Looking for a VSTracking alternative? This guide explains what to compare, what a move costs, and how to transfer your records.
If you're comparing VSTracking alternatives, the differences that matter most are reporting, staff permissions, specialized workflows, pricing, data ownership, and migration support.
Is StriveDB a good alternative to VSTracking?
StriveDB is worth considering when you need to manage counseling, legal advocacy, shelter operations, or crisis-line calls alongside case management and grant reporting.
For counseling programs, StriveDB supports session notes, assessments such as the PHQ-9 and PCL-5, and supervisor approval. Legal advocates can track protective orders and their status. These are capabilities of our Counseling and Legal Advocacy modules.
Shelters can track beds and occupancy. Crisis-line volunteers can log calls without access to client records. Family justice centers can use custom roles and record permissions to control what partner-agency staff can see and change.
Feature availability varies by subscription and optional modules. We'll recommend a package based on your center's needs. For a tour of the day-to-day screens, see our StriveDB case management platform overview.
VSTracking also serves nonprofit and government victim service providers. VSTracking says it offers built-in VOCA reporting, configurable records, reporting tools, and unlimited users. Separately, the Office for Victims of Crime names it among the systems grantees use to manage cases and awards. If those already support your work at a price that fits, switching may not be necessary.
VSTracking and StriveDB: key differences
The table below summarizes the key differences. The VSTracking column reflects what VSTracking says on its own pages, each linked to its source:
| What to compare | VSTracking | StriveDB |
|---|---|---|
| VOCA reporting | Built-in VOCA reports. | Included on every plan. |
| Other funder reports | Custom grant reports and report-building tools. | Report library and custom reports built by our team. Custom-report allowances vary by subscription. |
| Staff access | Six built-in roles, including access limited to assigned cases. | Custom roles and record permissions. |
| Counseling | Counseling is listed among supported programs. A clinical-note approval workflow was not described in the pages reviewed. | Counseling module: session notes, assessments, and supervisor approval. |
| Protective orders | Court date tracking. A dedicated protective-order workflow was not described in the pages reviewed. | Legal Advocacy module: protective-order tracking. |
| Two-factor authentication | App or text-message authentication, configurable per agency. | Required for every user. |
| Leaving the service | Free MySQL database backup with documentation. | Export at no charge, with a 90-day window after your subscription ends. |
Comparison reviewed: September 30, 2026
This is a vendor-authored comparison, not an independent product audit. A feature missing from a webpage is not necessarily missing from the software. Compare the tasks your staff actually perform: have a volunteer log a call, a counselor submit a note for approval, or a partner-agency user open a restricted record.
Who should consider switching?
Switching is worth evaluating if your center needs:
- Counseling, legal advocacy, shelter, or crisis-line workflows managed in the same system as case management, rather than in spreadsheets alongside it.
- Granular staff permissions, such as custom roles and record-level visibility for partner-agency staff.
- Custom reports built by the vendor rather than reports your own staff have to build.
- Two-factor authentication required for every user, not left configurable per agency.
- Structured migration support, with a test account and a staff review before anything reaches your live system.
If none of these describe a gap you are feeling, the section below is the more useful one.
When staying with VSTracking makes sense
For law enforcement agencies, VSTracking says it will sign the CJIS Security Addendum, an agreement concerning criminal justice information security. StriveDB does not currently offer that addendum. If it is a requirement for your agency, that is an important reason to stay.
Staying can also make sense when the existing reports meet your funders' requirements, unlimited users keep your costs down, or your team prefers building reports itself. A move takes staff time even when the import is free.
What does switching cost?
StriveDB charges no fee to import VSTracking data, including on Basic. The software subscription is separate. Our published annual subscription prices are $2,388 for Basic, $6,240 for Team, and $15,000 for Premium. The Counseling and Legal Advocacy modules each add $1,200 per year on Team and above; Premium includes one module.
VSTracking describes its pricing as flat rate, without extra seat fees. As one historical reference point, the Collin County Sheriff's Office in Texas budgeted $5,000 annually for VSTracking in FY2024. That is one county's budget, not a current price list.
Compare quotes for the users, features, storage, and reports you need. There may also be a period when you pay both vendors while the move is underway.
How long does a VSTracking migration take?
We completed a VSTracking migration in two weeks, from the initial support ticket to the finished data import. That migration moved ten years of the center's records. The client reviewed the imported data and reported no errors, and the organization is now using StriveDB for its daily work.
In that case, the import moved quickly enough that the client chose to pause data entry and start using StriveDB once it was done. Other organizations can use an initial export for testing and a second export for the final move, as described below.
That two-week timeline is one completed example, not a guaranteed turnaround. Your schedule will depend on export delivery, staff review, and the final transfer. We agree on the dates with you before starting.
