Staff and Volunteer Scheduling App for Nonprofits

A nonprofit rota has paid staff, part-timers and volunteers on the same sessions, and some roles need training or a background check before anyone can take them. Describe your programmes to Mythex and it builds a scheduling app with one view per session, self sign-up for volunteers, role checks, reminders and hours totalled for payroll and funder reports.

Who it's for

Charities, community organisations and small nonprofits whose rota lives in a spreadsheet, a group chat and the coordinator's memory, and who have to count volunteer hours by hand when a grant report is due.

What you can build

A session view showing staff and volunteers on each programme
Open volunteer shifts people sign up for themselves
Roles locked until training or checks are recorded
Shift reminders the day before to cut no-shows
Time-off requests and swaps with coordinator approval
Hours per person and per programme, exported for payroll and grants

Staff and volunteers on one schedule

A food bank session might need a paid coordinator, a driver and six volunteers. Put them on the same session view, so the coordinator sees at a glance that the driver slot is empty. Staff shifts are assigned by the manager; volunteer shifts are open for sign-up. Both count toward the session's minimum cover, and a session below it is flagged in red.

Minimum cover per session
Assigned staff and self-selected volunteers
Gaps flagged before the day

Roles that need checks first

Work with children, vulnerable adults or vehicles often requires training, a background check or a licence. Record each person's completed training and checks with dates, mark which roles need which, and only show those shifts to people who qualify. The coordinator stops relying on memory, and you have a record if anyone asks. Check the safeguarding rules that apply where you operate.

Hours that funders ask for

Every attended shift becomes hours against a person and a programme. At the end of a quarter you can show volunteer hours by programme, staff hours for payroll, and total contribution to a funder in minutes. Mark attendance at the end of each session, since signed-up and actually-came are different numbers.

Attendance marked per shift
Hours by programme and quarter
CSV export for payroll

Mistakes to avoid

Do not build it around one coordinator's login; give two people manager rights so it survives holidays. Do not let volunteers see each other's phone numbers unless they agree. And plan holiday-period rotas early, since volunteer availability drops exactly when demand often rises.

A prompt to start from

Build a scheduling app for our nonprofit. Each programme has sessions with a minimum number of staff and volunteers. Managers assign staff shifts; volunteers log in and sign up for open shifts, but roles marked as needing training are only open to people with that training recorded. Send reminders the day before, mark attendance, and total hours per person and programme with a CSV export.

Questions

Can volunteers choose their own shifts?

Yes. They log in, see open shifts they qualify for and sign up. Coordinators can still assign people directly.

Can staff and volunteers use it on their phones?

Yes. The published app works in any phone browser, and you can ask for a phone-first layout. On Pro, Mythex can also turn it into Android and iPhone apps that open your published app.

Can it total hours for payroll and grant reports?

Yes. Hours are counted from attended shifts per person and programme, with a CSV export.

Will people get reminders?

Yes, by email through a service you connect, or by text through an SMS service on your own account.

Is it free, and do we need to code?

You can build and publish on the Free plan with no card, and no coding is needed. Pro is $25 a month for a custom domain, more credits, code editing and export.

Templates to start from

Charity Donation Site Template — Donation selector with story layouts
Charity Auction Site Template — Countdown bids with impact tracking
Photo Academy Site Template — Masonry gallery with course schedule
Pet Resort Page Template — Suite pricing with rotating reviews
Accordion Portfolio Template — Designer case studies, rotating logo
Grid Agency Portfolio Template — Auto-rotating carousel and case studies