Best Volunteer Management Software for Events

The best volunteer management software for an event depends on how many people you need and how often you run. For a single event with a few dozen helpers, SignUpGenius or SignUp.com will get shifts filled quickly. For festivals and multi-day events with hundreds of volunteers, Rosterfy, Galaxy Digital, VolunteerHub and POINT add check-in, waivers, screening and hour tracking. Better Impact suits organizations that run volunteer programs all year, with events as one part of the work.

Map D publishes this post. Map D does not make volunteer scheduling software, so it is not on this list. We run floor plans and vendor sales for events, and we wrote this because organizers who use us keep asking what to pair with it. If you are still deciding how many people you need and what they will do, start with our guide to event volunteer management.

How We Chose

We looked for tools whose own websites describe scheduling volunteers as a core job, then judged them on what matters to an event organizer rather than a year-round volunteer program:

• Shift sign-ups: can volunteers pick roles and time slots themselves, with waitlists when a slot is full?
• Reminders and messaging: email, text or push messages before and during the event.
• Check-in on the day: a way to know who actually turned up, such as a kiosk, QR codes or a staff app.
• Waivers and screening: digital waivers, background checks and credential tracking for roles that need them.
• Hours and reports: hour tracking and exports for sponsors, grant reports or your board.
• Pricing model: whether a free plan exists. We do not quote any vendor's prices, because published rates change.

Every claim below comes from the vendor's own website, checked in November 2026. Features and plans change, so confirm anything critical with the vendor before you commit.

The 7 Best Volunteer Management Software Tools

1. SignUpGenius

SignUpGenius is the best-known online sign-up sheet. It is not a full volunteer database, but for many single events that is the point: you post the shifts, people claim them, and the tool chases them for you.

• Best for: Community events, school fairs and small festivals where volunteers just need to claim a slot.
• Strength: Slot-based sign-up sheets with built-in waitlists and automated reminders.
• Strength: Volunteers do not need an account to sign up, which removes a common drop-off point.
• Strength: Sign-up sheets can collect payments, and its website says the free plan includes all products and builders.
• Limitation: Its home page does not describe check-in for volunteer shifts, waivers or hour tracking, so plan those separately.

2. SignUp.com

SignUp.com is another sign-up sheet and volunteer scheduling tool, used by schools, nonprofits, sports leagues and churches.

• Best for: Organizers who want a simple, free starting point with room to add hours and waivers later.
• Strength: A free Basic plan with online sign-up sheets and automatic reminders, with no software to install.
• Strength: Premium plans add hours tracking, waivers and multiple organizers.
• Strength: Online calendar editing, messaging and reporting.
• Limitation: Its home page does not mention check-in, so you will need a paper or spreadsheet sign-in on the day.

3. VolunteerHub

VolunteerHub is volunteer management software for recruiting, scheduling and tracking volunteers, aimed at nonprofits, food banks, hospitals, libraries and similar organizations that run many events.

• Best for: Organizations that run a calendar of volunteer events and want one database behind them.
• Strength: Branded event landing pages, self-registration from any device, waitlists and a multi-event editor.
• Strength: Configurable registration forms, liability waivers and a check-in feature.
• Strength: Hours and activity recorded per volunteer per event, with preloaded reports, email and text messaging and a mobile app.
• Strength: Integrations listed include Salesforce, Blackbaud, Zapier and several background-check providers.
• Limitation: It is built for ongoing programs, so it may be more system than a single annual event needs.

4. POINT

POINT is an all-in-one volunteer management platform with a web app and a mobile app, covering recruiting, onboarding, scheduling and tracking.

• Best for: Nonprofits and event teams that want a free tier now and compliance features later.
• Strength: A free plan for single organizations that covers sign-ups and hour tracking.
• Strength: Shift scheduling, group and youth or guest sign-ups, attendance reminders and calendar integrations.
• Strength: Application forms, background checks, waivers and document storage with credential expiry tracking.
• Strength: Self-check-in kiosks and QR codes, plus SMS, email and push notifications.
• Limitation: Its website places kiosks and QR check-in on the Pro plan, so the free plan will not cover check-in at a festival gate.

5. Galaxy Digital (Get Connected)

Galaxy Digital makes Get Connected, a volunteer management platform. Its website says the company is now part of Better Impact.

