SahaySathi: An Intelligent NGO-Volunteer Communication and Matching Platform

Abstract

Efficient coordination between Non-Governmental Organizations (NGOs) and volunteers remains a significant challenge due to mismatches in skills, interests, availability, and geographical constraints. Traditional systems generally depend on manual processes in which volunteers must browse multiple websites, search for suitable opportunities, and apply separately for each event. Similarly, NGOs are required to review applications manually, identify suitable candidates, and manage volunteer participation through fragmented communication methods. These limitations often result in delayed coordination, inefficient matching, lower volunteer engagement, and increased administrative effort. This paper presents SahaySathi, an intelligent NGO–Volunteer communication and matching platform designed to simplify and improve the interaction between NGOs and volunteers. The proposed system uses a multi-parameter matching approach that considers volunteer skills, preferences, availability, and location proximity to recommend relevant events. In addition, the platform provides centralized communication, volunteer profile management, event publishing, application handling, and QR-based attendance tracking. The proposed solution aims to improve the quality of volunteer-event matching, reduce manual effort for NGOs, and help volunteers discover meaningful opportunities more efficiently. The system also establishes a strong foundation for future enhancements such as AI/ML-based matching, automatic approvals, certificate generation, and data-driven decision support. Overall, SahaySathi demonstrates how intelligent digital platforms can strengthen social impact ecosystems by creating a more structured, accessible, and efficient NGO–Volunteer coordination process.

Introduction

NGOs rely heavily on volunteers for social and humanitarian activities, but existing coordination methods are inefficient and fragmented. Volunteers often struggle to find relevant opportunities due to scattered listings, lack of personalization, and poor matching with their skills or availability. At the same time, NGOs face time-consuming manual processes for reviewing applications and managing participation.

To solve these issues, the paper proposes SahaySathi, a centralized digital platform designed to improve NGO–Volunteer interaction through intelligent coordination and structured workflows.

Key Objectives

The system aims to:

• Provide a centralized platform for NGOs and volunteers
• Improve matching using skills, interests, availability, and location
• Reduce manual workload for NGOs
• Offer personalized event recommendations for volunteers
• Enable QR-based attendance tracking
• Support future AI/ML-based enhancements

System Overview

SahaySathi includes four main modules:

• NGO Module: Event creation and volunteer management
• Volunteer Module: Profile creation and event browsing
• Matching Module: Multi-parameter recommendation system
• Attendance Module: QR-based participation tracking

Methodology

The system works in five steps:

1. Collect volunteer and NGO event data
2. Store and structure profiles in a database
3. Match volunteers to events using multiple criteria
4. Manage applications through a centralized system
5. Track attendance using QR codes after events

Implementation

The platform is designed as a web/mobile system with:

• Backend for authentication, storage, and logic
• Databases for users, events, and applications
• Modular architecture supporting future AI-based features

Results and Benefits

SahaySathi improves coordination by:

• Increasing match accuracy through multi-parameter filtering
• Reducing NGO workload via centralized applications
• Improving event discovery using location-based search
• Ensuring reliable attendance tracking with QR codes

Comparison with Existing Systems

Compared to traditional systems, SahaySathi provides:

• Better personalization and recommendation quality
• Centralized communication instead of fragmented channels
• Automated and structured application handling
• Higher scalability for future enhancements

Conclusion

This paper presented SahaySathi, an intelligent NGO–Volunteer communication and matching platform designed to improve coordination efficiency, reduce manual effort, andstrengthen engagement between volunteers and organizations.The proposed system addresses common limitations of exist-ing approaches by introducing centralized interaction, multi-parameter matching, location-based event discovery, structured application management, and QR-based attendance tracking. The study shows that a well-designed digital platform can significantly enhance the process of volunteer-event co-ordination. By improving accessibility, personalization, and management, SahaySathi provides a practical and scalable solution for the social impact domain. The system also creates a strong basis for future intelligent features such as AI-driven recommendations, certificate generation, and analytics-based

References

General studies on volunteer coordination systems and digital community engagement platforms. [2] Research in recommendation systems and user-personalized matching approaches. [3] Existing Ngo management practices and volunteer participation work-flows.

Copyright

Copyright © 2026 Krish N. Soni, Vidhi D. Suthar, Ms. Dhruvi Pandya. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.