Intake buried in paper
Registration packets and consent forms get typed into a spreadsheet one by one, and something is always missing.
Hours of manual data entryHibox Program Management
Nonprofit program management software that proves your program impact.
Run intake, attendance, goals, case notes, incident reports, and family communication in one place. Every check in and every goal update flows into outcomes reporting your funders and board can trust.
Outcomes and impact reporting
HIPAA and FERPA support
Two way email and text
Free setup help and staff training
OutcomesParticipantsSessionsMessagesReports
All programs · This school year
412Participants served
88%Avg. attendance
74%Goals met
Reading level improved162 of 200
Attended 30 or more days220 of 250
Family joined an event116 of 200
Updated from today's check insBuild impact report
Built for
Out of school time programs
Afterschool programs
Summer programs
Mentoring programs
Human services
Education and literacy
and more
The Problem
You know your programs work.
Proving it is the hard part.
The daily work of running programs is spread across paper packets, spreadsheets, and personal phones. So when a funder asks for program outcomes, someone spends days rebuilding them by hand.
Family details in too many places
Siblings live in separate files, and allergies, pickups, and emergency contacts are hard to find when they matter most.
Safety information out of reachOutcomes reporting takes weeks
Attendance, goals, and surveys live in different tools, so every impact report starts from scratch.
Funders want proof, fastCase notes in notebooks
Important notes about a participant sit in one staff member's notebook or inbox, and leave when that person does.
History that disappearsOne way messages
Updates go out from personal phones, and replies from families get lost in group texts nobody tracks.
No record of who heard whatSensitive data at risk
Health details, custody notes, and school records sit in shared drives that anyone on the team can open.
Privacy rules still applyInside Program Management
Everything you need to run programs,
from first form to final outcome.
Hibox Program Management gives your team one place for every participant, every session, and every result. Pick a feature to take a closer look.
Custom intake and consent forms
Build your own intake process, step by step. Families and participants fill it out online, and every answer lands in the right record with no manual data entry.
- Your own steps, questions, and fields
- Digital consent and signatures
- Automatic reminders for missing forms
- Answers saved straight to the participant record
Fall enrollment · Step 3 of 4 · Health and safety
Peanuts
EpiPen
Lisa Ruiz (aunt)
Ana Ruiz, Lisa Ruiz
Does Maya need help with homework in English or Spanish?
Continue to Step 4
A participant CRM that knows families
Every participant has one complete record, and family members are matched together in one household.
- Demographics and custom fields
- Health and safety information
- Emergency contacts and authorized pickups
- Siblings and parents linked in one household
MR
Maya RuizAge 8 · 2nd grade · Lincoln Afterschool
Enrolled52Days attended
2 of 3Goals on track
6Case notes
Family and safety
Ana Ruiz · mother · primary contactHousehold
Leo Ruiz · brother · Summer CampSibling
Peanut allergy · EpiPen in bagHealth
Pickup: Ana Ruiz, Lisa Ruiz (aunt)Authorized
RF
Ruiz Household3 members · 2 enrolled
ARAna RuizParent · primary contact
MRMaya RuizAfterschool · peanut allergy
LRLeo RuizSummer Camp · asthma
Demographics
Household size 3Spanish and EnglishZIP 50310
Add any custom field your programs or funders need
Quick attendance and time tracking
Staff can take attendance for a whole group in seconds, or participants can check themselves in and out on a self service screen.
- One tap group attendance
- Health alerts and pickup notes on the roster
- Self service check in and out
- Time in program tracked for each participant
Lincoln Afterschool · Homework HelpTue, Oct 14 · 2:55 PM
38 checked in4 expected
AB
Ava BrooksGrade 3
In 2:51MR
Maya RuizAllergy alert
In 2:53SL
Sofia LopezGrade 3
Check inTN
Theo NguyenPickup: grandma
In 2:54Mark All Present
Welcome to Northside CenterTap your name to check in or out
DWDenise W.Out 11:02 AM
JTJames T.In 9:14 AM
RMRosa M.Tap to check in
KBKim B.In 9:30 AM
Time in program is tracked for every participant automatically
Outcomes reporting in minutes
Attendance, goals, and surveys all feed one report, so program outcomes come straight from the work your staff already do. No more weeks of copy and paste.
