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Comprehensive Guide to Hours

Learn how volunteer hours work in Better Impact, including all available logging methods, timeclock and express timeclock setup, approvals, permissions, automation, troubleshooting, and best-practice admin workflows.

Updated today

Keywords: Volunteer Hours; Hours Logging; Timeclock; Express Timeclock; Auto Log Hours; Hours Permissions; Hours Approvals

📌 Tip for administrators: Use the Table of Contents on the right to quickly jump to the section you need.

Overview

Accurate hour tracking is essential for understanding volunteer contributions, meeting reporting requirements, and maintaining reliable records. Better Impact provides several ways to collect, manage, and review volunteer hours, each designed to support different operational needs.

This guide brings together all hours-related functionality in one place. It explains how hours are logged by volunteers, administrators, and the system, how timeclocks and permissions work, and how hours can be reviewed, approved, edited, or automated. It also highlights common limitations, troubleshooting scenarios, and recommended admin practices.

Before exploring the different ways hours can be logged and managed, it’s important to understand how hours function in Better Impact at a foundational level.

The sections below start by clarifying what logged hours represent, how they relate to activities and scheduling, and the key limitations that shape how hour data is collected and used across the system.

Understanding How Hours Work in Better Impact

Before logging, approving, or reporting on hours, it’s essential to understand how hours function in Better Impact. This section explains what logged hours represent, how they relate to activities and scheduling, and the core limitations that shape how hour data is collected and interpreted.

What logged hours represent

Logged hours are a record of time contributed by a volunteer to an activity. Each hours entry is associated with:

  • A volunteer profile

  • An activity

  • A date

  • A duration (hours and minutes)

Hours provide a historical record of volunteer contribution and are used for tracking, analysis, and reporting across the organization.

Why this matters:
Hours only exist when they are actively recorded. If no one logs hours - manually, via timeclock, or automatically - no contribution is recorded, even if the volunteer was scheduled.

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What logged hours do not represent

Logged hours do not automatically confirm attendance or participation in a scheduled shift. Even when volunteers are assigned to shifts, hours must still be logged through one of the available methods.

Why this happens:
Scheduling and Hours are separate systems. Scheduling plans participation, while Hours records time worked. One does not create or validate the other.

Common outcomes:

  • A volunteer was scheduled but forgot to log hours → the schedule shows participation, but hours are missing

  • A volunteer logged hours but was not scheduled → hours appear even though no shift exists

  • A volunteer did not attend but hours were auto-logged → hours appear because the system logged time based on the confirmed shift, not attendance

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Activities as the foundation of hours

All hours in Better Impact are logged against activities. Activities determine:

  • Whether hours can be logged

  • How hours are logged (manually or automatically)

  • Whether feedback fields apply

Why this matters:
If an activity does not allow hours to be logged, volunteers will not see it when logging hours or starting a timeclock - even if they were scheduled or expected to attend.

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Relationship between Hours and Scheduling

Hours and Scheduling are related but independent features.

  • Scheduling manages assignments and expectations

  • Hours records time worked

Scheduled shifts can influence how hours are logged, but scheduling alone does not create hour entries.

Why different outcomes occur:

  • Auto log hours enabled → hours are created based on the confirmed scheduled shift duration

  • Auto log hours disabled → hours must be logged manually or via timeclock

  • Assignment removed after a shift → previously logged hours remain unchanged

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Enterprise considerations

Hours are always logged and managed at the organization level, not at the Enterprise level.

Why this matters:
Each organization controls its own activities, permissions, and hours data. Hours logged in one sub-account cannot be assumed to apply elsewhere, even within the same Enterprise.

Hours & Timeclock Settings

Before hours can be logged by volunteers, administrators, or the timeclock, the appropriate hours and timeclock settings must be configured at the organization level. These settings control permissions, approvals, and which logging methods are available.

Example

Organization-level General Hours Settings

These settings define the default behaviour for hours logged manually by volunteers across the organization. They apply to all volunteers unless overridden at the individual profile level.

To review or update these settings, go to:
​Configuration > Activities > Hours and Timeclock Settings

  • Allow volunteers to see their recorded feedback fields

    • Allows volunteers to view the feedback they entered when logging hours.

