Thoughtfully built to keep every team covered and every volunteer confirmed. Replace the spreadsheets with a reliable schedule your whole organization can count on.
Crafted with intention for churches, nonprofits, and volunteer-driven teams
The Problem
Organizations with multiple volunteer teams face the same scheduling challenges every week.
When each team relies on a different tool, conflicts slip through the cracks. Someone ends up scheduled for worship and outreach on the same morning — and no one sees it until Sunday.
Copying spreadsheets, emailing one person at a time, following up on responses. Hours that could go toward your team are spent on tasks a clear system should handle.
Without a clear way to track confirmations, you don’t know someone can’t make it until the morning of. Better tools give your team time to adjust.
How It Works
Setup to published schedule. No spreadsheets, no back-and-forth emails.
Define your teams and volunteers. Import from Planning Center, upload a CSV, or add manually. Choose your workflow.
One click generates a fair schedule across all teams for 4–8 weeks. Respects availability, households, and frequency limits.
Team leaders see their schedule and tweak as needed. Approve globally or let each team publish independently.
Volunteers receive one clear notification with their assignment. They confirm or decline from their phone. No email threads, no phone tag. On service day, smart check-in prompts them when it's time. Calendar feeds sync automatically.
Features
Built for churches, nonprofits, and organizations with multiple volunteer teams who need reliable, cross-team scheduling.
Centralized approval, team-independent, or self-service signups. Every organization works differently.
One view covers every team: worship, events, outreach, operations. Conflicts surface before they become a problem.
Link household members so they're never double-booked across teams. Families, couples, and roommates stay coordinated. Scheduling respects real-life connections.
Works standalone with CSV or manual entry. Or sync with Planning Center, Breeze, and Rock RMS.
Personal and team iCal subscriptions that auto-sync to Google Calendar, Outlook, and Apple Calendar.
Each volunteer picks their channel: email, SMS, calendar invite, or none. Fully configurable per person.
Scan a QR code, get prompted at service time, or check in by proximity. Attendance logs itself. No clipboard, no paper sign-in.
When plans change, volunteers request swaps directly. Schedulers approve with one click. No email chains.
Track engagement, spot burnout early, and care for the people who serve. Health classifications surface who needs attention. Archive or remove inactive volunteers when needed.
Build your order of service with a full song library, accurate CCLI metadata, and drag-and-drop planning. Publish plans, track song usage, and export CSV reports for CCLI compliance.
Before generating a schedule, broadcast availability requests to your team. Track responses and build smarter schedules with real data.
Each team lead reviews and approves their section before the schedule goes live. Full visibility into who has signed off and who hasn't.
Import songs from CCLI SongSelect via ChordPro files or PDF chord charts. Full chord chart viewer with transposition, Nashville numbers, multi-column layout, and fit-to-page scaling.
Broadcast your order of service in real time. The conductor advances items while the team follows along on any device: phone, tablet, or laptop.
Define prerequisites, track completion, and gate scheduling eligibility. Background checks, training classes, and orientation sessions tracked in one place.
Secure child check-in with name tag and guardian receipt label printing. Grade-based room assignment, capacity tracking, and overflow routing built in.
Book rooms with a visual calendar, manage equipment, handle approval workflows, and share facility availability across organizations that cohabitate the same building.
Pricing
Generous free plan for small teams. Upgrade when you need more.
All paid plans include a 14-day free trial. No surprise charges.
FAQ
Everything you need to know about getting started with VolunteerCal.
Need Help Getting Started?
Not sure if VolunteerCal is right for your organization? Share your details and we'll reach out to help you evaluate the fit.