• Best for: Volunteer centers, United Way chapters, food banks and organizations that staff large events.
• Strength: Shift scheduling that its website says helps coordinate volunteers for large events, plus event sign-up pages and a volunteer calendar.
• Strength: A digital check-in system, hours tracking and exportable reports for grants and compliance.
• Strength: Digital waivers, background checks, email and text messaging, and a volunteer app.
• Limitation: Pricing is not published on its home page, so expect a sales conversation.

6. Better Impact (Volunteer Impact)

Better Impact's Volunteer Impact covers recruiting, scheduling, communication, training, hour tracking and reporting, and the company also sells membership and client management products.

• Best for: Museums, parks departments, hospitals and nonprofits with year-round volunteer programs that also run events.
• Strength: Volunteer self-scheduling with automated reminders and mobile access.
• Strength: Online training modules, which help when every volunteer must complete a safety briefing before a shift.
• Strength: A volunteer portal and database, with one-click hour and outcome reports for boards and funders.
• Limitation: Its home page lists community event programs as an audience but does not describe event-specific tools such as one-time event sign-up pages, so ask for a demo of an event setup.

7. Rosterfy

Rosterfy is volunteer management software with a strong focus on major events and sports. Its major events page names SXSW, the Kentucky Derby and the Commonwealth Games among the events it has supported.

• Best for: Large festivals, marathons and multi-day events with hundreds or thousands of volunteers.
• Strength: Automated scheduling for volunteers and paid staff, with role offers, shift preferences, waitlists and emergency call-outs.
• Strength: Geofenced or QR-code check-in through the volunteer app, with real-time attendance tracking.
• Strength: Inventory management for uniforms, parking passes and meal vouchers.
• Strength: Onboarding, training with LMS integrations, background checks and alerts for expiring credentials.
• Limitation: It is built for scale, so a small community festival may find it more than it needs.

Comparison Summary

• SignUpGenius: slot sign-ups, waitlists and reminders with no volunteer account needed. Free plan available.
• SignUp.com: sign-up sheets and reminders, with hours and waivers on premium plans. Free Basic plan.
• VolunteerHub: event pages, waivers, check-in, hours and integrations for organizations with many events.
• POINT: free plan for sign-ups and hours; kiosks, QR check-in and compliance on higher tiers.
• Galaxy Digital: large-event shift scheduling, event sign-up pages, digital check-in and waivers.
• Better Impact: year-round programs with self-scheduling, training modules and impact reports.
• Rosterfy: major events and festivals, with QR or geofenced check-in and uniform allocation.

How to Choose Volunteer Scheduling Software for Events

Count Roles and Shifts First

Before you compare tools, write down every role (gate, parking, info booth, vendor load-in, stage crew, cleanup), how many people each needs at once and how long each shift runs. Our event volunteer calculator turns that into a total headcount with a no-show buffer. A festival that needs 40 shifts is a different software problem from one that needs 600.

Decide Between a Sign-Up Sheet and a Full System

If your volunteers are mostly returning regulars and you run one event a year, a sign-up sheet tool is often enough. Our volunteer sign-up sheet template shows the fields to collect if you want to start on paper or in a spreadsheet. Move to a full volunteer management system when you need applications, screening, waivers or hour reports, or when one coordinator can no longer keep track of who is coming.

Plan Check-In on the Day

No-shows are the biggest risk at any event. A tool with kiosk, QR or app check-in tells your volunteer lead within minutes which shifts are short, so they can send floaters before a gate backs up. If your tool has no check-in, print the roster and assign one person to mark arrivals.

Check Waivers, Screening and Minors

Some roles need a signed waiver, a background check or parental consent for youth volunteers. Confirm the tool collects these before a volunteer can take a shift, and have your counsel review the waiver wording itself.

Think About Communication Under Pressure

Weather changes and late shift swaps happen on event day. If your volunteers respond to texts faster than email, pick a tool that sends them, and test the message flow a week before the event.

What Volunteer Software Will Not Do

None of these tools is designed to sell vendor booths, place food trucks or publish a festival site map. Most festivals end up with a volunteer tool for people and separate festival management software for vendors, sponsors and the map. Keep the two linked by giving volunteer leads a printed or shared copy of the site map, so the parking crew and the info booth point people to the same places.