Episcript builds volunteer management software around how your organisation runs volunteers: sign-up and onboarding, shift scheduling, QR check-in, hours records, certificates and impact reports. AI that answers volunteers' questions on WhatsApp can follow.
Built for Singapore charities, IPCs, social service agencies, community and religious organisations, and event organisers that rely on volunteers.
The volunteer journey
Every step updates the same volunteer record, whoever on your team is running it.
A volunteer applies online, gives consent and an emergency contact, and joins your volunteer database.
Skills, languages and availability decide which programmes and roles they are offered.
They take an open slot on a shift, or a coordinator places them where a gap remains.
On the day, a QR code scan at the venue records when they arrive and leave.
Hours build on their record towards certificates, letters of service and your impact report.
Volunteer records
Your website's sign-up form asks only what each programme needs, records PDPA consent with its date, and creates the volunteer record without anyone retyping it.
Profiles hold skills, languages spoken, preferred causes and the days each volunteer is free, so a Saturday food drive can find its Tamil speakers quickly.
Emergency contacts and any medical notes a volunteer chooses to share sit on the record, visible only to coordinators and the team lead on duty.
Induction, role training and any checks a role requires are recorded with dates, and a role needing a course the volunteer has not finished stays closed to them.
Scheduling
Publish each week's shifts and let volunteers take the open slots that suit them, up to the number each shift needs. Coordinators see the gaps first and fill them from volunteers with the right skills. Paid staff rosters can run on our staff and resource scheduling software.
On the day
Running the event itself? Our event management system handles registration and tickets, linked to the same volunteers.
Volunteers scan a QR code at the venue, or the team lead marks them in on a phone.
Sent, say, a week before and again the evening before, with the venue, time and what to bring.
A moved venue or a cancelled shift reaches every volunteer on it in one message.
Who has arrived, who is missing and each volunteer's emergency contact, on the team lead's phone.
WhatsApp Business
Google Workspace
Zoom and Google Meet
DocuSignHours and recognition
When volunteers also give, their hours sit beside their giving history in our donor management software.
Each check-in and check-out adds hours to the volunteer's record against the programme, so nobody totals attendance sheets at month end.
Volunteers who tutor online or deliver meals on their own submit hours from their phone, and a coordinator approves them before they count.
Certificates and letters of service print in your own template with the volunteer's total hours and roles, ready for a school portfolio or a job application.
Milestones you set, say fifty hours or five years of service, are flagged to the coordinator along with volunteers who are due a thank-you.
A short survey after a shift asks how it went, and repeated low scores at one venue show up before volunteers stop coming.
Hours given, active volunteers, retention and people served per programme, by period, for board papers, annual reports and funder updates.
More modules
Where volunteers are also members, renewals can run on our membership management system from the same record.
Volunteers help themselves, without calling the office.
Shifts, hours and certificates in one place
Works in the phone browser, nothing to install
Availability, contacts and skills kept current by volunteers
Opportunities shown to volunteers who suit them
Every programme knows which roles it still needs.
Sessions, venues and roles for each programme
Duties, minimum age and training each role needs
Extra sign-ups queued for the next opening
Visits logged against the beneficiary's case record →
A whole team signs up without a form per person.
Company groups booked onto a date together
Teacher-led groups with parental consent on file
Hours per company or school, for their records
One message to the organiser and every member
Volunteer figures ready before the board meets.
Active volunteers, hours and open shifts this month
Volunteers inactive beyond a period you set
Hours and outcomes reported per grant and funder
Volunteer numbers and hours by year
Each person sees only what their role allows.
Team leads see their shift, coordinators their programme
PDPA consent recorded per volunteer and channel
Signed online through DocuSign or on screen
Changes logged, old records removed on schedule
AI capability
Scoped with you and built in its own phase, using information from your volunteer records.
AI reads paper sign-up and consent forms collected at a roadshow and fills in each volunteer record for a coordinator to check.
Agents answer routine questions, such as when the next shift starts or how many hours are logged, and pass anything else to a coordinator.
Ask in plain English, say which first-aid trained volunteers are free on Sunday mornings, and get the list from your own records.
AI drafts thank-you messages, letters of service and the volunteer section of your annual report, for staff to check before anything goes out.
Forecasts estimate how many rostered volunteers are likely to turn up, from past attendance, giving you time to recruit more before the day.
AI flags what looks wrong: a check-in with no check-out, hours far above a volunteer's usual pattern, or one person rostered twice at once.