    • This should only be enabled when feedback is not sensitive, as volunteers may access their profile on shared or public computers.

    • Privacy or compliance requirements may require this information to remain hidden.

  • Prevent volunteers from logging hours in the future

    • Prevents volunteers from selecting future dates when logging hours.

    • This restriction does not apply to administrators, who can still log hours in the future if needed.

  • Default Log Hours Permission

    • Determines whether volunteers can log hours and whether those hours require approval before being added to their profile.

    • When Can log hours with approval is selected, pending approvals appear on the Admin Home page.

    • This setting acts as a default and can be overridden for individual volunteers.

    • For example, organizations may choose to automatically approve hours for adult volunteers while requiring approval for volunteers logging hours for academic or certification purposes.

  • Default Date for New Volunteer Timelog Entries

    • Controls whether the date field is pre-filled when volunteers log hours.

    • Using Today’s Date is recommended when volunteers typically log hours on the same day they volunteer.

    • Leaving the field blank requires volunteers to manually select a date.

Click Save to apply changes.

Organization-level Auto Log Hours settings

These settings apply only to hours created automatically by the system and operate independently from manual hours logging permissions.

To review or update these settings, go to:
​Configuration > Activities > Hours and Timeclock Settings

  • Auto logged hours require approval

    • When enabled, automatically logged hours must be approved by an administrator before appearing in most reports.

    • Unapproved auto-logged hours remain visible in volunteer profiles but are excluded from reporting.

    • When disabled, auto-logged hours are approved automatically and included in reports immediately.

  • Only auto log hours for confirmed assignments

    • Restricts auto logging to assignments that are confirmed by the volunteer, an administrator, or an automated process.

    • Unconfirmed assignments will not generate hours.

  • When creating new scheduled activities, default the “Auto Log Hours” setting to Enabled

    • Automatically enables auto logging for newly created scheduled activities and controls the default state of the bulk activity update option for auto log hours.

Click Save to apply changes.

Important

Organization-level Auto Log Hours settings allow automatic logging, but hours will only be logged if auto log hours is also enabled on the individual activity.

Edit/Disable Hours Logging

  1. Go to: Configuration > Activities > Manage Activities

  2. For long activity lists, use the filters in the top panel and click the [Filter Activities] button

  3. Mouse over the Options icon beside the Activity

  4. Click on “Edit”

  5. In “Basic Info”, check (or uncheck) the “Allow Hours Logging” box to enable volunteers to log hours for this Activity

  6. Click the [Save] button in that section

  7. Click the [Close] button

Note

Regardless of this setting, an administrator will always be able to log hours on behalf of a volunteer, provided that they are not a Limited Access Administrator who is restricted from doing so.

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Timeclock Settings

The Express Timeclock allows volunteers to quickly connect to your organization’s timeclock using either a QR code or their username. QR codes can be generated by both volunteers and administrators and scanned using a webcam connected to a computer or tablet for fast, touch-free login.

If QR codes are not used, volunteers can still access the Express Timeclock by entering their username manually.

If the Start Clock option does not appear for certain volunteers or sub-accounts, this usually means the Timeclock has not been enabled.

Administrators should review the Hours and Timeclock Settings and ensure the appropriate Timeclock options are activated for the affected account.

Video Guides

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The sections below cover all setup and configuration options related to the Timeclock and Express Timeclock. Expand only the areas that apply to your organisation.

Timeclock and Express Timeclock Settings

These settings control whether volunteers can use the Timeclock, Mobile Timeclock, or Express Timeclock.

To configure these options, go to:
​Configuration > Activities > Hours and Timeclock Settings

  • Default Timeclock Permission

    • Determines whether volunteers can log hours using any Timeclock method and whether those hours require approval before being saved to their profile

    • When Can log hours with approval is selected, timeclock entries must be approved by an administrator and pending approvals appear on the Admin Home page

    • This setting acts as a default and can be overridden for individual volunteers

    • For example, an organization may choose not to approve timeclock hours for adult volunteers while always approving hours logged by volunteers completing academic or certification requirements.

  • Enable volunteer mobile timeclock

    • Allows volunteers to start a timeclock using a smartphone or tablet.

