Track every volunteer hour your EMR doesn't.
Your EMR documents patient-care volunteering. Volunteer Tracker is its companion for everything else — administrative, fundraising, events, pet therapy, veteran programs — with no patient data, ever.
- No PHI by design
- No credit card
- Every feature, free for 90 days
Your EMR has a job. This is the other one.
Patient-care volunteering belongs in your EMR, next to the rest of clinical documentation. But most of a hospice volunteer program never touches a patient chart — and that's the part that ends up in spreadsheets.
Your EMR keeps doing this
Clinical documentation, governed by HIPAA and your BAA.
- Patient-care volunteer visits
- Documentation alongside the care team
- Everything tied to a patient chart
Volunteer Tracker handles the rest
Every volunteer hour that has nothing to do with a chart.
- Administrative and office hours
- Fundraising, auxiliary, and community events
- Pet therapy, veteran programs, bereavement support
- Milestones, recognition, and funder-ready reports
Friday's stack of hour sheets, done before coffee.
Hour entry that keeps up with you
Designed around the real workflow: a pile of paper time sheets and twenty minutes to enter them.
- Time in / time out with hours calculated for you — or just type the total
- Save & add another and prefill from last entry for batch sessions
- A volunteer context panel shows recent entries and most-used area as you type
- Optional mileage on every entry, and it all works on phones
Your whole roster, one calm screen
Profiles, status, and areas of service — with the housekeeping tools spreadsheets never had.
- Smart views like "new this year," "no hours this month," and "high hours"
- Bulk actions across selected volunteers
- CSV import and export with templates — bring your current spreadsheet with you
- Areas of service you configure — pet therapy, auxiliary, veteran outreach, whatever your program runs
Reports your funders actually read.
Four built-in reports, each with CSV export and print-ready output. Save the settings you use every month as presets, and every run is kept in history.
Volunteer Hours
Hours and miles by area of service, for any date range. The grant-application and annual-report staple.
Active Roster
Full contact list with start dates, years of service, and assigned areas.
Individual Volunteer
Lifetime totals, breakdown by area, and year-by-year history for one volunteer.
Recognition
Everyone who crossed an hours or years-of-service milestone in a given year.
Set it once. It emails itself.
Schedule any report monthly or quarterly and it lands in the right inboxes on the 1st — at the hour you choose, in your time zone.
- Smart date ranges — "last month" and "last quarter" roll forward on their own
- Multiple recipients — director, leadership, anyone who keeps asking for numbers
- The monthly leadership report becomes a thing that simply happens
Never miss a 500‑hour pin again.
Set the hour and years-of-service tiers your agency celebrates. Volunteer Tracker watches the totals so you don't have to.
- Configurable tiers — 50, 100, 250, 500, 1,000 hours and service-year marks, or your own
- Recently reached and closest to a milestone, right on the Reports page
- A recognition report by year — your banquet list, ready to print
Role-based access
Admin, staff, and read-only viewer roles. Invite by email; everyone sets their own password.
Per-entry audit trail
Every hour entry keeps a record of who created or changed it — survey-season friendly.
Your data is yours
CSV export any time. Lapse and your account goes read-only — records are never deleted.
No PHI, ever
No patient fields exist anywhere in the product. Your agency's logo on the app and reports — nothing else crosses over.
90 days free. The whole product. No card.
A two-week trial can't show you a volunteer program. Ninety days is a full quarter: import your roster, log real hours, run real grant and annual reports, and hit a recognition season. Then decide.
- Everything included — reports, scheduled email, milestones, the lot. No feature gates.
- No credit card up front — so nothing to cancel and no surprise charge.
- If you let it lapse, your account goes read-only. Your data is never deleted — activate any time.
Start your free 90-day trial
Tell us who you are and we'll email you an activation link. No card, no sales call, no commitment.
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Questions coordinators actually ask
Is any patient data involved?
Never — by design. There are no patient fields, no visit records, and nowhere to link a volunteer hour to a patient. Free-text fields carry a visible reminder to never enter patient information. Because the product holds no PHI, no BAA is required.
What happens when the 90-day trial ends?
If you subscribe, nothing changes — you just keep going. If you let the trial lapse, your account becomes read-only: you can still sign in, view records, and export your data. Nothing is deleted, and you can activate any time to pick up where you left off.
How do my staff log in?
You invite them by email from inside the app. Each person sets their own password from the invite link and gets a role you choose: admin, staff, or read-only viewer.
Can we import our existing records?
Yes. Both volunteers and hour entries import from CSV, and the app provides a CSV template for each so you can map your existing spreadsheet quickly. Everything also exports back out to CSV at any time.
Do the reports print?
Yes. Every report has print-ready output for grant applications, annual reports, and surveyors, plus CSV export. Each hour entry also keeps a full audit trail of who created or changed it.
Does it work on phones?
Yes. The whole app works in the browser on phones and tablets — no install. Coordinators can log hours from the front desk, an event, or the parking lot.
Does it replace our EMR's volunteer documentation?
No, and it isn't supposed to. Patient-care volunteering stays in your EMR with the rest of clinical documentation. Volunteer Tracker is the companion for everything else — administrative, fundraising, events, pet therapy, and veteran programs.