VOLUNTEER MANAGEMENT SOFTWARE
Spend less time coordinating and more time making an impact
Managing a mission is hard enough without the chaos of messy spreadsheets and endless text chains. Every hour you spend updating a spreadsheet is an hour not spent serving your mission. When I Work is the volunteer scheduling software built to keep your community in sync. We combine easy shift sign-ups, real-time communication, and hours tracking into one mobile-first volunteer app that your team will actually love to use.
If your non-profit still relies on paper sign-up sheets or group texts, this is your upgrade.
Start scheduling for free.
VOLUNTEER SCHEDULING
Build better volunteer schedules in half the time
Stop chasing sign-up sheets and playing phone tag. Use our volunteer scheduling software to post OpenShifts and let your community claim the times that work for them. It’s the simplest way to ensure every event is fully staffed without the manual back-and-forth.
VOLUNTEER TRACKER
Turn attendance into data for your next grant
Verifying hours shouldn’t be a full-time task. Our volunteer tracking software uses GPS clock-ins and geofencing to verify locations and ensure your data is ready for reporting. You get total accountability across every shift while respecting your volunteers’ time.
COORDINATOR TOOLS
The app built for the volunteer coordinator
Ditch the fragmented text chains and messy email threads. Use our all-in-one volunteer app to send shift reminders and announcements exactly where your team checks their schedule. It’s the easiest way for a volunteer coordinator to keep a distributed community informed and engaged.
VOLUNTEER MANAGEMENT SYSTEM
Lightweight volunteer database management for shift-based organizations
Stop juggling separate tools for your roster and your schedule. When I Work acts as your central hub, combining an intuitive volunteer schedule with simplified volunteer database management. Track certifications, manage availability, and organize your community by chapter or skill set, all within a single system that scales as your mission grows.
Our platform provides the centralized oversight you need to maintain standards across every site, ensuring your mission stays consistent as your impact expands.
VOLUNTEER COMMUNICATION APP
Keep your community connected without the group chat chaos
Ditch the fragmented email threads and the “reply-all” noise. Our volunteer app brings all your team communication into one secure place, allowing you to message individuals, specific teams, or your entire roster at once.
Protect your privacy and your personal time with a volunteer management system that doesn’t require sharing personal phone numbers. It’s the simplest way for a volunteer coordinator to share safety updates, shift reminders, and last-minute changes while keeping everyone informed and engaged.
Scott Parssinen
Braemar Golf Course
Customer since 2016
VOLUNTEER SCHEDULING SOFTWARE
Ridiculously easy to use, unbelievably fast to set up
You don’t need an IT department to organize your mission. Our intuitive volunteer app is designed for quick adoption, so your team can spend less time learning software and more time on the ground. Setting up your first volunteer schedule takes only a few minutes, letting you get back to the work that actually matters.
100%
audit-ready data
20%
increase in shift coverage
8x
time saved scheduling
EMPLOYEE SCHEDULING SOFTWARE FOR ANY INDUSTRY
Glowing reviews from our nonprofit clients
125
volunteers and staff
10
hours saved per week
4+
years of impact
Reclaiming time for transitional employment and support services
125
volunteers and staff
10
hours saved per week
4+
years of impact
Prior to When I Work, the Homeless Garden Project had too many volunteers to coordinate manually. They needed a volunteer sign-up app that allowed their community to be proactive.
"The app is definitely worth it. Especially if you have a large number of people who need to manage their own schedules."
– Justin Wright , Volunteer Coordinator
Justin now saves 10 hours a week, giving him the peace of mind that every shift is covered while he focuses on job training and support services.
Products Used
Scheduling
70+
active volunteers
5x
time savings weekly
More time for the mission, less time on the roster
70+
active volunteers
5x
time savings weekly
At Lake Country Art Gallery, Petrina was buried in manual emails and individual requests, pulling her away from critical funding and grant applications.
"I used to spend three evenings a month updating the schedule manually. Now it only takes me two hours to create the schedule for the entire month."
– Petrina McNeill , Gallery Manager
By switching to our volunteer tracking software, Petrina reclaimed her evenings. She now has instant access to the accurate attendance data required to secure future funding.
Products Used
- Scheduling
REPORTING AND ACCOUNTABILITY
Reporting and data sync that just works
Make your operations faster and more accurate by using the data When I Work captures daily. Our system works alongside your back-office tools to ensure staff hours are correct and volunteer data is ready for your next board meeting. By automating information flow, you eliminate the headache of manual data entry and ensure you’re always audit-ready.
We integrate with platforms like QuickBooks, ADP, and Rippling for organizations that manage both staff and volunteers.
Loved by millions around the globe
1 in 10 employees have used When I Work.
by our customers on Capterra.
VOLUNTEER MANAGEMENT AND TRACKING
A powerful duo. One place for your community and your impact.
Focus on the mission
Keep your organization on track with real-time reports. See exactly where your team’s time is being spent and ensure your efforts are allocated to your highest-priority initiatives. When I Work allows you to break down your impact by volunteer position, specific project, or event site.
Simplify your admin workflow
Speed up your reporting by using digital timesheets. The When I Work app works alongside your back-office systems to ensure staff and volunteer hours are accurate and audit-ready. Reduce human error and reclaim hours of administrative time every month so you can get back to the community.
Track every volunteer hour
Monitor your team’s contribution with simple, built-in tools. Set targets for volunteer management and see the live difference between shifts scheduled and hours actually worked. Everything is nested right into the schedule to help you stay within your operational budget.
Prevent volunteer burnout
Receive alerts and run activity reports to manage your team’s workload. Get notified as you build the schedule to avoid over-scheduling a single person, ensuring your community stays energized and engaged. Use live data to adjust the plan the moment you see a volunteer coordinator or team member taking on too much.
Maintain healthy boundaries
Ensure your team stays refreshed with the click of a button. Assign specific breaks for long shifts and let your team report their downtime directly at clock-out. It’s the easiest way to maintain a healthy, compliant environment for your staff and volunteers alike.
