Volunteer rosters
Shifts online for sorting, packing, driving and the front counter with self sign-up, swaps and SMS reminders.
Food bank software: volunteers, stock & agency orders
Food banks: volunteers rostered, stock tracked. Less waste, more food out the door.
Volunteers get rostered by phone the night before. Stock is counted on paper, agency orders arrive by email and the yoghurt nobody saw ends up in the skip. We build volunteer, stock, donation and agency systems for food banks that all talk to each other, then we host them and look after them.
Looking for food bank software that handles volunteers, stock and agency orders?
A food bank is a warehouse, a logistics company and a volunteer army running on goodwill and a shoestring. Donations turn up unannounced from supermarkets, farmers and school drives. Pallets need sorting, checking and dating. Partner agencies want to know what's available this week while the roster lives in one coordinator's phone. Most of it is held together by spreadsheets, whiteboards and a lot of late-night texts.
Wollopit builds custom food bank software around how your warehouse actually runs. Volunteers pick their own shifts and get reminders. Every donation is logged as it comes through the roller door, with use-by dates that warn you before food goes off. Agencies order from live stock in a portal. Reports for funders and your board come out in a click. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers, so you can get food to people instead of chasing paperwork.
01The problems
What we hear from food banks
Does your food bank have these problems? Here's how we'd fix them.
Most food banks we talk to do incredible work on a tiny budget. One coordinator juggles the roster, the warehouse and the agencies in their head. It holds together right up until Christmas.
- The problemRostering by phone and textThe coordinator spends every evening ringing around and Saturday's sort shift is still two people short.How we fix itOnline rosters where volunteers pick their own shifts, swap them and get SMS reminders. Gaps show up days ahead.
- The problemNo-shows nobody saw comingA volunteer pulls out at 7am and the truck is already backing in.How we fix itOne-tap cancellations that alert the coordinator and offer the shift to standby volunteers straight away.
- The problemVolunteer paperwork in a filing cabinetWorking with Children Checks, police checks and inductions on paper. Nobody knows whose has expired.How we fix itVolunteer profiles with checks, inductions and forklift tickets on file plus reminders before anything lapses.
- The problemStock counted on paperNobody knows what's actually on the shelves until someone walks the aisles with a clipboard.How we fix itLive stock by category, location and use-by date, updated as food comes in and goes out.
- The problemFood goes off before it goes outA pallet of yoghurt sits behind the rice and gets found a week past its date.How we fix itUse-by and best-before alerts with oldest-first picking so short-dated stock leaves first.
- The problemDonations unrecordedSupermarket rescue, farm drops and school drives arrive with a handshake and nothing written down.How we fix itQuick donation logging at the roller door with weight, donor and dates plus receipts and thank-you emails.
- The problemAgency orders by emailPartner charities email lists of what they want. Half of it's gone and someone retypes the rest.How we fix itAn agency portal showing live available stock with order limits, pickup slots and allocations by need.
- The problemPickups and deliveries on a whiteboardRescue runs, agency drop-offs and the van roster get scribbled up and rubbed out.How we fix itDriver run sheets with stops on Google Maps, pickup confirmations and proof of delivery on their phone.
- The problemCold chain on trustFridge and freezer temps written on a sheet taped to the door when anyone remembers.How we fix itTemperature logs on a tablet or from sensors with alerts when a coolroom drifts out of range.
- The problemChristmas hamper chaosHundreds of hampers, registrations on paper and the same family on three lists.How we fix itOnline hamper registrations with duplicate checks, packing lists and collection time slots.
- The problemImpact is hard to showFunders want kilos, meals and agencies served. Working it out takes a week of spreadsheets.How we fix itImpact reports on demand: kilos in and out, meals equivalent, volunteer hours and agencies served.
02What we build
Solutions
What we build for food banks. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Volunteer onboarding & checks
Sign-up forms, inductions plus WWCC and police check records with expiry reminders.
Volunteer sign-in & hours
Kiosk or QR sign-in at the warehouse so every hour counts towards your reports.
Corporate volunteer days
Work teams book a group packing day, sign waivers and get all the details in one go.
Stock tracking
Live stock by category, shelf and use-by date, from the roller door to agency pickup.
Expiry alerts
Short-dated stock flagged every morning so it goes out the door instead of in the skip.
Donation intake
Log food donations by donor, weight and category in seconds with receipts and thank-yous.
Agency ordering portal
Partner agencies order from live stock with allocations, limits and pickup slots.
Rescue runs & deliveries
Driver run sheets, Google Maps routes, pickup confirmations and proof of delivery.
Coolroom temperature logs
Fridge and freezer checks on a tablet or from sensors with out-of-range alerts.
Hamper & appeal drives
Christmas and Easter hamper registrations, packing lists and collection time slots.
Online fundraising
Cash donations through Stripe with receipts sent automatically and everything synced to Xero.
Impact & grant reports
Kilos, meals, volunteer hours and agencies served, ready for funders and the board.
A website that gets help
Hand-built and quick on mobile with volunteer sign-up, donate buttons and drop-off details.
03The systems
The big ones
Your whole food bank, on one system.
