I have just started working with the trial version of the PTO software. I am going to try to convince my PTO that it would be an excellent asset. I would like to hear from others that have used it for their volunterr management and especially the student directory. I am new to this area of our PTO and I would like to make sure that I have the pluses and minuses in mind before I go forward.

Also is there a way to import and existing student/parent list into the software? Before we make this purchase I want to see if there is something else I shoudl consider like an Access database, etc. We currently use an excel spreadsheet with lists not only the student names but also each parent (if applicable) and their corresponding email addresses (and addesses if separated/divorced).

We bought PTO Manager software last year and for the most part love it. We are a small Catholic school in Florida that requires 35 volunteer hours per family (not that everyone complies), so tracking volunteer hours for us was a nightmare; very time consuming, confusing (different last names if parents divorced, etc.). We now "require" volunteers enter their own hours online. They can also sign up to volunteer for events (although we didn't focus on that this year, we will next). It takes some getting used to, and a lot of thought upfront to set it up right (and I'm sure we could have done better, but support at PTO Today is good). The bonus is Finance Manager, which, again will give us more value next year now that we have history to compare budget vs. real on events. And NOW you get Constant Contact free, which allows you to send email blasts to your volunteer list (we entered all parents this year to get started, to make sure we had all email addresses). I can't say the software is perfect; one thing that drives parents crazy is when you log in (as volunteer), you would think you would click on "My Hours" to enter hours you volunteered. But no, you click on "Events" and then "volunteer for event" (even if you worked it three months ago), and enter them. Once we train them, it's easy, so it's nothing major. So I give it an 8 out of 10, and they keep improving it (like adding the email blast capability this year); all in all we are happy, and will be renewing.

Hi,

A couple of pieces of information to help you with your decision.

1. We can import volunteer information (name/address/email,etc) but not student information. Generally what schools do is import their volunteer information and then ask parents to go online and input their interests (so you know where they want to help out) and their student data. Parents can also verify their own demographic information.
2. Once that is done, you can feel comfortable that Volunteer Builder has the necessary information to help you create your directory. You can then export from Volunteer Builder into excel using the Student Report. That report will have all the information you need to create your directory. A word of caution, however, is that there is still a fair amount of work to be done to format the directory/combine parents/handle multiple households. You will, however, have accurate data, all in one place, which is a giant portion of the work involved in creating your directory.

I hope this helps. Feel free to call us directly at 800-557-2670 with additional questions.

Thanks,

mike