Is Better Impact the problem, or is it showing you one?
Set up well, Better Impact takes the admin load off your team and gives volunteers a smoother experience from the moment they sign up. Set up poorly, it becomes another system your team works around. Often, the changes that fix it aren't enormous.
Flutterbye is an independent Better Impact Certified Consultant and Professional Partner. We work with councils, government agencies, health services and not-for-profits across Australia and New Zealand. Barwon Health first engaged us to develop e-learning modules and provide coaching in Better Impact, then came back for a System Review, training and support to implement the changes.
Better Impact Health Check: is your account working for you?
Take the free 5-minute Better Impact Account Health Check. Score six areas of your setup and get practical next steps.
“…I have been able to refer clients to her who require bespoke consulting services, in the safe knowledge that they will be taken care of and in good hands.”
Andy Fryar, Regional Director, Asia Pacific, Better Impact Read more client stories
When the system isn't the problem
Better Impact can do sophisticated work. Buying it doesn't fix the process underneath, close the configuration gaps or change how your team uses it.
When Better Impact isn't delivering what you need, the problem usually isn't the platform. It's one of these:
- Compliance tracking is fragmented
You can't reliably confirm who holds current screening checks, qualifications or mandatory training. An audit turns into a manual search. That's a governance problem, not a tracking problem. - Knowledge sits with one person
The coordinator who set the system up has left. Or you know that if they left, it would take weeks to work out how it's configured and why. That's a dependency problem, not a system problem. - Leadership can't see what matters
You get reports, but they don't answer the questions you're asking. You see activity, not health. That's a visibility problem, not a data problem. - The system exists, but the work happens elsewhere
Spreadsheets feel easier. Screening checks are tracked in email. Volunteers miss steps nobody can see. The system has lost trust because it doesn't fit how your team works. That's a design problem, not a training problem. - Nobody can explain how it's built
The setup doesn't reflect how you work. Reports are broken. Workflows feel clunky. Nobody can explain why the system was configured this way or how to change it. That's a capability problem, not a platform problem.
Before more training, find out what's creating the pressure. Then strengthen the parts of the system that matter most. Then build capability, so your team owns the system and keeps it working as your organisation changes.
Every package below follows those three steps.
Find your starting point
Start where your question sits.
See Clearly
“We know something isn't right, but not what or where to invest.” Enterprise accounts start with a System Review. Standard accounts start with Review + Coaching or Volunteer Pathway Design.
See the packages ↓
Strengthen the System
“We know the setup needs fixing and we're ready to act.” Start with Review + Rebuild or Rebuild + Rollout.
See the packages ↓
Build Capability
“The system is in place. Our team needs to own it.” Start with Better Impact Training or Review + Coaching.
See the packages ↓Standard or enterprise account?
Better Impact has two account types. A standard account runs one organisation. An enterprise account sits above several sub-accounts, such as programs, sites or departments.
Most packages come in a version for each, scoped and priced to the work your account involves. Not sure which you have? We'll confirm it on our first call.
Compare the packages
| Package | What it's for | Standard | Enterprise |
|---|---|---|---|
| See Clearly | |||
| System Review | Audit the system. Know what to fix. Invest where it matters. | Enterprise only. Start with Review + Coaching | From $4,235 inc GST |
| Volunteer Pathway Design | See where your pathway breaks down. Fix the process, then the system. | From $3,960 inc GST (one pathway) | From $3,960 inc GST (one pathway) |
| Strengthen the System | |||
| Review + Rebuild | Fix the system. Build your team's capability. Make it stick.We make the changes alongside your team in a focused sprint, then hand over. | From $3,960 inc GST | From $5,500 inc GST |
| Rebuild + Rollout | Rebuild the system. Bring people with you. Show the value. | Choose Review + Rebuild with Feature Rollout. | Ask for a quote |
| Build Capability | |||
| Better Impact Training | Learn your system. Run it with confidence. Stop relying on one person. | $990 inc GST | $1,980 inc GST |
| Review + Coaching | Find the gaps. Fix them with guidance. Build the skills to keep going.Your team does the work. We find the priorities and guide you through the fixes. | $2,970 inc GST | From $3,630 inc GST |
See Clearly: what's happening
Start here when something isn't working and you're not yet sure why. Find the cause before you invest in the fix.
The outcome: you decide from insight, not anxiety.
System Review
Audit the system. Know what to fix. Invest where it matters.
What it is
We audit your configuration, data quality, reporting, forms and user access. Then we walk leadership through a written report and a phased 12-month roadmap.
Who this suits
Leadership wants an independent view before committing budget. The setup has grown over time and nobody can explain why it works the way it does. Reports don't answer the questions leadership asks and staff have built workarounds or stopped using the system.
Running a large enterprise account with many sub-accounts? We start here. You get an independent view and a roadmap. We get into your account and see what we are dealing with, so any rebuild is scoped on what we find, not on assumptions.