- Filter by program, site, funder, or date
- Every number traces back to a real check in or goal
- Pre and post survey results included
- Export to PDF or Excel
Q3 · All programs
185Participants served
74%Goals met
+1.2Reading levels
Promised outcomes
Attended 30 or more days88%
Improved reading level81%
Completed a personal goal74%
From attendanceFrom goal trackingFrom pre and post surveys
Two way email and text
Send messages to one family or a whole roster, and families can reply right back. Every conversation is saved.
- Email and text from one place
- Replies come back to Hibox
- Saved to each family's record
- Reminders, closures, and updates
Sent to Lincoln Afterschool families · Text and email
Reminder: family night is Thursday at 5:30 PM. Reply YES if you can come!
AR
Ana Ruiz · text
YES! Can I bring Leo too?
MC
Mark Chen · email
We will be there. Thanks for the reminder.
Every reply is saved to the family's record
Goals for every participant
Set individual goals, track progress over time, and see how each participant's results add up to your program outcomes.
- Goals by participant, group, or program
- Progress updates from staff
- Pre and post surveys
- Rolls up into outcomes reporting
Maya Ruiz · School year goals
Reading level up one bandAchieved
Homework done 4 of 5 days85%
Join a club this springStarted
Goal progress rolls up into program outcomes automatically
Case notes that stay with the participant
Record visits, calls, and observations on the participant record, so the full history stays with the participant even when staff change.
- Notes on every participant record
- Visible only to staff with permission
- Searchable history over time
- Linked to goals and outcomes
Maya Ruiz · Visible to program staff only
Oct 14Read her first chapter book to the group. Big confidence boost.
Oct 6Met with mom about homework routine. Agreed on quiet table time.
Sep 22Seemed tired this week. Shared snack resources with family.
Notes follow the participant, even when staff change
Incident reporting that protects everyone
Staff log injuries, behavior concerns, and safety incidents right from their phone while details are fresh. The right people are notified, and every report stays on the participant's record.
- Custom incident forms for injuries, behavior, and safety
- Supervisors notified as soon as a report is filed
- Follow up steps tracked until each incident is closed
- Access limited to staff with permission
Lincoln Afterschool · New incidentPlayground injury
Tue, Oct 143:42 PM
MR
Maya RuizParticipant
Added🩹
Scraped kneeFirst aid given · ice pack
Done👥
WitnessMs. Taylor, staff
Added🔔
NotifySupervisor and parent
OnSubmit Report
All sites · This month
Open
Playground injury · Maya R.
Lincoln · Oct 14 · Parent notified
Open
Behavior concern · Grade 5 group
Eastside · Oct 13 · Follow up Friday
Closed
Late pickup · Theo N.
Lincoln · Oct 9 · Resolved
2Open
9Closed
100%Notified
3Sites
Outcomes and Impact Reporting
Show your program impact with numbers you can trust.
Because attendance, goals, and case notes live in one system, outcomes reporting and impact reporting come straight from the work your staff already do.
1
Pick your program
Lincoln AfterschoolSummer CampTeen Mentoring
2
Pick your funder and dates
21st CCLCUnited Way
Aug 1, 2025 to Jun 30, 2026
3
Export your report
Impact Report264 participants · 91% attendance · 74% goals met
↓ Download PDF
⏱ Ready in minutes, not weeks
Reports you can build:
Program outcomesImpact reports for fundersAttendance summariesGoal completionHours in programDemographics
Participant and Parent Dashboards
Give families and participants their own login.
