when applied. A hospital coordinator never sees clinic volunteers, even when opening a portfolio-wide saved view.
What actions can I take directly from the database?
Select any rows in any view and you can: assign tags, sequences, shifts, opportunities, languages, or skills; bulk-update custom field values; send a broadcast email; merge duplicate profiles; archive, reactivate, or delete records. The same actions are available from saved custom views, so a coordinator can act on their segment without leaving the page.
What analytics dashboards are included?
Built-in dashboards cover Overview, Profiles, Hours, Shifts, Sequences, Forms, and your own Custom Database Fields. The Custom Database Fields dashboard charts any field you've added, with single-select breakdowns, attachment-expiry timelines, and numeric distributions, all without extra configuration. Every dashboard filters by site, opportunity, tag, date range, or any field on the profile.
Database & reporting features by plan
| Plans | Recruit | Pro | Enterprise | Ultimate |
|---|---|---|---|---|
| Fundamentals | ||||
| Max number of manageable users & profiles You can grow your volunteer base without worrying about paying more — we don't charge for volunteer records. | Unlimited | Unlimited | Unlimited | Unlimited |
| Max number of admin seats You can invite an unlimited number of admins to the portal. On paid plans you're charged per seat you activate. | Unlimited | Unlimited | Unlimited | Unlimited |
| Access on any device (iOS & Android apps, web & mobile browser) Our platform is accessible from any device. The Vome Volunteer mobile app on the App Store and Google Play is free to download for all users. | ||||
| Recruitment | ||||
| Custom-branded recruitment page Promote a volunteer recruitment page featuring volunteer opportunities and application forms. | ||||
| Feature volunteer opportunities Build volunteer opportunities structured by activity, role, or anything you want. | ||||
| Group opportunities by category Group your opportunities by location, program, event, department, or whatever works best for you. | ||||
| Access to opportunity dashboards View everything about your opportunity from a single page — applicants, shift requests, hour claims, analytics and more. | ||||
| Opportunity-specific application forms Customize application forms for your opportunities and events, including templates to reuse across opportunities. | Unlimited | Unlimited | Unlimited | Unlimited |
| Customize forms for recruitment, data collection & surveys Get access to a dynamic form-builder that allows you to collect any information you need from volunteers. | 1 form | Unlimited | Unlimited | Unlimited |
| Custom recruitment process Choose the volunteer recruitment workflow that works best for your organization. | ||||
| Generate direct landing page links to your page, forms, opportunities, programs, events, locations, etc. Dynamic shareable links open the mobile app if the person is already logged into the Vome Volunteer app. | ||||
| App & email notifications for new applicants Choose which admin users will receive app and/or email notifications when you receive new applicants. | ||||
| Onboarding | ||||
| Build onboarding sequences to manage your entire screening process Put volunteers through step-by-step onboarding processes to complete, with optional visibility for the volunteer. | 1 sequence | Unlimited | Unlimited | Unlimited |
| Manage interviews, orientation & training sessions for opportunities Put together a screening checklist to use across your opportunities to stay on track about who completed what. | ||||
| Sterling Volunteers background check integration Integrate background checks directly into volunteer sequences with automatic status updates and ongoing monitoring. | ||||
| SCORM Cloud E-Learning integration Add SCORM-compliant e-learning courses directly into volunteer sequences with automatic progress tracking. | ||||
| Manage submitted waivers Allow volunteers to submit signed forms and waivers as part of your screening process. | ||||
| Create and manage notes Create notes on volunteer profiles and specific components of their onboarding process. | ||||
| Onboarding status tracking Easily keep track of whether volunteers completed their screening requirements and if there are any expiration dates. | ||||
| Scheduling | ||||
| Generate one-time and recurring shifts Easily add available shifts on your calendar in a few clicks, with bulk creation for recurring time slots. | ||||
| Allow volunteers to self-schedule pre-determined shifts Volunteers who are eligible for your opportunities can directly reserve their spots to available shifts. | ||||
| Double the Donation corporate matching gifts integration Unlock corporate matching gifts during volunteer registration and shift reservations. | ||||
| Allow instant bookings for approved volunteers Choose to allow approved volunteers to instantly reserve spots to shifts or require them to submit a request first. | ||||
| Allow volunteers to create their own schedule Allow approved volunteers to create shifts based on their availabilities, which automatically populate your calendar. | ||||
| Create custom scheduling policies to manage check-ins, cancellations and more Control how many reservations volunteers can create, when they can check-in, and much more. | ||||