    • For this to work, either the Default Timeclock Permission must allow logging hours or the volunteer’s individual Timeclock Permission must allow logging hours.

  • Enable volunteer express timeclock

    • Allows volunteers to log in to the Express Timeclock using either their username or a Timeclock QR code scanned by a webcam.

    • For access to be granted, either the Default Timeclock Permission must allow logging hours or the volunteer’s individual Timeclock Permission must allow logging hours.

  • Restricted Timeclock IP Address Ranges

    You can restrict the use of the Timeclock to volunteers who are on your network. Enabling volunteers to clock in and out from a kiosk, or their mobile device (if the mobile timeclock is enabled), from only your organization’s permitted facility location(s).

    • Restricts access to all Timeclock methods so volunteers can only start a timeclock from approved locations.

    • This restriction applies to the standard Timeclock, Express Timeclock, and Mobile Timeclock.

    • Only external IP addresses or CIDR ranges should be entered. Internal (LAN) IP addresses will not work. Because IP configuration can be technical, assistance from your IT team is recommended.

    • If IP restrictions are not configured, the Express Timeclock can be accessed from any device connected to the internet.

Note

You can get the IP address by Googling “What’s my IP” on the device that will be running the Timeclock.
It’s also important to note that some IP addresses can change. Please speak to your IT department to find out if you have a static IP address; static IP addresses do not change. If not, you may need to update your restriction list periodically.

Individual Timeclock permissions

Individual volunteers can follow Timeclock rules that differ from the organization’s default settings. This allows you to grant or restrict Timeclock access for specific volunteers without changing permissions for everyone.

Individual Timeclock permissions override the Default Timeclock Permission set at the organization level.

To update a volunteer’s Timeclock permissions:

  1. Click the person icon and search for the volunteer

    • If the volunteer does not appear, go to People > Search

  2. Open the volunteer’s profile

  3. Go to the Main tab

  4. In the Miscellaneous section, select Volunteer

  5. Update the Timeclock Permission setting as needed

  6. Click Save

This is commonly used when:

  • A volunteer should not use the Timeclock but can log hours manually

  • A volunteer needs Timeclock access for testing or training

  • Different approval rules apply to specific volunteers

Individual permissions apply immediately and do not affect other volunteers.

Timeclock Acceptance Policy Settings

The Timeclock Acceptance Policy allows you to require volunteers to review and accept specific organizational information before they can start a Timeclock entry. This is commonly used for health and safety notices, on-site rules, or important reminders that apply each time a volunteer clocks in.

When this feature is enabled, the policy is displayed on the first screen of the Timeclock. Volunteers must accept the policy before they can proceed to select an activity and start their clock.

To configure the Timeclock Acceptance Policy:

  1. Go to Configuration > Activities > Hours and Timeclock Settings

  2. Scroll to the Timeclock Acceptance Policy Settings section

  3. Enable Show Timeclock Acceptance Policy to make the policy visible and required

  4. Enter the policy text in the Timeclock Acceptance Policy field

    • This text is what volunteers must review and accept

  5. (Optional) Customize the Checkbox label

    • Default: I accept

  6. (Optional) Customize the Message shown when the policy is not accepted

    • This message appears if a volunteer tries to continue without agreeing

    • Default message: The organisational information must be accepted before proceeding

  7. Click Save

Note

Volunteers who do not accept the policy will not be allowed to continue with the clock-in process. Once accepted, they are taken to the next screen to select their activity and start their Timeclock.

Generate Express Timeclock QR Code for Volunteers

Notes

To generate Timeclock QR codes, the Express Timeclock must be enabled.
Go to Configuration > Activities > Hours and Timeclock Settings, then scroll to Timeclock Settings and enable Volunteer Express Timeclock.

QR codes are linked to a volunteer’s username. If a username is changed, the QR code must be regenerated.

Generate One QR Code as an Administrator

Administrators can generate QR codes for volunteers directly from their profile.

  1. Go to the volunteer’s profile by clicking the person icon and searching for their name.

  2. Open the volunteer profile from the results.

  3. In the Main tab, scroll to the Contact section.

  4. Click Generate Timeclock QR Code.

  5. Choose one of the following options:

    • Download to save the QR code as a file

    • Print to print the QR code

  6. Close the window when finished.

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Generate QR Code as a Volunteer

Volunteers can access and manage their own QR code from MyImpactPage.com.

