Aquarium Volunteer Management Software

Keep your aquarium's volunteer base working smoothly with a volunteer management system that can keep up with even the largest aquarium sites. Volgistics has the tools and resources needed to make managing volunteers easier, no matter if you're a small local aquarium or a big city site!

Core Features

Volgistics serves as a comprehensive volunteer tracking and scheduling software for aquariums of all shapes and sizes, with features designed to help you manage your volunteers more effectively. Take a look to see how Volgistics can help with everyday aquarium volunteer management tasks:


Receive and process potential volunteer information quickly and easily with Volgistics' volunteer recruiting software. Create, post, and load data from customized online application forms, automatically creating volunteer profiles as soon as you accept an application. On top of it all, these forms can be posted with little to no website assistance, so you don't need 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!


Find the records you're looking for as quickly as possible using Volgistics' volunteer tracking system to search and filter records. Track detailed information about each volunteer, including their age, location, service preferences, emergency contacts, levels of training, and even volunteer photos. Customizable fields are also available for you to track items unique to your aquarium, like t-shirt size or education.

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 service histories for each volunteer record, including dates and hours served and assignments. You can set quotas for volunteers, quickly tracking who has met their service requirements. Additionally, our simple reports allow you to collect and print this information for individuals, groups, or entire departments.

If volunteers are required to complete a certain number of hours for community service, or to earn passes to your aquarium, 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

The VicNet online access module — an optional add-on — makes it easy for your volunteers to access data in your volunteer system. Volunteers can access their accounts from any internet-enabled device and download forms, schedule assignments, change contact information, read messages, and review their service history as needed. They can even enter their own service hour information, saving time for busy 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

Stay in touch with your volunteers with Volgistics' built-in communication features. Quickly send email or text messages to individuals, groups, or departments, and set up auto messaging for schedule reminders to reduce no-shows! Our HTML email features allow you to include photos, font choices, tables, and other formatting options to help you get your messages noticed!


Create and track volunteer awards to help keep participation and morale at a maximum! Create awards based on hours of service, years of service, or other performance measures and use Volgistics' reporting system for aquarium volunteers to track who is eligible for each award.


Ready-made reports are available to get a wide variety of information. Print 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 aquariums also includes a Site Level Access feature, which allows multi-site aquariums 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 aquarium 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 aquarium volunteers.

Document Storage

Volgistics’ document storage system eases the document management process for aquarium volunteers. With the multiple capabilities of VicDocs, aquarium managers can easily upload and attach important documents, such as contact forms, applications, and waiver forms. Through our VicDocs module, aquariums can store documents in multiple formats, such as PDF, DOC, XLS, TXT, JPG, PNG, and more!

On top of it all, Volgistics provides extensive customer support for their aquarium volunteer database system customers, with a broad library of video tutorials that cover all common functions and a dedicated support team available to help!

Learn More About Volgistics

Are you interested in learning more about Volgistics' aquarium volunteer management system and how it can help your aquarium thrive? Contact Volgistics or sign up for a free trial account today! You can also register for a live demonstration to learn how our software works.

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Video Tutorials

Learn how to make the most of Volgistics with these video tutorials

Sample Account

Take Volgistics for a test drive with a demo account, pre-loaded with sample data

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