Buying decision
Three ways to run volunteers, point by point; our guide covers choosing a volunteer management system for a Singapore charity.
| Point of comparison | EpiscriptCustom volunteer management system | Typical productPackaged volunteer software | Do it yourselfSpreadsheets and free forms |
|---|---|---|---|
| Sign-up and volunteer profiles | Your own fields for skills, languages, checks and consent | Standard profile fields, with some custom ones | Form answers copied into a sheet by hand |
| Shift scheduling and open slots | Your shift rules, skill requirements and waiting lists | The scheduling patterns the product supports | Shared sign-up sheets checked for clashes by a coordinator |
| Check-in and hours records | QR check-in feeding each volunteer's hours directly | Varies by product, often through its own app | Paper attendance typed up afterwards |
| Corporate and school groups | Group bookings with an hours report for each company or school | Depends on the vendor | A separate sheet per group |
| Donors, members and events | On the same records, each built when you need it | Often separate products or add-ons | Separate files, matched by hand |
| AI features | Built on your own volunteer records, in its own phase | AI capabilities are those the vendor provides | None |
| Cost model | A quoted project with agreed hosting, licensing and support terms | Usually a subscription priced by volunteers, administrators or plan | No licence fee, paid for in coordinators' time |
| Best fit | Organisations whose programmes, rules or reporting do not fit a standard product | Organisations whose volunteering fits the product's standard workflow | Small teams with a few programmes and a short volunteer list |
Swipe the table to see every column
Getting live
We release in phases, usually sign-up, profiles and rosters first, and move your volunteer lists and past hours across. Hosting is by Episcript or in your own environment, and our solutions are eligible for government grants.
We follow one programme from sign-up to hours report and agree the first release.
Coordinators, programme leads and a few volunteers approve the screens before development starts.
Volunteer lists, past hours and training records are imported and checked with your team.
One programme or event goes live first, supported by the same Singapore team.
Common questions
A volunteer management system keeps every volunteer's details, consent, skills, shifts, check-ins and hours on one record. Coordinators use it to recruit, roster and thank volunteers, and to report hours and impact to the board.
We build it for charities, IPCs, social service agencies, community and religious organisations, and event organisers that rely on volunteers. A smaller organisation can start with sign-up, rosters and hours, then add groups or a portal later.
Hours are recorded from each check-in and check-out, by QR code at the venue or by the team lead on a phone. Volunteers working off-site submit their hours, and a coordinator approves them before they count.
Coordinators publish shifts with the number of volunteers and any skills or languages each needs, and volunteers take open slots themselves. The roster shows the gaps, and suitable volunteers can be invited to fill them.
Corporate volunteering teams and school groups can register as a group, with one organiser booking a date and adding members. Each member still gets their own record and hours, and the group receives a report of its hours.
The cost of a custom volunteer management system depends on scope: the modules, scheduling rules, portal, integrations, data migration and any AI features. We quote against an agreed specification after a scoping session.
Our solutions are eligible for government grants. Moving volunteer sign-ups, rosters and hours off spreadsheets and chat groups onto one system is the kind of project these grants support, and we cover it during scoping.
AI features work with your own volunteer records: sign-up forms read into profiles, WhatsApp and email agents for volunteers, plain-English questions, drafted thank-you letters, turnout forecasts and anomaly checks on hours. Each is built in its own phase.
Volunteers use the portal in their phone's browser to sign up, take shifts, check in and see their hours, with nothing to install. Where an organisation wants one, we can also build a dedicated iOS and Android app.
Implementation time depends on the agreed scope and integrations, and we set a timeline once those are fixed. We import volunteer lists, past hours and training records from spreadsheets or your current system, checking them with your team.
The system supports your PDPA obligations through consent records, role-based permissions and activity logs: a team lead sees emergency contacts for their own shift, not the whole database. Compliance also rests on your own policies.
The system can send reminders through WhatsApp Business and SMS, pass consenting volunteers to Mailchimp and add shifts to Google or Microsoft 365 calendars. Donor and member records can share the same platform.
Related solutions
Donors, gifts, receipts and appeals, with volunteers who also give kept on one record.
View solution
Member applications, subscriptions and renewals for organisations whose volunteers are also members.
View solution
Registration, tickets and QR check-in for the charity runs and community events your volunteers staff.
View solutionNext step
Bring next month's volunteer roster and the sign-up form you use today, and we will show you both running in the system.