  1. Log in to MyImpactPage.com.

  2. Click the MY PROFILE tab.

  3. Open the Timeclock QR Code section.

  4. Choose one of the following options:

    • Download to save the QR code

    • Print to print the QR code

When using MyImpactPage.com on a mobile device, download and print options are not available. Instead, volunteers can enable Save my username and QR Code to the login screen for easy access.

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Create multiple QR codes as ID badges

For organizations issuing physical badges or name tags, the Name Tag Wizard can be used to create badges, stickers, or ID cards that include each volunteer’s Express Timeclock QR code.
​

Express Timeclock Camera and Browser Setup

When using the Express Timeclock with QR codes, a compatible camera and browser must be available on the device being used. If these requirements are not met, volunteers will be prompted to log in using their username instead.

Webcam/Camera Setup

If you are using a tablet, iPad or laptop with a webcam for your Express Timeclock, you can use its built-in camera. For a PC without a built-in webcam, you can select a webcam from a variety of webcams and devices. If you’re looking for a specific recommendation, the Logitech C920 HD PRO WEBCAM is a good choice.

  • iPads need cameras enabled in order to work (Settings >> General >> Restrictions >> Camera).

  • At least iOS 11 is needed to be able to use the camera in a webpage. The latest iOS is recommended.

  • If there are no cameras detected, the user will just see the standard username login.

For volunteers that are concerned with appearing “on camera”, the Express Timeclock does not record video or send it anywhere. As an option, you can tilt the camera down (towards a table) and volunteers can scan their QR code with it facing up towards the camera.

Note

  • If you do not have a webcam, you can still use the express timeclock. You will not be prompted to use the camera, and instead will be presented with a username text box, and a login button. Volunteers can simply enter their username and click login to being the start clock in process.

  • When using a PC, you must use an up to date Chrome, Firefox or Edge; IE is not supported.

  • It is recommended that you setup your timeclock in Kiosk mode. This will restrict access to the computer / browser to just the timeclock and help keep the computer from being used for things it is not meant to be used for. You can find the steps in the Timeclock Kiosk Setup help article.

  • There is no facial recognition available to clock in/out.

Browser Setup

Chrome

  1. Open chrome and navigate to your timeclock express url.

  2. Chrome should ask if you would like to allow app.betterimpact.com to use your camera. Click the [Allow] button.

  3. To default the express timeclock to using the camera/qr code functionality, simply click the [ Scan Timeclock QR code] button. Going forward, the timeclock will remember that you have selected this mode, and will show it automatically.

  4. This will then switch to the camera mode and show what is visible to the camera on the screen.

  5. Volunteers will now simply put their QR code (either printed, or on their smart phone) in front of the camera to be automatically logged in.

  6. If you have accidentally denied access to the camera you will need to go into your chrome settings to allow it.

    • Go to the menu (three dots stacked, beside the address bar) and then select settings

    • Go to the menu (three dots stacked, beside the address bar) and then select settings

    • Click on the “Camera” option.

    • In the “Block” section. Click the Garbage can beside app.betterimpact.com.
      ​

    • Navigate back to the express timeclock url, and make sure to select “Allow” when prompted for permission to use the camera.

Firefox

  1. Navigate to your express timeclock url in firefox.

  2. You should be prompted to allow access to the camera. Check the “Remember this Decision” checkbox, and click Allow.

  3. To default the express timeclock to using the camera/qr code functionality, simply click the [Scan Timeclock QR code] button. Going forward, the timeclock will remember that you have selected this mode, and will show it automatically.

  4. This will then switch to the camera mode and show what is visible to the camera on the screen.

  5. Volunteers will now simply put their QR code (either printed or on their smartphone) in front of the camera to be automatically logged in.

  6. If you have accidentally blocked the camera permissions. You will need to allow them to use the QR scanning capabilities.

    • Click the icon beside the address that looks like a camera with a line through it.

    • Click the X beside the “Use the Camera Blocked Temporarily” permission to unblock it.

    • Reload the page (press F5, or click into the address bar and press enter).