| Recurring schedule assignments Bulk-assign volunteers to shifts, log hours, and manage cancellations directly from your schedule view. | ||||
| Auto-generated shift chatrooms Streamline communication among attendees with auto-generated shift chatrooms for each shift. | ||||
| Export & print your schedule in PDF, Excel or .CSV format Export your calendar in various formats with customizable field visibility. | ||||
| Mobile app & email scheduling reminders Automate all sorts of scheduling notifications to keep volunteers and administrators in the loop. | ||||
| Hour tracking | ||||
| Receive hour claims Allow volunteers to submit hour claims for shifts they completed. Once approved, their hours are added to their profiles. | ||||
| QR-code attendance tracking Print and display a QR code to allow volunteers to scan via the mobile app to check-in/out of shifts and automate hour tracking. | ||||
| Tap-to-check-in (no scan needed) Let volunteers confirm a shift with a single tap in the Vome app, no QR scan required. Configurable per opportunity for programs that prefer a frictionless check-in. | ||||
| On-site Attendance Kiosk Customize unlimited on-site attendance kiosks to let volunteers self check-in/out from any device (tablet, computer, smartphone). | ||||
| GPS proximity validation Require volunteers to be within range of the site before they can check in from their phone. Set the radius per site or per shift to keep attendance honest. | ||||
| Auto check-in & check-out Skip check-in entirely. Vome can automatically log hours based on the shift's scheduled start and end times — ideal for programs that don't need to track attendance per shift. | ||||
| Custom attendance & claim settings Configure check-in methods, GPS rules, grace windows, and claim policies per opportunity so each program runs the way it needs to. | ||||
| Mass hour loggings Bulk log hours for volunteers in a few clicks, keeping accurate date/time records without manual work. | ||||
| Hours reports Easily generate reservation and hours reports with integrated analytics. | ||||
| Data & reports | ||||
| Access volunteer profiles View everything you need about a volunteer from a single view — contacts, opportunities, shifts, notes and more. | Basic | |||
| Import volunteer profiles Add up to 10,000 volunteer contacts from Excel per import with batch assignment of tags, opportunities, and shifts. | ||||
| Import custom field data Import and map data into any custom field in your database via Excel or .CSV. | ||||
| Offline profile management Create offline profiles for volunteers who will not claim their profile on Vome — ideal for seniors or non-digital participants. | ||||
| Unlimited custom database fields Field types include text, number, date, time, single and multi-select, email, URL, address, attachment, boolean, and unique ID. | ||||
| Profile tags Group volunteers in your database by anything you want — great for bulk actions like emails or shift assignments. | ||||
| Advanced group management Unlock the Groups module to associate group reservations to dedicated groups for cleaner workflows and analytics. | ||||
| Filtering, sorting & exporting Use filters and sorting to get the data you need quickly, plus export everything to Excel at any time. | ||||
| Saved custom views Save any combination of filters, sort order, and visible columns as a named view. Each admin can keep their own and share with the team. | ||||
| Custom-formula filters Combine field conditions for advanced segments — for example, active volunteers with over 50 hours and a specific tag. | ||||
| Bulk actions from any view Assign tags, sequences, shifts, opportunities, languages, or skills; bulk-update custom fields; broadcast emails; merge duplicate profiles — all from selected rows. | ||||
| Google Sheets ↔ Vome Database integration Sync your Vome database with a Google Sheet to automatically keep a backup or perform additional operations on your data. | ||||
| Access instant reports Instantly generate different types of reports about attendees, hours, volunteers, shifts and more. | ||||
| Access instant analytics dashboards Integrated analytics dashboards show you key metrics about your volunteers and activity to detail performance. | ||||
| Communications | ||||
| Individual & bulk emailing Send targeted emails to specific contact lists or one-off emails to individuals directly from Vome. | Basic | |||
| Integrate your email domain using Google or Microsoft Send more personalized emails on Vome from your own mailbox using our integrations with Google and Microsoft. | ||||
| Email templates & shared template folders Build a library of reusable email templates and folder them so every coordinator pulls from the same shared library. | ||||
| Dynamic variable placeholders Personalize email subjects and bodies with dynamic placeholders like first name, role, site, shift name, shift time, and any custom field. | ||||
| Private chats Use Vome's integrated instant messaging feature to message volunteers directly from the platform. | ||||
| Custom group chats Build custom group chats with volunteers and other administrators to simplify coordination. | ||||
| Rich media in chats (images, video, audio, docs, links) Send and receive images, video, voice notes, documents, and links inside any chat without leaving Vome. | ||||
| Auto-generated chatrooms Choose to use auto-generated chatrooms for your opportunities or shifts with automatic participant management. | ||||
