VolunteerFlow vs Volgistics

Quick overview

Two ways to run a volunteer program

VolunteerFlow

One system for volunteers and the work around them

Volunteer records, applications, events and shifts, check-in, hours, email and a volunteer app, with modules for animals, donations, training and a store. Three plans at a fixed price with unlimited volunteers.

Volgistics

Volunteer management priced by record count

Volgistics says it has provided volunteer management software for over 25 years, with customizable records, scheduling, hours tracking and reporting. It is priced by the number of volunteer records you keep, with optional modules for a volunteer portal and app, a check-in time clock and document storage.

Side by side

Feature and pricing comparison

VolunteerFlow plans are Launch, Flow and Impact; where a feature is not on every plan, the row says which. Volgistics modules (VicNet, VicTouch, VicDocs) are optional monthly add-ons.

Volgistics information from volgistics.com, checked September 29, 2026. “Not found” means we could not find it in their public documentation, not that it cannot be done.
Capability	VolunteerFlow	Volgistics
Pricing and plans
How the price is set	Three plans at a fixed price (Launch, Flow and Impact), plus optional add-ons and extra admin seats.	A monthly fee based on how many volunteer records you keep, plus admin users beyond two and any optional modules.
Published prices	$100, $300 or $600 a month, or $1,000, $3,000 or $6,000 a year.	From $9 a month for 50 records to $2,242 a month for 100,000 records, before modules.
Volunteer limit	Unlimited volunteers on every plan.	Set by your price tier. Applicant, active and inactive records all count; archived records are priced separately.
Admin users	5, 15 or 50 by plan. More in packs of 5 for $15 a month.	2 included. Each additional admin user is $10 a month.
Free trial	30 days, no credit card.	30 days, no payment details. Trial accounts hold up to 50 records and 2 admin users, with VicNet, VicTouch and VicDocs working.
Volunteers and applications
Volunteer profiles and custom fields	Included.	Included.
Online applications	Included, with your own questions. Review stages, ratings and flags are on Flow and Impact, or a $19 add-on.	Included. You can create more than one application form, with an optional electronic signature section.
Volunteer portal	Included on every plan, at your own yourorg.portal.volunteerflow.us address, or on your own domain on Impact.	The VicNet module, priced at about a third of the base fee.
Mobile app	An iPhone and Android app for volunteers on every plan. Admins use a web browser.	The VicNet app for iPhone and Android, for volunteers and team leads, with the VicNet module. Admins use a web browser.
Scheduling and events
Shifts, openings and recurring schedules	Included.	Included.
Volunteers sign themselves up	Included, in the portal and the app.	With the VicNet or VicTouch module.
Group volunteering	Groups can reserve spots on an event on every plan. Group records in People are on Flow and Impact.	Included. Group records can be scheduled, and group contacts can schedule members through VicNet.
Swaps and substitutes	Volunteers request shift swaps for staff approval, on Flow and Impact.	Included. Substitutes can be placed on the schedule for a single date.
Events	A dedicated events area with shifts, unlimited on every plan.	Not a separate module. Their help explains how to run special events with regular scheduling, and VicTouch can take event-day sign-ups.
Attendance and hours
Check-in kiosk	Kiosk and QR code check-in on every plan.	The VicTouch module: a touchscreen time clock, with a QR option for volunteers’ phones.
Recording hours	Kiosk check-out records hours on every plan. The Hours page, manual entry and hours reports are on Flow and Impact. Volunteers can see their hours but do not submit them.	Staff post hours on every account. Volunteers can post their own hours with VicNet; the time clock needs VicTouch.
No-shows, late arrivals and cancellations	Recorded automatically, with a reliability view on each volunteer. Every plan.	Absences can be tracked with a service measure, and staff can skip no-shows when posting hours from the schedule.
Communication
Email and automatic reminders	Included: bulk email, scheduled sends and automatic shift reminders.	Included, with automatic schedule reminders.
Text messages	Included on every plan: 10,000, 50,000 or 100,000 texts a year on Launch, Flow and Impact. Each organization texts from its own registered number after a one-time carrier registration, and volunteers opt in before they get texts.	Included with VicNet at no per-message charge. Volunteers opt in; custom texts are limited to 110 characters.
Documents and requirements
Documents on volunteer records	Included, with expiry dates and alerts.	The VicDocs module, up to 50 documents per record.
Requirements and expirations	Shifts can require a minimum age or completed training on every plan. A required certification blocks signup on Impact.	Included. Checklist items track requirements with expiration dates and reminders.
Reports and data
Reports	Dashboard on every plan. Standard reports, a custom report builder and scheduled reports on Flow and Impact.	Included: stock reports and custom reports you build, which can run automatically on a schedule.
Export your data	A full Excel export on every plan.	A data export emails an Excel file of all volunteer data, and a ZIP of stored documents.
Import existing records	Free self-serve CSV and Excel imports with a review step. No done-for-you service.	A free do-it-yourself import for most volunteer fields (not service history), or a $500 one-time service that also brings in history.
Integrations	Set up on Flow and Impact: signed webhooks, Slack, Microsoft Teams, and Zapier or Make through webhooks.	No API or webhooks found in their public help. Forms and the portal can be embedded on your website.
Branding, sites and support
Branding	Logo, colors and portal design on Flow and Impact, or a $19 add-on on Launch.	Logo upload and color themes for the portal, forms and opportunity directory.
Multiple sites	Multiple locations on Impact.	Admin access can be limited by site.
Animal records	Animal profiles, medical records and adoptions on Impact, or a $25 add-on on request.	Not found in their public documentation. Their animal shelter page describes the general volunteer features.
Support	Help center, in-app support requests and email.	Free unlimited online support, weekdays 8am to 9pm and Saturdays 11am to 4pm Eastern, with lighter checks at other times. No phone line.