See what's included
Includes
- An intake form, so the review starts with what's working and where the friction sits
- Review of your policies, procedures, role descriptions and feedback from administrators and volunteers
- A full audit of configuration, data quality, compliance tracking, reporting, forms, user access and features you're not using
- Up to three project team meetings and a mid-project check-in
- A written report with prioritised recommendations and a phased 12-month roadmap
- A debrief to walk leadership through the findings
You walk away with:
- Clear calls on what to keep, remove, consolidate or simplify
- Compliance and data gaps named and rated by risk
- A roadmap with a clear scope for implementation
- The evidence to decide where to invest next
Volunteer Pathway Design
See where your pathway breaks down. Fix the process, then the system.
What it is
Recruitment and onboarding aren't working the way they should and the cause isn't obvious. Over two half-day sessions we map your pathway from first enquiry to active volunteer, across your teams, technology and handovers. We show where flow stops, where work doubles up and where standardisation will help most.
Who this suits
Each team does its part well, yet volunteers still drop out before they become active. Staff time goes into chasing follow-up. Compliance checks depend on who remembers. Nobody owns the whole pathway, so nobody sees where it breaks.
Before you change your system, get clear on the process it needs to support.
See what's included
Includes
- Two half-day workshops with the teams who touch the pathway, best in person, online available
- A current-state map from first enquiry to active volunteer, starting where the volunteer starts
- A future-state map with fixes prioritised and agreed
- A written report with practical recommendations on process, handovers and technology
- Both maps as editable working documents your team keeps
You walk away with:
- A clear view of where volunteers wait, where they drop out and where staff time goes
- One shared picture of the pathway across every team
- A documented, auditable pathway covering placement, induction and compliance
- Recommendations you can act on, including what to build into your volunteer management system
Recommendations feed straight into a System Review or rebuild.
- Facilitated Focus Groups
Hear how the system works for administrators and volunteers, alongside what the audit finds. Added to a System Review.
From $1,320 inc GST
“It was really exciting to discover how much more the system could do than what we had been using it for. Christine has a wealth of knowledge and experience and helped us refine our setup, improve our processes, and get more value from the system for our volunteers.
“The detailed follow-up information and resources she provided made it easy to continue applying what we had learned and further improve our use of the system.”
Volunteer Development Officer, City of Charles Sturt Read more client stories
Strengthen the System: what gets built
Start here when you've decided Better Impact needs fixing and you're ready to act. Choose Review + Rebuild to fix the setup. Choose Rebuild + Rollout when the change reaches across departments or brings new features to volunteers.
The outcome: a program that runs on design, not workarounds.
Review + Rebuild
Fix the system. Build your team's capability. Make it stick.
We make the changes alongside your team in a focused sprint, then hand over.
Who this suits
Your system runs, but not the way your organisation does. One or two people hold the knowledge of how it's set up. Someone has the authority to act. Our most common engagement.
See what's included
Includes
- Discovery conversations with day-to-day administrators to understand needs and gaps
- A system audit with a findings synopsis
- A System Optimisation Sprint working alongside your team to rebuild architecture, fields, forms, screening, branding and reporting
- Reporting aligned to what leadership needs to know
- Practical change advice and a rollout checklist, so your team knows who to tell and when to switch things on
- Handover during the sprint covering what changed, why and how to maintain it. Your findings report is updated to show what was actioned and what is next, so it becomes a working document your team keeps
You walk away with:
- Reports that show screening, training and volunteer activity in the way leadership asks for them
- A system that matches how your organisation operates
- Staff with the skills and confidence to maintain it
- About 80% of improvements actioned before the engagement ends
Rebuild + Rollout
Rebuild the system. Bring people with you. Show the value.
What it is
We rebuild your enterprise account and take the change to every team that uses it. Focus groups, change support and a staged rollout of new features bring staff and volunteers with you.
Who this suits
A significant shift in how you use Better Impact, especially where the system spans several departments or programs. Or where volunteers are using new features for the first time. Success depends on bringing people with you, not just fixing the backend.
See what's included
Includes
- Everything in Review + Rebuild
- Focus groups with staff and volunteers across programs and departments
- Change support: communication templates, a volunteer champion pilot, training options and a reinforcement plan
- Rollout of online applications, timeclock, e-learning or feedback fields
- Reporting groups aligned to organisational goals
- Handover consultations mid-project and at completion
You walk away with:
- A rebuilt system with organisational buy-in
- Staff and volunteers using the platform
- Evidence of volunteer contribution tied to organisational goals
- A change approach you can reuse for future rollouts
- Feature Rollout
Take one feature live, such as timeclock, online applications or feedback fields, with a light change plan.
From $2,200 inc GST
- E-Learning Modules
Custom modules inside Better Impact for onboarding, induction or role training.
From $1,650 inc GST per module
- First-time setup
Setting Better Impact up for the first time?
We implement and customise it so it starts the way your organisation works.Quoted on your setup
“Christine worked with us to undertake a full review of our Better Impact accounts and system setup and it was very beneficial to our volunteer team and business. Christine was very easy to work with and she took steps to ensure that we got the most out of the time we had together through pre-visit discussions and system review. Christine was flexible in how we worked through tasks while onsite and her knowledge of Better Impact was excellent. I would highly recommend Christine to any other business needing help with this system.”