These are the systems food banks ask us about most. Each one works on its own and they get properly clever when they're joined up.
Volunteer rosters
Every shift filled before the truck turns up.
Volunteers see open shifts on their phone, pick what suits them and get a reminder the day before. When someone drops out the coordinator knows straight away and standby volunteers get offered the gap.
- Self sign-up for open shifts
- Shift swaps between volunteers
- SMS and email reminders
- Standby list for last-minute gaps
- Roles like sorter, packer and driver
- Checks and inductions on each profile
- Expiry reminders for WWCC and police checks
- QR sign-in at the warehouse
- Hours logged for reports
- Group bookings for corporate teams
Stock & expiry
Know what's on the shelves. Move it before it goes off.
Every item is tracked by category, location and date from the moment it comes in. Short-dated stock gets flagged each morning and picking lists send the oldest food out first.
- Live stock by category and shelf
- Use-by and best-before dates
- Daily short-dated alerts
- Oldest-first picking lists
- Barcode or quick-tap entry
- Chilled, frozen and dry locations
- Coolroom temperature logs
- Low-stock alerts for staples
- Waste recorded with reasons
- Stocktakes on a tablet
Donations
Every donation logged at the roller door.
Supermarket rescue, farm drops and community drives get logged in seconds with weight, donor and dates. Donors get thanked automatically and online cash donations land in the same place.
- Quick intake on a phone or tablet
- Weight, category and dates captured
- Donor records and history
- Thank-you emails and receipts
- Food rescue pickups scheduled
- Online cash donations via Stripe
- Synced to Xero or MYOB
- Donor reports for partners
- Drive and appeal tracking
Agency portal
Partner agencies order from what's actually there.
Agencies log in and see live available stock instead of last week's email. They order within their allocation and book a pickup or delivery slot. Orders come straight off your stock with packing lists ready for the floor.
- Agency logins and profiles
- Live available stock
- Allocations and order limits
- Pickup and delivery slots
- Packing lists for volunteers
- Driver run sheets with Google Maps
- Proof of delivery on a phone
- Order history per agency
- Notices for new stock and specials
Impact reporting
Show funders the difference in a click.
Everything that comes in and goes out is already recorded, so the numbers build themselves. Pull kilos, meals, volunteer hours and agencies served for any date range and hand it straight to your board or a grant acquittal.
- Kilos in and out
- Meals equivalent
- Volunteer hours and headcount
- Agencies and programs served
- Waste and rescue figures
- Any date range
- Grant acquittal exports
- Annual report summaries
- Board dashboard
04How it changes
Before and after
A Christmas hamper drive, wolloped.
Here's how hamper season could change. Every food bank is different, so we map yours first.
Before
- Families register on paper forms at three agencies
- Someone types the lists into a spreadsheet
- The same family turns up on two lists
- The coordinator rings round for packing volunteers
- Nobody's sure if there's enough tinned ham
- Collection day queue runs out the door
After
- Agencies register families online
- Duplicates get flagged automatically
- Volunteers book packing shifts themselves
- Stock shows what's short weeks ahead
- Packing lists print by collection slot
- Families pick up in their time slot after an SMS reminder
05Services
Everything under one roof
Software, websites and systems for food banks.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for food banks
Built around how your food bank actually runs: volunteer rosters, volunteer onboarding & checks and the admin in between, in one system you own.
Websites for food banks
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Food bank system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for food banks
Volunteer sign-in & hours and corporate volunteer days: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Google Workspace, Microsoft 365 and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your food bank, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside volunteer platforms you're happy with or replace the ones holding you back.
- Google Workspace
- Microsoft 365
- Xero
- MYOB
- Stripe
- Square
- Mailchimp
- Humanitix
- Eventbrite
- Google Maps
- Twilio SMS
- Zoom
- Rosterfy
- Better Impact
- Salesforce Nonprofit Cloud
- Raisely
- SafetyCulture
- Canva
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your food bank: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend a shift in the warehouse, at the roller door and with your coordinator, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your volunteers, stock, donations, agencies, reports, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next big appeal.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things food banks ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can partner agencies order online?
Yes. Agencies log in to see what's available right now, order within their allocation and book a pickup or delivery slot. Their orders come straight off your stock.
Can it warn us before food expires?
Yes. Every item carries its use-by or best-before date. Short-dated stock is flagged each morning and picking lists push the oldest food out first.
Can volunteers sign up for shifts themselves?
Yes. They pick shifts on their phone, swap with each other and get SMS reminders. You see the gaps days ahead instead of at 7am.
Can it track volunteer checks and inductions?
Yes. Working with Children Checks, police checks, inductions and forklift tickets sit on each profile with reminders before anything expires.
We already use Rosterfy or another volunteer platform. Do we have to switch?
No. If it's doing its job we build around it and connect the stock, agency and reporting side on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can it produce reports for funders and grants?
Yes. Kilos in and out, meals equivalent, volunteer hours and agencies served can be pulled for any date range and exported for grant acquittals and your annual report.
How much does food bank software cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online rosters or expiry alerts can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next hamper drive.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most food banks we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a food bank problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.