Volunteer Recruitment Tracker: A Budget-Friendly CRM Alternative

Managing volunteer recruitment can be a challenge, especially for organisations that would benefit from a Customer Relationship Management (CRM) system but lack the budget to invest in one. I’ve been on both side of those tracks, working with an all singing all dancing CRM and also trying to track everything on a spreadsheet of hell. So now I’m trying to build something a little in between.

To bridge this gap, I have developed an interactive Volunteer Recruitment Tracker using Excel. This tool is designed to be accessible to anyone with Microsoft Excel, offering a user-friendly way to streamline recruitment processes, present data to senior leaders and trustees and gain valuable insights to help shape your future volunteer recruitment strategy. Creating the tracker on Excel will also allow users to fully customise it to better suit their organisations individual needs.

To take a virtual tour of the VRT click here.

Features of the Volunteer Recruitment Tracker

The VRT has a database section where you can input all your volunteer information and track individual process and the dashboard will allow you to view those trends and insights. I have incorporated several key features to enhance recruitment tracking and data analysis:

• Volunteer Recruitment Pipeline: A clear visualisation of each stage in the recruitment process, allowing organisations to monitor the flow of applicants and identify bottlenecks.
• Demographics Tracking: Capture and analyse Equality, Diversity, Inclusion, and Accessibility (EDIA) data to ensure recruitment strategies align with organisational goals.
• Source of Recruitment Chart: A "How did you hear about us?" feature to inform outreach and marketing strategies, ensuring resources are allocated effectively.
• Process Tracking: Identify delays in recruitment caused by background checks, referencing, training, or interviews, allowing teams to proactively address challenges.
• Conversion rates and points of disengagement: Drop-outs and success rates are important and always requested in reports. The VRT will show this and also identify at watch stage people are most likely to drop out, allowing you to stem those leaks.
• Advanced Filtering Capabilities: You can also refine all that data with extensive filtering options including:
  • Staff member responsible
  • Status of application
  • Recruitment stage
  • Application and activation dates
  • Region
  • Volunteer role

Want something a bit more bespoke?

The tracker is designed to be open to as many organisations as possible, but this means it might not have the particular features you require. It's built in Excel so you can make those changes yourself, but if you'd like something custom built then drop me an email at maria@inclusivevolunteering.co.uk