Nonprofit Volunteer Background Check Software: What to Look For in 2026
You know you need to screen your volunteers. But you're probably tracking background check status in a spreadsheet — or worse, not tracking it at all. Sound familiar?
Volunteer background check software helps you screen volunteers, track who's been cleared, and stay compliant with insurance and grant requirements. The best tools combine background check tracking with your volunteer CRM, hour logging, and scheduling — so you see the full picture of every volunteer in one profile.
This guide covers what to look for, the top providers for running checks, and how to build a screening program that actually protects your mission.
Why Background Checks Matter for Nonprofits
Protecting the People You Serve
If you serve children, seniors, or people with disabilities, you have a heightened duty of care. Background checks help you identify individuals with histories that could put those populations at risk.
Insurance Requirements
Many nonprofit insurance policies require volunteer screening for certain roles — especially those involving direct contact with minors or access to financial data. Without documented screening, you may face coverage gaps when you need protection most.
Grant Compliance
Federal grants, state contracts, and foundation funding often require documentation of your volunteer screening program. When your background check data lives in your volunteer management system, pulling compliance reports takes minutes instead of hours.
Legal Liability
Courts have held nonprofits liable for "negligent screening" when volunteers cause harm. A documented background check policy — with tracking to prove you follow it — reduces your legal exposure.
What to Look for in Background Check Software
1. Status Tracking
Your software should track clear statuses for every volunteer: Pending (check submitted, awaiting results), Approved (cleared and active), and Expired (past renewal date). Color-coded badges make status visible at a glance.
2. Annual Renewal Reminders
Background checks aren't one-and-done. Best practice is annual re-screening for active volunteers. Your software should track renewal dates and alert coordinators when checks are approaching expiration.
3. Activity-Level Requirements
Not every volunteer role requires the same level of screening. Your system should let you flag specific activities (childcare, transportation, financial access) as requiring an approved background check.
4. Integration with Volunteer CRM
Background check status should live on the volunteer's profile — alongside their skills, hours, availability, and waiver status. Separate spreadsheets for screening data create dangerous information gaps.
5. Compliance Reporting
Generate reports showing background check status across your volunteer base. Filter by status for board reports, insurance audits, and grant compliance documentation.
Top Background Check Providers for Nonprofits
Sterling Volunteers
The largest provider focused on nonprofit volunteer screening. Offers criminal history, sex offender registry, and identity verification. Nonprofit pricing available. Integration with some volunteer management platforms.
Checkr
Developer-friendly background check API with fast turnaround times. Growing nonprofit presence. Pricing starts around $15 per check with volume discounts.
GoodHire
User-friendly interface with nonprofit pricing. Offers multiple check levels from basic criminal history to comprehensive packages including education and employment verification.
Verified Volunteers (now Sterling)
Merged with Sterling in 2023. Legacy customers may still use this platform. All new customers directed to Sterling Volunteers.
How Alignmint Handles Background Checks
We built Alignmint to handle the part that most tools ignore — tracking. We don't run background checks ourselves. Instead, we put the tracking directly into your Volunteer CRM:
- Status Tracking — Record check status (pending, approved, expired) on each volunteer profile
- Annual Renewal — Track renewal dates with expiration alerts
- Activity Requirements — Flag activities that require an approved background check
- Profile Integration — Check status lives alongside skills, hours, availability, and waiver data
- Compliance Reporting — Generate reports for your board, insurance, and grant requirements
- Connected to Accounting — Volunteer data flows into in-kind contribution reports and grant documentation
Use any background check provider you prefer (Sterling, Checkr, GoodHire). We handle the tracking, compliance, and reporting.
Why This Matters
When background check tracking lives in a separate spreadsheet, your coordinators have to check multiple systems before assigning volunteers to activities. That's how cleared volunteers get missed and uncleared ones slip through. With everything in one profile — check status, hours, skills, waivers — one look tells you what you need to know.
Building a Background Check Program
Step 1: Define Your Policy
Determine which roles require background checks. At minimum, screen volunteers who:
- Work directly with children or minors
- Transport participants
- Handle financial data or donations
- Visit homes or provide in-home services
- Have unsupervised access to vulnerable populations
Step 2: Choose a Provider
Select a background check provider based on your volume, budget, and turnaround needs. Most nonprofits use Sterling, Checkr, or GoodHire. Request nonprofit pricing — most providers offer it.
Step 3: Set Up Tracking
Use your volunteer management software to track check status for every volunteer. Record the date checked, expiration date, provider used, and any notes.
Step 4: Communicate with Volunteers
Be transparent about your screening requirements. Most volunteers welcome background checks — it shows you take safety seriously. Include screening requirements in your volunteer welcome materials.
Step 5: Establish Renewal Cycles
Set annual renewal dates for active volunteers. Use your software's renewal reminders to stay ahead of expirations. Budget for re-screening costs in your annual volunteer program budget.
Cost Considerations
| Provider | Basic Check | Comprehensive | Nonprofit Discount |
|---|---|---|---|
| Sterling Volunteers | $15–$25 | $30–$50 | Yes |
| Checkr | $15–$20 | $35–$75 | Volume discounts |
| GoodHire | $20–$30 | $50–$100 | Yes |
These costs are per volunteer, per check. For a nonprofit with 100 active volunteers screened annually, budget $1,500–$3,000 per year for basic checks.
The Bottom Line
Volunteer background checks protect your mission, satisfy insurance and grant requirements, and build trust with donors and families. But running checks is only useful if you track the results effectively.
The best approach combines a dedicated background check provider (Sterling, Checkr, or GoodHire) with volunteer management software that tracks status, sends renewal reminders, and connects screening data to your volunteer CRM, scheduling, and accounting.
Ready to track background checks alongside your volunteer management? We include background check tracking on every plan, including the free Starter plan.
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