Scaling impact: How End Overdose increased its volunteer base by 150% and cut admin time in half
150
%
Volunteer base growth
50
%
Less admin
Volunteer Tech Audit Checklist
A practical checklist for mapping every tool your volunteer programs use: what data each one holds, who can access it, and what to do about it.
Key topics covered:
A complete map of where volunteer data lives
Every tool in use, what it holds and who set it up, including the ones that never went through IT.
A clear view of your biggest risks
Which tools store sensitive data, who can still access it, and where nobody owns retention or offboarding.
A requirements list your program teams helped write
What they’d give up, what they’d keep and what any replacement has to do, so the next decision has support from the start.
About the checklist
Volunteer programs are one of the most common places shadow IT grows. A coordinator needs to recruit, schedule or message volunteers, the approved tools don’t quite fit, and a free app or another spreadsheet fills the gap. Each choice makes sense on its own. Together, they leave background checks and personal data in places IT never approved and can’t govern.
This checklist gives you a structured way to find out what’s really in use, and what your program teams actually need. Work through it with each program lead to:
- List every tool holding volunteer data, from sign-up apps to shared drives
- See which tools store sensitive information, such as background check results and data about minors
- Check who can access each tool, and whether access is ever removed
- Learn which tools teams would happily give up, and what a replacement would need to do
It’s built for IT and technology leads who want to raise the issue constructively. It treats the audit as support rather than a compliance crackdown, and ends with a clear picture of what good looks like.
About Rosterfy
Rosterfy is an end-to-end volunteer management platform that automates administration, streamlines operations, and helps organizations recruit, engage, and retain volunteers at scale.
CUSTOMER STORIES
Measurable change across a range of industries
Special Olympics World Games: Ensuring a world class volunteer experience
56
K
volunteer registrations
1
M+
emails sent through Rosterfy
Orange Sky: Delivering a consistent and streamlined volunteer experience globally
Rosterfy has merged quite a few different systems that we had into one consolidated place... our communications, our training, our rostering all come into the one location for volunteers so they don't have to jump between different systems or get confused.
Meals on Wheels Queensland: Saving time and delivering a better place to volunteer
Rosterfy has been tremendous for services. I’ve found it incredibly easy, and it has made my life a lot easier. It’s helped by reducing the amount of time to onboard new volunteers. It’s given us back the time that we spend doing what we love, which is helping our clients.
Tampa Bay Super Bowl LV: Advanced scheduling for 8,000 volunteers
“If I didn’t have this tool [Rosterfy], I don’t know how I would have been able to manage all the pieces.”
British Heart Foundation: £200,000 in savings per year
£
200
,000
in savings each year
125
%
increase in the number of volunteers on multiple roles
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Ready to scale your impact, not your admin?
Book a short discovery call with our team to learn how Rosterfy can help you better connect with, manage, and inspire your volunteers.