    • Make sure to check the “Remember this decision” checkbox and press the “Allow” button.

EDGE

  1. Navigate to your Express TimeClock URL.

  2. At the bottom of the screen, Edge will prompt you for permission to access your webcam, press "Yes".

  3. Press the [ Scan Timeclock QR Code] button.

  4. If you accidentally press "No", or otherwise revoke access to the camera, you will need to go into the settings to re-allow it.

    • Press the menu button (beside the address bar, three dots) and select “Settings” (It is near the bottom, you may need to scroll).

    • Select “Advanced”

    • Under “Website permissions” click the [Manage permissions] button.

    • Click “app.betterimpact.com”

    • Toggle to “On” to always allow the camera, or click [Clear Permissions] to be prompted to allow the camera next time.

Tablets

Amazon Kindle Fire

The Amazon kindle tablet is a very affordable option, but cannot be locked down into kiosk mode or have access restricted like a computer can. You can use parental controls to restrict access to many of the apps and functionality. We also recommend turning off all the tracking and autofill settings. These steps may vary slightly based on what version of the kindle fire you are using. They were created using the Kindle Fire HD 8.

  1. Open the Kindle “Silk” browser and enter your express timeclock url.

  2. It should request permission to use the camera, select “Allow”.

  3. Depending which camera you plan on using, select the appropriate camera button.

  4. If you accidentally deny access to the camera, you will need to go into the settings to clear that and re-allow it.

    • Click the 3 menu button (three lines on top of each other, on the left side of the address bar) and then select Settings.

    • Select “Advanced”. Then select “Site Settings”

    • Select “Camera”

    • Under “Blocked”, select “https://app.betterimpact.com”

    • Click “Clear and reset”

    • Click “CLEAR & RESET” in the confirmation that comes up.

    • Press the back button until you have return to the express timeclock page.

    • Press the refresh icon, or drag the page down to reload.

    • Press “ALLOW” when prompted to use the camera.

IPad or iPhone

iOS 12 and older

iOS 12 and older does not allow you to “save” the camera permissions, so it will need to be granted each time the timeclock is used.

You must use Safari to access the Express Timeclock

  1. Open Safari and browser to your express timeclock address. If Prompted to allow access to the camera, select “Allow”

  2. If you are not prompted, click the [Scan Timeclock QR code] button. This should prompt to allow the camera.

  3. If you accidentally click “Cancel”, or are not prompted, refresh the page to clear the permission and click the [Scan Timeclock QR Code] button again.

  4. The timeclock will remember that you have selected the [Scan Timeclock QR code] option, and will try to enter that mode next time it is visited. This should cause it to prompt for the camera access right away, and go straight to the scanning mode once allowed.

iOS 13 & 14

You must use Safari to access the Express Timeclock.

  1. Open Safari and browser to your express timeclock address

  2. If Prompted to allow access to the camera, select “Allow”

  3. If you are not prompted to access the camera, click the [Scan a Timeclock QR code] button. This will either initiate the prompt, or show you a message saying “No Cameras Found”.

  4. If you see the “No Cameras Found” message, you will need to go into the settings to re-allow it. To do this, click the “”aA” menu beside the Address bar and then select “Website Settings”.

  5. In the website settings window, click on the “Camera” option, and then click “Allow”.

  6. Click “Done” at the top to save.

  7. Refresh the page by tapping the refresh icon on the right side of the address bar.

  8. Click the “Scan a Timeclock QR code” button. This will then switch the timeclock into the camera mode. It will show what the camera can see and you are now ready to scan your codes!

iOS 15

You must use Safari to access the Express Timeclock.

  1. Open Settings on the iPad

  2. Click on “Safari” in the left-hand sidebar menu

  3. Scroll down and select “Advanced”

  4. Scroll down in the advanced options and select “Experimental Features”

  5. Deselect the GPU Process options


    ​

Android Tablet

Note

Android tablets need to be running at least Android 4.2 to access any part of the software. Older versions do not have the security protocols necessary to communicate with our servers. Android 4.2 will allow you to login using Chrome, but it does not support the camera functionality, so the express timeclock would be using the username login option. The “Internet” app, on android 4.2 does not support the security protocols necessary to communicate with our servers.