How they differ

Where the two work differently

Volunteer management

Both keep a full volunteer record with custom fields and take online applications. Volgistics lets you create more than one application form, with an optional electronic signature section. VolunteerFlow includes a form with your own questions on every plan, and puts review stages, ratings and flags on the Flow and Impact plans or a paid add-on.

Scheduling and events

Both handle shifts, recurring schedules and group volunteering. In Volgistics, volunteers book their own shifts once you add the VicNet portal or the VicTouch kiosk. In VolunteerFlow, self sign-up, waitlists and group reservations are on every plan, and events are their own area rather than a use of regular scheduling.

Hours and attendance

Volgistics staff post hours on every account, volunteers can post their own hours through VicNet, and the VicTouch time clock records them automatically. VolunteerFlow records hours from kiosk check-out on every plan and keeps the Hours page and manual entry on Flow and Impact; volunteers do not submit their own hours. VolunteerFlow tracks no-shows, late arrivals and late cancellations automatically.

Communication

Both send email, text messages and automatic reminders. Volgistics includes text messages with VicNet at no per-message charge. VolunteerFlow includes a yearly number of texts on every plan (10,000, 50,000 or 100,000 texts a year on Launch, Flow and Impact) and also uses push notifications in its app and chat.

Mobile

Both have a native phone app for volunteers, and in both the admin side runs in a web browser. The Volgistics app comes with the VicNet module. The VolunteerFlow app is on every plan.

Documents and requirements

Volgistics tracks requirements with checklist items and expiration dates on every account, and stores documents with the VicDocs module. Volgistics also connects to Verified First for background screening, billed by Verified First. VolunteerFlow stores documents with expiry alerts on every plan, lets a shift require a minimum age or training, and puts certification tracking on Flow and Impact or a paid add-on.

Reporting

Volgistics includes stock reports and custom reports you build, which can run on a schedule, and exports to Excel. VolunteerFlow has a dashboard and full Excel export on every plan, and its reports, custom report builder and scheduled reports on Flow and Impact.

Pricing approach

How each one charges

The two are priced in different ways, so which costs less depends on your volunteer count, how many staff need a login, and which features you need. The figures below are the published prices on September 29, 2026.

VolunteerFlow: fixed plans

Unlimited volunteers and events on every plan.
Plans differ by admin seats and features.
Monthly or yearly; a year costs the same as 10 months.
30-day free trial, no credit card.

VolunteerFlow plan prices
Plan	Monthly	Yearly	Admin seats
Launch	$100	$1,000	5
Flow	$300	$3,000	15
Impact	$600	$6,000	50

Some features can be added to a smaller plan instead of upgrading. See full VolunteerFlow pricing.

Volgistics: priced by volunteer records

A monthly fee set by how many volunteer records you keep.
2 admin users included, then $10 a month each.
VicNet (portal, app and texting), VicTouch (time clock) and VicDocs (documents) are optional modules.
Monthly billing or prepaying months; we did not find an annual discount.
Accounts can be put on hold for 1 to 12 months with no fee, for seasonal programs.
30-day free trial, up to 50 records, with all modules working.

Example Volgistics monthly totals from their published price list
Records	Base only	With all 3 modules
500	$30	$55
1,000	$40	$73
5,000	$163	$299

Monthly totals with 2 admin users, worked out from the Volgistics price list (opens in a new tab). Archived records, extra admin users and optional services (such as their $500 data import) add to these. Their own price calculator (opens in a new tab) gives an exact figure.

Moving your records

Switching from Volgistics works through files

There is no direct connection between Volgistics and VolunteerFlow. The move uses the export Volgistics already provides and the imports VolunteerFlow already has.

Export from Volgistics

Their data export emails an Excel file of your volunteer data, and a ZIP of any stored documents. Their help also covers exporting reports to Excel.