| Assign or share a shift inside chat Assign a shift to a volunteer or share a shift link directly inside a private or group chat, without switching to the schedule. | ||||
| Shared outbox & email sharing policy Audit every email sent from Vome (one-off, bulk, shift-notification, birthday) in a shared outbox; control admin visibility with the email sharing policy. | ||||
| Shift notification policies Build reusable policies with pre-shift reminders, change alerts, and post-shift follow-ups (with optional survey link); attach to one shift or to a shift generator. | ||||
| Birthday notifications Send automatic birthday wishes to volunteers and/or alerts to admins, with site-level recipient rules and template-based content. | ||||
| Hand-off notifications Notify coordinators and watchers whenever a profile is assigned (manually or automatically) to a site, sequence, opportunity, or shift they own. | ||||
| Recognition | ||||
| Vome Achievements (Bronze → Platinum) A platform-wide four-tier badge ladder fueled by Vome Points. Every volunteer earns these by completing platform challenges, on every plan including Recruit. | ||||
| Custom awards (rule-based & manual) Design your own awards with custom name, icon, and description. Pick an auto rule on hours or shifts (any window), or send manually to one volunteer or a hand-picked group with a personal note. | ||||
| Award notifications & watcher admins When an award fires, Vome emails the volunteer at a time and timezone you choose, using your template, sender, and signature. Watcher admins get notified too, with personalized variables per recipient. | ||||
| Advanced eligibility scoping Restrict any award by tag, opportunity, site, finished onboarding sequence, active database status, or age range. Volunteers outside scope never see it in catalog or progress. | ||||
| Advanced | ||||
| Custom admin roles & permissions Restrict administrative access by assigning admin roles with custom permission sets. | ||||
| Two-Factor Authentication (2FA) Protect your account with Two-Factor Authentication. Add a secure phone number and enter a code upon each login attempt. | ||||
| Built-in KPI & metric dashboards Access integrated analytics dashboards and reports to gain a deeper understanding of your operation. | Basic | Advanced | Advanced | |
| Multi-site segmentation Setup your portal to better manage multiple sites under a single account. | ||||
| Map form fields to database fields Map any question or attachment field on a form to a database field to centralize your data. | ||||
| Sterling Volunteers integration Trigger background checks from an onboarding step. Results land on the volunteer profile. | ||||
| Verified First integration Alternative native background-check provider. Same in-flow trigger, results back on the profile. | ||||
| Double the Donation matching gifts Surface employer matching gifts on every hour claim. Match status visible on the volunteer profile and in reports. | ||||
| Google Sheets two-way sync Mirror your Vome database to a live Google Sheet for downstream reporting and BI tools. Updates flow both ways. | ||||
| Send emails from your own domain Connect Google Workspace or Microsoft 365 so confirmations, reminders, and sequence emails send from your address with proper SPF and DKIM. | ||||
| API integration & custom webhooks Access a developer dashboard to create integrations with Vome using APIs or custom webhooks. | ||||
| Automations with Zapier & Power Automate Choose from thousands of custom automations using our integrations with Zapier and Microsoft Power Automate. | ||||
| Native integration with Salesforce Access an installable Vome package on Salesforce to achieve a native integration. | ||||
| SAML & Azure SSO for admins Ensure you're compliant by provisioning admin users and enforcing SSO for their accounts. | ||||
| Customer success | ||||
| FAQ & Knowledge base Access many articles for quick answers to frequently asked questions. | ||||
| Email support Personalized customer support with guaranteed quick response times. | Basic | Standard | Priority | Priority |
| Technical support We offer base tech support when you come across a technical issue that needs to be resolved by a developer. | ||||
| Onboarding sessions One-hour calls with a platform specialist to get you fully set up on Vome. Unlocked as a one-time benefit upon upgrading. | 1 | 1 | 5 | Unlimited * |
| Account review sessions Check-ins with a Vome specialist to go through new features, improvements, or any questions your team has. Unlocked as a one-time benefit upon upgrading. | 1 | 4 | Unlimited * | |
| Dedicated account management Gain access to a dedicated Vome expert to help you optimize your portal and share best practices for managing volunteers at scale. | ||||
| New Admin & Transition Onboarding When your team brings on a new admin or transitions coordinators, we provide a complimentary onboarding session for a smooth handoff. | ||||
| Tech & operational consulting Get access to Vome's software engineers and onboarding experts to help you strategize your tech setup. | ||||
* Onboarding sessions & account review sessions: maximum of 2 hours per week
Ready to see it in action, or want a walk-through with our team?
Sign up for free or schedule a demo to see why thousands of volunteer managers and coordinators are choosing Vome.