Android 9 – Chrome

  1. Open Chrome and browse to your express timeclock url.

  2. It should prompt you to “Allow” access to the camera. Press “Allow”.

  3. Press the [Scan Timeclock QR Code] button to switch to the QR code version.

  4. Select which camera you would like to use, if your device has a front and back camera.

  5. If you accidently block the camera, or need to re-allow it for any reason, you can clear the camera preferences via the settings.

    • In Chrome, press the menu at the top (three dots stacked), and then select Settings.

    • Select “Site Settings”

    • Select “Camera”

    • Select https://app.betterimpact.com

    • Select “Access your camera”

    • Select “Allow”

    • Tap the back button until you get back to the express timeclock.

    • Reload the page by dragging it down and press “Allow” when prompted about the camera.

Android 10 – Chrome

  1. Open Safari and browser to your express timeclock address

    • If Prompted to allow access to the camera, select “Allow”

    • If you are not prompted, click the [Scan Timeclock QR code] button. This should prompt to allow the camera option

  2. If you still are not prompted or have accidentally blocked the camera, you will need to re-enable it. Go to the menu beside the address bar, and select “Settings”. Then scroll down to “Site Settings”

  3. Select Camera, then turn OFF the option, “Ask first before allowing sites to use your camera”. (This will allow your volunteers to skip the prompt to access the camera every time the timeclock is used)

  4. If app.betterimpact.com is listed in the “Blocked” list, click on the link.

    1. Then click on “Access your camera”, then click “Allow”

  5. Click the back arrow to return to the page

  6. Refresh the page, and click the [ Scan timeclock QR code button] to switch the timeclock to the camera / qr code scanning mode

Generate a Link to the Express Timeclock

For volunteers to be able to access the Express Timeclock, you need to provide them with the link.

  1. Go to Configuration > Recruitment > Links for Website

  2. Under Helpful Links, you'll find the Express Timeclock link

Note

The express timeclock link is organisation-specific; as such, it is not possible to display all the organisations the volunteer belongs to, even if all belong to the same enterprise account.

Kiosk Setup

Using kiosk mode is strongly recommended when setting up a shared computer or tablet for the Timeclock.

Kiosk mode limits access to the device so volunteers can only use the Timeclock and cannot browse other websites or change system settings.

This setup is commonly used at reception desks, volunteer check-in points, or on-site locations.

Why use kiosk mode

  • Prevents volunteers from navigating away from the Timeclock

  • Reduces accidental changes to browser or device settings

  • Keeps login credentials and system access secure

  • Creates a consistent and simple clock-in experience

Chrome

https://www.sitepoint.com/google-chrome-kiosk-mode/

  1. Close any currently running Google Chrome browser session

  2. Create a desktop shortcut for the Google Chrome executable and name it “Timeclock”

  3. Edit the shortcut (properties) and change the “Target” value (keeping any directory prefix before “chrome.exe” executable) to: chrome.exe -kiosk https://app.betterimpact.com/Login/VolunteerTimeclock

  4. Click on your new shortcut

  5. Press [Alt+F4] on your keyboard to close the kiosk

Mozilla Firefox

https://www.brighthub.com/internet/google/articles/107735.aspx

  1. Get the “R-Kiosk” Firefox extension at: https://addons.mozilla.org/en-US/firefox/addon/r-kiosk/

  2. Close any currently running Mozilla Firefox browser session

  3. Create a desktop shortcut for the Mozilla Firefox executable and name it “Timeclock”

  4. Edit the shortcut (properties) and change the “Target” value (keeping any directory prefix before “firefox.exe” executable) to: iexplore.exe -url https://app.betterimpact.com/Login/VolunteerTimeclock -r-kiosk

  5. Click on your new shortcut

  6. Press [Alt+F4] on your keyboard to close the kiosk

  7. Disabling kiosk mode requires starting Mozilla Firefox in “safe mode”

Microsoft Edge

https://learn.microsoft.com/en-us/deployedge/microsoft-edge-configure-kiosk-mode

Safari (iPad)

iOS 13 and older

  1. On your iPad, go to Settings >> General >> Restrictions

    • In the “Allow” section, turn ON Safari and turn OFF everything else

    • In the “Allowed Content” section, click on “Websites”

      • Check “Specific Websites Only”

      • Remove any websites that are in the “ALLOW ONLY THESE WEBSITES” section by clicking on them, pressing the “X” in the URL box, and clicking “Done”.