Kate Adams, Community Impact Manager, Phillip Island Nature Parks Read more client stories
Build Capability: what stays
Start here when Better Impact is in place and your team needs to own it. Choose Better Impact Training to get an administrator working on their own. Choose Review + Coaching when you want the gaps found and your team guided to fix them.
The outcome: the structure we build, your team keeps.
Better Impact Training
Learn your system. Run it with confidence. Stop relying on one person.
Who this suits
A new administrator needs to get up to speed. Someone inherited the account and is learning by trial and error. Or you want a backup administrator, so records and reporting don't rely on one person.
See what's included
Includes
- An intake form and a look at your account, so training uses your own setup
- Three live sessions in your own account: the daily basics, the workflows your administrator owns, then reporting and working independently
- Practice tasks between sessions, with questions answered at the next session
- A recording and one-page recap after each session
- A quick reference guide your administrator builds as they go
You walk away with:
- An administrator who runs their day-to-day Better Impact work on their own
- Volunteer records and compliance tracking kept accurate
- Reports run without needing help
- System knowledge shared beyond one person
Review + Coaching
Find the gaps. Fix them with guidance. Build the skills to keep going.
Your team does the work. We find the priorities and guide you through the fixes.
Who this suits
You need confidence that compliance tracking is current and that reporting answers the questions leadership and funders ask. Your team is ready to do the work, with someone who knows the platform and the sector guiding them.
See what's included
Includes
- An intake form and a focused review of your account, prioritised on compliance tracking, reporting and the areas you most want to fix
- A written Findings Summary with risks rated, showing how your Better Impact setup supports compliance tracking and selected criteria of the National Standards for Volunteer Involvement. A system alignment check, not a National Standards audit
- A findings call to agree priorities
- Coaching sessions focused on those priorities
- A Session Action Plan after each session, with decisions, actions and owners
- Email support between sessions, plus one 15-minute check-in (standard) or two (enterprise)
- Session recordings your team can return to when someone new joins
You walk away with:
- Compliance gaps named, with a clear path to tracking that's current and verifiable
- Practical improvements your team makes to your system and the processes behind it
- Reporting that starts answering leadership's questions
- The skills to manage the system yourselves and prioritised next steps
- Extra session
One 90-minute session for when a new question comes up. We pick up from your last recap or Session Action Plan, so the time goes on what’s next. You get the recording and a new Session Action Plan afterwards. Add it to any training or coaching package.
$330 inc GST
- Coaching Top-up
Three 90-minute sessions over three months. New questions surface after every rebuild. Work through them with someone who already knows your account. Each session ends with a recording and a Session Action Plan.
$825 inc GST
- User Guides
Administrator and volunteer guides built on your setup, so the next new starter isn't starting from zero.
From $1,650 inc GST
- Annual Review
A yearly check that your account still fits how you work. An intake form, a Health Check re-run compared with last year and a light account review, with a one-page summary and a 60-minute results conversation.
$990 inc GST for standard accounts
- Tailored Training
Training for staff or volunteers after a rebuild or when a new feature goes live. Built on your setup and your language.
Quoted on scope
How the work connects
Most organisations start in one place and move to the next when they're ready.
- Training often raises bigger questions. Book a System Review within three months and a third of your training fee is credited.
- A System Review scopes the rebuild. Your Review + Rebuild builds on its findings, so you only pay for the remaining work.
- After a rebuild, keep the momentum. A Coaching Top-up gives your team someone to check with while their confidence builds.
Why Flutterbye
The work needs someone who knows both the platform and the volunteer sector. Someone who:
- Can see what Better Impact can do and when you’re using it to solve the wrong problem.
- Brings 20+ years in volunteer leadership and seven years consulting across 60+ organisations.
- Can tell the difference between a system issue and a capability issue.
We work alongside your team and stay until they can hold it.
Common questions
Is the price fixed?
Yes. We confirm a fixed fee before we start. Enterprise prices include the main account and two sub-accounts. Review + Coaching and Review + Rebuild cover up to four. For five or more, we start with a System Review and quote the next stage from what we find.
How does payment work?
A 50% deposit secures your booking. The balance is due before the second session or at the project midpoint. Rebuild + Rollout is paid in three stages. Prices are in Australian dollars and include GST.
What support do we get between sessions?
Each package states its support in the quote, with replies within two business days. Training questions are answered at the next session, so everyone attending hears the answer.
Do you work onsite?
Most work is remote. Sprint days and workshops can be onsite. Travel outside metropolitan Melbourne is quoted at cost.
Do you work in New Zealand?
Yes. Clients include Auckland War Memorial Museum, Christchurch City Mission, Mary Potter Hospice and Volunteering New Zealand.
Are you part of Better Impact?
No. Flutterbye is an independent Better Impact Certified Consultant and Professional Partner. We work for you, not the vendor.
Which package should we start with?
Take the free Health Check or book a conversation. We'll tell you where to start and whether you need us at all.
Not sure which problem you have?
If the data doesn’t add up, the same issues keep coming back or leadership can’t see what’s happening, let’s talk.
You’ll leave with a clearer view of where the pressure is coming from and whether you need us at all.