Prepare the file

VolunteerFlow reads CSV and Excel and recognizes common column names. Tidy headings so names, emails and dates are easy to match.

Import and review

Import volunteers, past activity (and hours-only files on Flow and Impact), events and rosters. Nothing is saved until you review duplicates and problems and apply the import.

Applications and stored documents are not imported in bulk, and VolunteerFlow does not offer a done-for-you migration service. See how switching to VolunteerFlow works.

Beyond volunteer scheduling

Other work VolunteerFlow can hold

VolunteerFlow also covers work that many nonprofits run in separate tools. Whether any of it matters depends on your organization.

Animal records

Animal profiles, medical history, appointments and adoptions, linked to the volunteers who care for them. Impact plan, or an add-on on request.

Donations and fundraising

Online donations, campaigns, donor records and receipts on Flow and Impact. Launch can add donations and campaigns as an add-on.

Store and point of sale

Sell merchandise online or at an event, with Square at the kiosk. Every plan.

Training courses

Courses with modules, completion tracking and prerequisites, which a shift can require. Every plan.

Chat

Group chat for your whole organization and for each event, for staff and volunteers. Every plan, turned on in settings.

Inventory

Stock levels for the items you sell or give out, with restock history and low-stock alerts. Impact plan, or an add-on on request.

Running an animal rescue or shelter? See VolunteerFlow for animal rescues, or browse all features.

Choosing a system

Questions to answer before you choose

The right fit depends on how your program runs. These questions point at the places where the two systems differ most.

How many volunteer records do you keep, including applicants and inactive volunteers?
How many staff need their own admin login?
How many texts a year will you send to volunteers?
Should volunteers book their own shifts and see their schedule on a phone?
Do volunteers need to enter their own hours, or do they check in and out on site?
Do you run one-off events as well as regular shifts?
Do you need documents and expiration dates on volunteer records?
Do you care for animals, take donations or sell merchandise in the same place?
Do you prefer a price that follows your volunteer count, or a fixed plan price?
What will it take to move your current records, and who will do it?

Compare your current setup with the free Tech Stack Audit

FAQ

Common questions

What is the main difference between VolunteerFlow and Volgistics?

The biggest difference is how you pay and what comes in the base price. Volgistics charges a monthly fee that grows with the number of volunteer records you keep, and adds optional modules for the volunteer portal and app (VicNet), the check-in time clock (VicTouch) and document storage (VicDocs). VolunteerFlow has three fixed-price plans with unlimited volunteers, and includes the volunteer portal, the app and kiosk check-in on every plan. The two also differ in texting, events, hours entry and animal records, as the table on this page shows.

Can I move from Volgistics to VolunteerFlow?

Yes, through files. Volgistics can email an Excel file of your volunteer data, and VolunteerFlow imports volunteers, past activity, events and sign-up rosters from CSV or Excel, with a review screen before anything is saved. There is no direct connection between the two systems, and applications and stored documents are not imported in bulk.

Can I import my existing volunteers and their hours?

Yes. Volunteer lists and past activity (who helped, on which day, for how many hours) import on every plan. An hours-only import is on the Flow and Impact plans. Imports match people by email first, and flag possible duplicates for you to review.

Does VolunteerFlow track volunteer hours?

Yes. Checking out at the kiosk records hours on every plan. The Hours page, manual entry and hours reports are on the Flow and Impact plans. Volunteers can see their hours in the portal and app, but they do not submit hours themselves.

Does VolunteerFlow send text messages?

Yes. Text messages are included on every plan, with 10,000, 50,000 or 100,000 texts a year on Launch, Flow and Impact. Each organization texts from its own registered number after a one-time carrier registration, and volunteers opt in before they get texts. Volgistics includes texting with its VicNet module.

Does VolunteerFlow support animal rescues?

Yes. Animal records, medical history and adoptions are part of the Impact plan, or an add-on on request on the other plans. The animal rescues page explains how it works alongside volunteer scheduling.

How does VolunteerFlow pricing work?

There are three plans: Launch, Flow and Impact, at $100, $300 and $600 a month. Paying yearly costs the same as 10 months. Every plan has unlimited volunteers and events; plans differ in admin seats and features, and some features can be added to a smaller plan.

Is there a free trial?

Yes. VolunteerFlow has a 30-day free trial with no credit card. Volgistics also offers a free 30-day trial, limited to 50 volunteer records and 2 admin users.

Can I book a VolunteerFlow demo?

Yes. You can pick a time on the demo page for a live walkthrough, and ask how your current records would come across.

Sources and notes

Volgistics information on this page comes from these pages on volgistics.com and its app store listings, checked on September 29, 2026. If something here is out of date, tell us at support@volunteerflow.us and we will correct it.

Volgistics, VicNet, VicTouch and VicDocs are names of Volgistics, Inc. VolunteerFlow is not affiliated with, endorsed by or sponsored by Volgistics, Inc.