Art, music, and cultural organizations operate on tight budgets and with the generous help of unpaid volunteers. From community theatres and museums to zoos and even festival events, the recruiting, scheduling, and tracking of volunteers is an important part of the successful operation of these types organizations. But the management of volunteers and the documentation that goes along with it can take hours and hours out of busy managers' days if they're not equipped with the right volunteer management software.

As a result, Volgistics — a leader in volunteer management software for theatres, performing arts, music organizations, and more — is a trusted name among managers and program directors.

Volgistics has many features that are designed for tracking and managing volunteers who serve in organizations involved in cultural activities. Civic and community theatres; orchestras and symphonies; fine arts, music, and dance festivals; and more can benefit by using Volgistics' performing arts volunteer database management software to manage their volunteers.


With Volgistics' volunteer recruiting systems for the performing arts, opportunities to serve are listed in an online directory that you control. You select the information you want to have displayed for each position and the changes you make are automatically incorporated in your online form without needing to involve IT support.

Not only does the simplicity of the Volgistics volunteer recruiting software for festivals save you time, but when you can post opportunities faster you'll also be better prepared to meet tight deadlines and sufficiently staff events by getting the word out to your volunteers in a more efficient fashion.

People who are interested in volunteering can fill out online applications through the volunteer application management system for music, arts, and other events. Application forms are tailored to the needs of your organization. Set up the volunteer application management software for theatres to include the fields you want — these fields are automatically transferred to the volunteer's record when you receive the registration. Including fields for recording the applicants' skills and areas of interest makes it easy to match volunteers with the assignments they would like to serve in!


Volgistics' volunteer tracking system for art centers includes features that allow you to find just the volunteer records you need. Search for records or create reports based on the volunteers' age, type, location, service performed, preferences, customized flags, and much more.

With an interface that's easily accessible, the volunteer tracking software for theatres saves you even more time because it does not require complicated IT installation, difficult manuals, or long hours of training. And if you do have a question, there's always the Volgistics support team who are ready to help in any way they can. Plus, you'll have access to an extensive library of support materials on popular topics and actions.

Save addresses, phone numbers, and emails for emergency contacts, employers, references, and parents or guardians for each record. The volunteer document management system for the performing arts also allows you to create customizable fields for things that are important to your organization, such as skills and interests, affiliations, or memberships.

Because every cultural organization has its own budgetary challenges and time constraints, Volgistics took these factors into account when designing its volunteer management system for the performing arts so that customizing is always an option. Why use a work-around approach when you can have a powerful system that works for you in the Volgistics volunteer management system for performing arts.

In the volunteer management system for music organizations, you can also record historic dates for the volunteers' standing with your organization, the trainings they've completed, their award history, and much more. The Checklist feature makes it easy to track whether volunteers have completed mandatory requirements such as new volunteer orientations, leadership trainings, and background checks.

Service Records

A comprehensive history of service hours, dates, times, and assignments is available in each of your volunteer records. Customizable service measures are available so you can also track things such as shifts served, events attended, and lessons given. All service information is linked to our easy-to-use volunteer reporting system for the performing arts so that you can quickly generate detailed reports for individuals, or summary reports to see service in specific assignments or departments in your organization. This volunteer reporting software for music organizations allows you to report on hours served by each area such as ushers, back stage help, box office workers, or venue managers.

If volunteers are required to complete a certain amount of hours for community service, college internships, scholarships, or to earn membership passes to your performing arts organization, 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.

The Volgistics system is like having an intuitive personal assistant that takes on the most tedious and time-consuming parts of your job. Volunteers sign up for opportunities for the dates and times they're available, and check their own hours served. The reporting software for event management organizations lets you get summaries of volunteer performance with ease so you'll shine for stakeholders and board meetings.

Online Volunteer Portal

One of the most time-saving elements of the Volgistics volunteer scheduling software for performing arts is the option to include the VicNet online access module where volunteers can access their individual account from any internet-connected computer at any time of the day or night. With 24/7 availability that allows access for those with busy schedules, volunteers sign-in to a secure portal to download forms, schedule assignments, update contact information, receive messages, and review their service. And you can even allow them to enter their own service hour information and have it automatically become part of their individual service history.

This aspect of the volunteer scheduling system for festivals can be a real time saver for busy volunteer managers. Plus, by encouraging this type of involvement from your volunteers, you can ensure a more engaged volunteer base that rightfully feels their work and commitment to your organization is important and is making a difference.

Text and Email Volunteers

Keep your volunteers up-to-date using Volgistics' communication features. Volgistics allows you to send text messages and HTML email messages with photos, font choices, and other formatting to all volunteers, selected groups of volunteers, or individuals. It saves you valuable time and resources while being able to communicate with your volunteers through the channel you choose.

Daily or monthly automatic schedule reminder messages can be sent by text or email to reduce no-shows to assignments too! Volgistics also includes mailing label reports designed to be used with all common label brands for postal mailings. And with better communication, all aspects of your organization and the events you oversee can run more smoothly with a staff that's informed and up-to-date.


For cultural organizations, there's probably no more important way to keep morale up than by acknowledging volunteers for efforts that deserve to be recognized. Create custom awards in your account to recognize volunteers for their dedication and service. You can create different awards for different volunteer types such as youths, adults, or interns. Awards can be based on years of service, or the service hours performed. Volgistics’ makes finding volunteers eligible for awards, and tracking awards received, easy.


Volgistics has three different options available for transferring your existing volunteer information into a Volgistics account. You can choose the method that's right for you depending on the complexity of the data you need transferred, your budget, and the program you're using now. Importing information allows you to get up and running with Volgistics sooner!

Start a free trial account today to see how Volgistics makes managing volunteers for your cultural activities and events easier! Interested in how Volgistics' can work for your organization? Register for a live demo!

Feel free to contact our dedicated support team if you have any questions!

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