Parents and adult participants can see schedules, goals, messages, and forms in their own dashboard. They can also pay program fees, make donations, and track every payment and gift, so your front desk answers fewer calls.
2Kids enrolled
$180Due Oct 1
$150Given this year
Maya · Homework HelpMon to Thu, 3 PM
Field trip permissionSign now
New message from Ms. TaylorReply
Fall fees · payment 2 of 3Pay $180
Gift to Afterschool Fund$50 · receipt saved
Parent dashboards
Parents see each child's schedule, attendance, and goals, sign forms, message staff, pay program fees, and give to your programs, all from their phone.
ThuNext session
3 of 4Goals met
$0Fees due
Job Skills · Resume workshopThu 10 AM
Goal: finish 3 mock interviewsDone
Updated consent formSign
Class feesPaid in full · $60
Monthly gift$10 · 6 months
Participant dashboards
Adult participants track their own sessions and goals, sign documents, pay class fees, and give back, with a full history of every payment and gift.
Online donations and gift tracking are included when you add Hibox Fundraising.
Out of School Time Programs
Especially strong for afterschool and summer programs
Hibox Program Management works for many kinds of programs, and it was shaped by out of school time programs where attendance, safety, families, and funder reports all collide every afternoon.
Afterschool programs
Fast check in, pickup safety, homework goals, and daily family updates.
Afterschool softwareSummer programs
Weekly registration, waitlists, consent before day one, and camp week attendance.
Out of school time softwareMentoring and youth development
Matches, meetings, goals, and case notes for every young person.
Adult and family services
Intake, case management, self check in, and outcomes for adults and families.
Security and Privacy
Sensitive participant data, protected at every step
Program data often includes health details, school records, and custody information. Hibox is built to keep it safe and visible only to the right people.
HIPAA
Support for HIPAA compliance, with a Business Associate Agreement available
FERPA
Support for FERPA compliance when you work with student and school records
Alwaysencrypted
Your data is encrypted at rest and in transit, with backup and disaster recovery
Rolebased
Granular access controls, down to individual fields like case notes and health info
Who can see what
| Director | Case manager | Youth worker | Fundraising | |
|---|---|---|---|---|
| Attendance | Edit | Edit | Edit | None |
| Health and safety | View | View | Alerts | None |
| Incident reports | Edit | Edit | File only | None |
| Case notes | View | Edit | None | None |
| Custody details | Edit | View | Pickup only | None |
| Demographics | View | View | None | Totals |
Part of Hibox
Even more powerful with the rest of Hibox
Program Management works great on its own, and it shares the same people and data with every other Hibox module, plus a ready made training catalog for your team.
Grant Management
Program outcomes fill in grant reports automatically.
Learn more →Fundraising
Families and participants become supporters, and fees sit next to gifts.
Learn more →Staff Central
Schedule program staff and track their time by program and grant.
Learn more →Project Management
Plan program launches, events, and summer prep with task boards and deadlines.
Learn more →Learning and Compliance
Assign required training by role and track certifications for staff and volunteers.
Learn more →Volunteer Management
Volunteers help in programs with shifts and hours on one record.
Learn more →Included resource
Nonprofit Training Catalog
Ready made courses for staff and volunteers, including a full afterschool training library.
Getting Started
Running your programs in 2 to 10 business days
Setup time depends on how complex your programs are. Hibox staff help with setup and train your team at no additional cost.
1
Book a 30 minute demo
See Program Management with examples from programs like yours.
2
We build your intake
Hibox staff set up your programs, custom intake forms, consents, and goals.
3
We move your participants
We import your participant and family records from spreadsheets or your old system.
4
We train your team
Directors, case managers, and frontline staff learn Hibox at no additional cost.
Pricing
Nonprofit program management software priced for nonprofits
Unlimited participants and families on every plan. No setup fees, and setup help and staff training are included at no additional cost.
