Volunteer Management

Engage your community and save time

Streamline your volunteer operations

Simplify volunteer sign ups

In today's dynamic volunteer landscape and increased desire to do things online, engaging effectively with volunteers and managing their contributions efficiently is crucial.

Volunteer Management streamlines the volunteer onboarding process, enabling organizations to capture essential information via custom volunteer applications, online sign-ups, and volunteer shift tracking.

This powerful tool allows you to offer personalized volunteer experiences, deepening volunteer engagement and building a committed volunteer base that propels your mission forward.

Popular Features

Volunteer Applications

Have potential volunteers fill out an application with custom questions and roles for which they'd like to volunteer.

Custom Forms

Using our popular Custom Forms tool, build drag-and-drop questions to collect whatever info you need for applications and specific roles.

Upcoming Opportunities

Post all of your volunteer opportunities online (or keep some private) and allow volunteers to see what's available.

Shift Sign Ups

Every volunteer opportunity can come with specific shifts for volunteers to select and sign up.

Shift Limits

Every shift is set to have limited slots for specific roles (like "Usher", "Cashier" or "Box Office") so you always have the right number of volunteers.

Call-to-Action

Write and publish a custom Call-to-Action message on your public Volunteers page to encourage people to volunteer.

Approve sign ups, track hours, and manage volunteers

Optimize volunteer management with a robust system for approving volunteer sign-ups and tracking their service hours.

Volunteer Management empowers your group to review and approve volunteer applications efficiently, ensuring a good fit for each role. Volunteers' hours are tracked via their profile and per shift, providing valuable data for recognizing contributions, organizing schedules, and maintaining accurate records for reporting and analysis.

Manage your volunteers with volunteer management

Popular Features

Approvals

Choose to manually approve every shift/slot sign up or automatically approve shift sign ups if a volunteer is already verified.

Reporting

Quickly generate reports of volunteers and shifts to see total hours volunteered, who is volunteering today, and more.

Hour Tracking

Approve the hours for each volunteer after each shift. If needed, you can manually override the hours volunteered.

Roles

Create custom roles such as Usher, Cashier, Set Builder, Costumer, Bartender, etc. and have those roles assigned to specific volunteers.

"Request to Serve"

Filter and narrow down your volunteers (such as to anyone who can usher) and send a "Request to Serve" message to those volunteers.

Mass Messaging

Send a mass message to all volunteers for specific shifts, opportunities, or anyone in your volunteer database.

Let volunteers manage their opportunities

Give volunteers control over their involvement by letting them manage their opportunities. This includes detailed Volunteer Profiles, showing their scheduled shifts, total hours volunteered, and other key information.

This helps everyone stay organized and informed about their contributions and schedules.

Popular Features

Volunteer Profiles

Every volunteer gets their own profile that lists total hours volunteered, upcoming shifts, past shifts, and other notable information.

Profile Editing

Allow your volunteers to keep their own information up-to-date by logging in and managing their personal information.

Role Enrollments

When a volunteer first signs up, they'll select which roles they can volunteer for — if they want to apply for more roles later, they can, and you'll get notified.

Approval Notifications

If you have manual approvals enabled, volunteers will stay in-the-know on where they stand for their initial application and shift sign ups.

Spread the Word

To encourage community engagement, all volunteer opportunities can be shared with friends & family and directly linked.

Hours

Every volunteer can track the total hours they've volunteered and see their past shifts. Perfect for knowing where they stand, especially if you offer incentives.

Interested in learning more?
Search our FAQ

Let’s get your questions answered 🫡

What are some examples/use cases for Volunteer Management?

Here are a few examples how Volunteer Management can be used: box office help, ushers, concession stand sign ups, Thespian hours, NHS hours, chaperones, backstage help, props team, strike, supervision, seamstresses, servers, and more. You’ll be able to create Opportunities and add all of the Roles you’ll need to fill.

What does it take to get started?

Easy: if you are new to Ludus, sign up using the Get Started button which will walk you through the process. If you are an existing Ludus user, simply go to More -> Volunteers in your admin panel.

Are volunteers attached to patron profiles?

