Museum Volunteer Management Software

Museums of all shapes and sizes rely on the work of their volunteers to keep things running smoothly. Stay on top of your volunteer management with Volgistics' museum volunteer management software. No matter the size of your museum, Volgistics' scalable volunteer database management system has you covered!

Core Features

Volgistics serves as a comprehensive volunteer tracking and scheduling software for museums, with features designed to help you with the management of your volunteer base. Find out how Volgistics can help your museum's volunteer management with:


Collect and process volunteer information from applicants with Volgistics' volunteer recruiting software for museums. Create and post customized online application forms and automatically load any input data into your database as soon as you accept the application. These forms can be posted with little to no website assistance, so you don't need to spend money on IT support!

People interested in volunteering fill out online applications that you tailor to the needs of your organization. Choose the fields you want and these are automatically transferred to the volunteer's record when you accept the application. Including fields for recording the applicant's skills and areas of interest makes it easy to match volunteers with the assignments they would like to serve in!


Use Volgistics' volunteer tracking system to search and filter your museum's volunteer records based on age, type, location, service preferences, and customizable flags. Save detailed information on each volunteer, including emergency contacts, parents and guardians, references, employers, and even volunteer photos, plus create and fill out customizable fields to track items unique to your organization, such as t-shirt sizes.

Records can also include date histories of the volunteer's standing with your organization, trainings completed, and award history. The Checklist feature makes it easy to track if volunteers have completed mandatory requirements such as new volunteer orientations, guide or docent training, or background checks.

Service Records

Volgistics' volunteer tracking software features complete museum service histories for each volunteer record, showing all their service details, including dates, times, and assignments fulfilled. Easily report on this information for individuals as well as groups, and set quotas to easily track who has met their service requirements.

If volunteers are required to complete a certain number of hours for community service, or to earn membership passes to your museum, Volgistics makes tracking these easy. Enter the number of hours required and the date the service must be completed by, and use Volgistics' powerful reporting features to find whether or not volunteers have completed the mandate. With the optional VicNet online access module, volunteers can even log-in to see a progress chart toward meeting the goal.

Online Volunteer Portal

Sign up for the optional VicNet online access module to let your volunteers access their profile from any internet-connected computer. Volunteers can use this volunteer scheduling system by signing in to a secure portal, at which point they can download forms, schedule assignments, update contact information, receive messages, and review their service. They can even enter their own service hour information, saving time for volunteer managers!

Automatic Service Recording

With the optional VicTouch module, volunteers sign-in and sign-out for service at a touch screen kiosk. This automatically creates a detailed service entry on the volunteer's record so service information is available for individual or organization-wide reports-freeing you and your staff from entering volunteer service hours manually!

Text and Email Volunteers

Keep your volunteers up to date with Volgistics' built-in communication features. Quickly send email or text messages to individuals, groups, and departments. You can even include photos, font choices, tables, and other formatting options in your emails with HTML. Additionally, make use of daily and monthly auto messaging options for schedule reminders to help reduce your no-shows!


Create and track volunteer awards to improve participation and morale among your volunteer base. Use the Volgistics' museum volunteer database management system to create awards based on hours of service, years of service, and other performance measures, and pull records to see who qualifies for each award.


Ready-made reports are available to get a wide variety of information. Run lists of trainings completed, awards received, contact information and more. Volunteer service reports can be organized by areas or departments in your organization, or by individual volunteers. You can also customize reports to include the information you need.

Multi-Site Access

Volgistics' volunteer scheduling and reporting system for museums also includes a Site Level Access feature, which allows multi-site museums to easily manage their volunteers in a single system. Headquarters-level operators can have access to all volunteer records, assignments, and reports, while Site Level Operators can only see information for the museum location they are assigned to, making it easy to track information for compliance, awards, and general volunteer standardization.


Volgistics offers options for transferring your existing volunteer information to your new account. Pick the option that's right for you, so you can get started using Volgistics' database management software for museum volunteers.

Document Storage

Volgistics’s document storage system allows museums to store volunteers information all in one place. Our VicDocs module has the capability to save documents in multiple formats, such as DOC, XLS, JPG, PNG, XLS, and more! This eases the process of managing documents and finding volunteer information.

On top of it all, Volgistics provides extensive customer support for our volunteer system customers, with a broad library of video tutorials and a dedicated support team with a quick response time.

Learn More About Volgistics

Are you interested in learning more about Volgistics' museum volunteer management system? Contact Volgistics or sign up for a free trial account today! Register for a live demonstration to learn how the Volgistics software works.

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Sample Account

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