How to migrate from VSTracking
The basic process is five steps:
- Confirm your renewal and cancellation terms.
- Contact StriveDB before you cancel.
- Request your VSTracking export and its documentation.
- Review and test the imported data in a test account.
- Approve and complete the final import.
For timing, see how long a migration takes above. Here is what each step involves when you move to StriveDB.
1. Check your renewal date and notice deadline
VSTracking's published license agreement generally requires at least 60 days' written or electronic notice to stop annual renewal. Your order form or another agreement with VSTracking can set different terms.
Giving notice and turning off access do not have to happen together. Check the terms for your account and get written confirmation of the cancellation date, any remaining charges, and when staff access will end.
2. Talk with us before you cancel
We'll review the features you need, your reporting requirements, and your preferred switch date. A recent report and a list of spreadsheets or separate systems you hope to replace are useful starting points. Avoid sending identifiable survivor records with an initial inquiry.
Before records are transferred, we put a data processing agreement in place to define how we may handle them. Where applicable, our terms require a signed business associate agreement before we receive protected health information. We also arrange the secure transfer method and who will have access to the export.
3. Request your export
Choose Contact Support on VSTracking's contact page. Its license agreement provides for a free export. Ask for all three of these:
- The MySQL database backup. These are the records themselves.
- The documentation explaining how the records are organized. Your new vendor needs it to map the data correctly.
- The uploaded documents. These are held separately from the database, so ask for them explicitly. In our completed migration, VSTracking delivered them as a ZIP archive through SharePoint.
Once you have chosen a cancellation date, you can use this message:
Subject: Data export and cancellation effective [date]
Hello,
Please treat this as notice that [agency name], account [number], intends to end its VSTracking subscription effective [date]. Please confirm that this meets our notice requirement, identify any remaining charges, and confirm when access will end. We are not requesting immediate deactivation.
We authorize StriveDB to receive our database export, its documentation, and all uploaded files. Please coordinate a secure transfer with [email protected]; do not send survivor records as ordinary email attachments.
Please arrange an initial export for testing and coordinate with StriveDB on a second export for the final import if needed. Thank you.
Keep the written confirmation and request the export while your account is active.
4. Review your records in a test account
We review the export and import it into a test account separate from your live account. Custom fields, tags, and victimization categories are matched to existing StriveDB fields or fields created to hold them. We check uploaded documents alongside the database records and discuss any exceptions before the final import.
Pull up the clients you know. Check the cases you remember. Open attached documents. Run your quarterly reports using the same dates and filters, and work through any differences with us.
Include the advocates who enter records and the staff who submit reports. They will notice details a record count alone can miss. Check access permissions, too: the right records need to be visible to the right people.
5. Complete the final import and start using StriveDB
VSTracking can provide two exports: an initial one for testing and a second one for the final import. The second export brings across records added or changed while you were reviewing the first import.
We agree with you on when to stop entering records in VSTracking so that the final export captures the latest changes. If your team can pause data entry after the first export, as the client above chose to do, a second export may not be needed.
Nothing goes into your live StriveDB account until you approve the test results. After the final import, check key records and reports again before considering the move complete.
Questions about your data
Will historical reports match exactly?
Matching records does not automatically mean matching every report total. Dates, filters, service definitions, and counting rules need to match, too. Save copies of reports you have already submitted and use them during testing. We'll work through differences with you rather than treating a successful import as proof that every report is correct.
What happens to the original VSTracking export?
We retain the original export for 90 days after you confirm that the imported data looks correct, then delete every copy we hold: the export files, the uploaded documents, and the test account. At your request, we can retain it longer. It is your data, and you own it.
This retention period applies to the migration copies, not to the records you are actively using in StriveDB.
Can we export our data if we later leave StriveDB?
Yes. We do not charge for a data export. Our published exit policy gives you a 90-day window after your subscription ends to export your data. After that, we follow our deletion procedure and issue a Certificate of Destruction, a written confirmation of deletion.
Are VSTracking and The Advocate Advantage the same thing?
Yes. VSTracking is the software product and The Advocate Advantage is the company behind it. Its license agreement identifies Online Web Services US, Inc. as the provider. You will see both names when researching the service.
Does the import include our custom fields?
Yes. Custom fields, tags, and victimization categories are matched to existing StriveDB fields, or to fields we create to hold them. We review the export first and agree on the mapping with you before importing.
Planning to leave VSTracking?
Before you cancel, we can review your renewal date, reporting needs, current data, and migration requirements, so you know what the transition will involve before you commit to it. Send us your renewal date, staff count, and the main reason you are considering a VSTracking alternative. Your IT contact can also review our security overview before any records are transferred.
Talk to StriveDB about a VSTracking migration