Yes! If someone has purchased tickets in the past, made a donation, etc., they'll already be a patron in your database. If they volunteer, then we'll attach their volunteer information to their patron profile so you always have a full picture.

We have to conduct background checks, can this be done?

Using our Custom Forms feature, you can ask for additional information beyond the default name, email, phone number, address, and birthdate. This include custom input fields, drop downs, and ability to ask for file uploads.

Are volunteers able to sign in and see their shifts?

Of course! Volunteers simply log in using their email via the Volunteer or My Account tab on the patron side and can see upcoming shifts, sign up for new shifts, and update their profile.

Do we get notified when people sign up to volunteer?

Yes! You can manage your notification settings for volunteer sign ups via the Settings page under the Volunteer Management tool in your account.

Can I try out Volunteer Management before posting online registrations?

Absolutely! You can turn the "Allow Public Registrations" option on/off at any time.

How much does Volunteer Management cost?

Nothing! Volunteer Management comes at no additional cost. No catches, no set up costs!

Don't just take our word for it

There's a reason 2,000+ organizations throughout the U.S. — including K-12, colleges, community/regional theaters, and performing arts centers — trust Ludus.

Ken S.

Odessa, TX

• Permian High School

“I know I've said this in the past, but I just have to say it again....Ludus is incredible. Thank you for creating such a user-friendly and professional-looking/operating system. I love it. It's a lot of fun to use!”

Ashley B.

Portage, MI

• Portage Central Theatre

“My experience with Ludus has been top notch. My staff and I have found that it offers much more flexibility and ease of use in comparison to our previous program. Additionally, customer service is fast and friendly.”

Storm Z.

Department Chair/Choir Director

• Capterra Review

“In terms of actual features that were game changers for our performing arts department: ability to create your own venue map, online reservations and payment, variable priced seating, ability to pass on credit card fees to patrons or to absorb them, dynamic social distancing options, ability to track sales and proceeds easily, fast/accurate payment, and a culture of continuous improvement."

Chris C.

Auditorium Manager

• Capterra Review

“One of the main reasons we went with Ludus was customer support. I checked into the company and their reputation before we went with their package and I could not be happier. The Ludus support team is quick to answer questions and solve problems.”

Josh H.

Teacher/Director

• Capterra Review

“Ludus is an intuitive product that is easy to learn and implement. They are forward thinking and always finding new ways to improve, even in a global pandemic. On top of it all, their customer service is second to none. I would strongly recommend Ludus to any school or arts organization.”

Kylie S.

Director

• Capterra Review

“We are a small rural school district. We can't afford super expensive ticketing systems. Ludus's user experience is unmatched and provides top-notch services for the least amount of monetary investment possible.”

Megan S.

Director

• Capterra Review

“AMAZING! The people who helped with all my questions were fabulous, it was SUPER easy to use and set up and sell tickets online. If it wasn't for Ludus, we wouldn't have had a drama season in the spring of '21 because we weren't allowed to sell tickets in person at our school. I would use them again in a heartbeat!”

Amy J.

Teacher/Director

• Capterra Review

“Exceptional. Customer service is always on top of things and extremely helpful. The team is always working to stay current with the needs of the times we are living in - for example, developing a way to socially distance seats as tickets sell. Overall, I have consistently been impressed with this product, team, and innovation. Not once have I ever thought twice about using Ludus.”

Kate V.

Registrar/Office Manager

• Mountain Top Music Center

“We had extensive demos from both Ludus and Vendini (now AudienceView), and were impressed with the flexibility and responsiveness of the Ludus system and their willingness to listen to and respond to our questions.”

Kristin M.

Kalamazoo, MI

• MCC Overbrook Theater

“I am so blown away at the customer service. That kind of support in addition to a free program is hard to come by! This has made a world of difference in making my life easier as the box office manager. So glad to have found you!”

Trent K.

Theatre Director

• Capterra Review

“I have been blown away by the quality of the work. The customer service is out of this world. Most questions are answered within just a few minutes and all of my issues have been handled professionally and expediently.”

Ken A.

Hermantown, MN

• Hermantown High School

“It feels as though Ludus has been part of rehearsals and has made sure opening night goes smoothly. They operate the way every company should, by standing behind their product and supporting their customers.”