Starter
$149/month
For small teams with 1 to 5 users
- Up to 5 staff users
- Unlimited participants
- Unlimited parents and guardians
- Outcomes and impact reporting
- Unlimited session management
- Attendance and participation tracking
- Form builder
- Multiple program management
- 5 GB file storage
- 500 SMS credits per month
Most Popular
Pro
$299/month
For growing teams with 6 to 15 users
- Everything in Starter, plus:
- Up to 15 staff users
- Full parent and guardian communication
- 25 GB file storage
- Free data migration
- 1,000 SMS credits per month
Enterprise
Talk to Sales
For larger teams with 16 or more users
- Everything in Pro, plus:
- Unlimited staff users
- Dedicated account manager
- Premium support
- Up to 1 TB file storage
- 1,500 SMS credits per month
Best value
Get Program Management in the All in One Bundle
Add Fundraising, Grant Management, Staff Central, Volunteers, and more. All 9 Hibox modules start at $299 a month.
Save with annual billing. Volunteer and board accounts are always free. Book a 30 minute demo.
FAQ
Questions about nonprofit program management software
What is nonprofit program management software?
Nonprofit program management software helps organizations run the programs they offer to participants. It handles intake and consent forms, participant records, attendance, goals, case notes, communication, and outcomes reporting. Hibox Program Management brings all of that into one system, so program outcomes and program impact come straight from your daily work.
How does Hibox help with outcomes reporting and impact reporting?
Attendance, goal progress, surveys, and case notes are all recorded in Hibox as your programs run. When a funder or board asks for results, you pull an outcomes or impact report by program, site, funder, or date range and export it. Hibox also supports report formats for funders like United Way, CSBG, and 21st CCLC.
Can we customize our intake process?
Yes. You build your own intake steps, questions, and consent forms. Participants and families complete them online, and every answer is saved to the right participant record automatically, with no manual data entry.
What information does the participant CRM hold?
Each participant record can include demographics, health and safety details, emergency contacts, authorized pickups, goals, attendance, case notes, and any custom fields you add. Family members are matched together in one household, so siblings and parents are always connected.
Do parents and participants get their own login?
Yes. Parents get a dashboard where they can see each child's schedule, attendance, and goals, sign forms, message staff, and pay program fees. Adult participants get their own dashboard for sessions, goals, documents, and fees. Both can make donations and see a full history of their payments and gifts when you also use Hibox Fundraising.
How does attendance and time tracking work?
Staff can take quick attendance for a whole group from a phone or tablet. Participants can also check themselves in and out on a self service screen, and Hibox tracks time in program for each person.
Is messaging two way?
Yes. Send email and text messages to one family or a whole roster. When families reply, their responses come back to Hibox and are saved to their record.
Does Hibox include incident reporting?
Yes. Staff can file incident reports for injuries, behavior concerns, and safety issues from a phone or computer using forms you customize. Supervisors are notified when a report is filed, follow up steps are tracked until the incident is closed, and each report is saved to the participant's record with access limited to staff who have permission.
Is participant data secure?
Yes. Hibox supports HIPAA and FERPA compliance, encrypts data at rest and in transit, and uses granular role based access controls down to individual fields like case notes and health information. A Business Associate Agreement is available.
Is Hibox good for out of school time programs?
Yes. Hibox Program Management works for many types of programs and is especially strong for out of school time programs, including afterschool programs and summer programs, where attendance, pickup safety, family communication, and funder reports matter every day.
How much does Hibox Program Management cost?
Hibox Program Management is $149 per month for up to 5 staff users and $299 per month for up to 15 staff users, with unlimited participants and families on every plan. Larger teams can talk to sales about Enterprise pricing. Hibox staff help with setup and staff training at no additional cost.
Ready When You Are
Spend less time on paperwork
and more time on program impact.
See how Hibox Program Management fits your programs in a 30 minute demo.
Free setup and staff trainingUnlimited participantsHIPAA and FERPA support
