Track your volunteers
See who serves, how often, who is burning out and who is drifting away - with nothing to enter twice.
The planning tells you who serves next Sunday. Departments tell you who belongs to a team. The Volunteers screen answers a third question that neither of them asked: who serves in this church, how often, and who needs something from you?
Note: There is nothing to enter. This screen is entirely derived from planning assignments, skills and unavailability already recorded. As soon as someone is proposed for a position, they appear here.
What you see on arrival
Four figures sum up the situation:
- Volunteers - how many people were asked over the period, and the total slots served.
- Drifting away - those who used to serve regularly and have not been seen for six weeks.
- Overstretched - those serving more than 60% of weeks.
- Dependency - the share of serving carried by the five most-asked people.
That last figure deserves your attention. A church where five people carry 60% of the serving is fragile, whatever the number of volunteers on the list: one move or one bout of tiredness and everything wobbles. It is the figure nobody looks at, and the one that announces the crises.
The signals
Each person carries labels that say what they call for, not only what they have done:
- Drifting - used to serve regularly, silent for six weeks. This signal is reserved for those who were settled: someone who served twice and stopped has not drifted, they simply have not started yet.
- Overstretched - serving more than 60% of weeks. Commitment or exhaustion? That is for you to go and find out.
- Awaiting reply - a proposal is waiting for their answer.
- New - started serving less than three months ago. Congratulate them, do not alert on them.
- Reliable - at least five slots served, never declined.
- Never served - asked, never came. To be understood, not mechanically chased.
One person can carry several labels. "Overstretched" and "Reliable" points precisely at the person the church leans on too much.
Why the list is not sorted by merit
People who call for a reaction come before the most deserving. A list ranked by number of slots rewards the visible; this one surfaces first the people you are losing. That is a deliberate choice: this screen is for caring, not for handing out medals.
Filtering and searching
Filters only appear when they have something to show: a filter that returns nothing is a false hope. You can also search by name, position or team. The list pages by 25, and any search brings you back to the first page.
The observation window
Two settings, top right:
- 12 months - the full cycle of church life, the one that reveals underlying rhythms.
- 3 months - the recent period, without the noise of the past year.
A volunteer may look regular over twelve months and absent over three. Compare both before concluding.
A volunteer's record
Click a row to open their record. It brings together what previously required three screens: their rhythm, their positions, their declines, their skills and their declared unavailability.
A declared absence appears at the top, before everything else. This matters: a volunteer who has gone quiet and a volunteer who warned they would be away call for opposite reactions, and nothing distinguished them before.