      • Click “Add a Website”

  2. Go to Settings >> General >> Accessibility >> Guided Access (this is found near the bottom, under “LEARNING”)

    • Turn ON “Guided Access”

    • Click “Passcode Settings”

      • Click “Set Guided Access Passcode”

      • Enter the Passcode to lock the Guided Access on

      • Enter the Passcode again

  3. Launch Safari and immediately press the iPad’s “Home” button three times

Note

If your iPad gets stuck in “Guided Access” mode, you will have to do a “forced reboot” by pressing and holding the [Home] button and [Sleep] button at the same time for 15 seconds. This will turn off your iPad. Press and hold the [Sleep] button to restart your iPad. You can now use your passcode to turn off “Guided Access”.

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iOS 14

  1. On your iPad, go to Settings >> Screen Time >> Content & Privacy Restrictions

    • Turn on the “Content & Privacy Restrictions”

    • In the “Content Restrictions” section, click on “Web Content”

      • Check “Allowed Websites Only”

      • Remove any websites that are in the “ALLOW ONLY THESE WEBSITES” section by clicking on them, pressing the “X” in the URL box, and clicking “Done”.

      • Click “Add a Website”

  2. On your iPad, go to Settings >> Accessibility >> General >> Guided Access

    • Turn on “Guided Access”

    • Turn on “Accessibility Shortcut”

    • Go to Safari and navigate to: https://app.betterimpact.com/Login/VolunteerTimeclock

    • Once on the timeclock login page, triple click the Home button to enable Guided Access

    • Once enabled, triple click the Home button again and enter your passcode (if applicable). You will be prompted to click on the areas of the screen you wish to disable

    • Draw a rectangle over the address bar and click on “Resume”

      • To Disable Guided Access, triple click the Home button, enter your passcode (if applicable) and click to End on the top left corner of the screen

Note

If your iPad gets stuck in “Guided Access” mode, you will have to do a “forced reboot” by pressing and holding the [Home] button and [Sleep] button at the same time for 15 seconds. This will turn off your iPad. Press and hold the [Sleep] button to restart your iPad. You can now use your passcode to turn off “Guided Access”.

Collecting Hours

Better Impact offers multiple ways to collect volunteer hours, each suited to different workflows and operational needs. The table below summarizes every available method, why organizations use it, and the most common reasons unexpected outcomes occur.

Method

How hours are collected

Why this method is used

Common reasons issues occur

Administrator-logged hours

Administrators log hours for one or multiple volunteers manually.

Volunteers cannot log hours themselves, hours need correction, or group events require bulk entry.

Duplicate entries if auto log hours is also enabled, or hours are logged for volunteers who did not attend.

Volunteer-logged hours

Volunteers manually enter their hours via MyImpactPage.com or the mobile site/app (when permitted).

Flexible activities, trust-based tracking, and situations where volunteers self-report time after volunteering.

Volunteers forget to log hours, log hours late, or select the wrong activity or date.

Timeclock

Volunteers start and stop a clock while volunteering, recording time automatically.

On-site or supervised activities where accurate start and end times are important.

Volunteers forget to stop the clock, activities do not appear due to permissions or assignments, or access is restricted by device or IP settings.

Express Timeclock

Volunteers clock in using a QR code or username via a shared link.

Faster check-in for high-volume or kiosk-based environments.

QR codes are outdated, incorrect usernames are used, or the Express Timeclock is not enabled.

Automatically logged hours

Hours are generated by the system based on scheduled shift duration.

Reduces manual effort and ensures hours are recorded for scheduled activities.

Hours are logged even if a volunteer did not attend, hours are not logged if assignments were not confirmed, or duplicate entries occur if manual logging is also allowed.

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Logging Hours as an Administrator

Administrators can log hours on behalf of volunteers when volunteers are unable to do so themselves, when corrections are required, or when hours need to be added efficiently for multiple people. This section explains the available admin logging options and when each approach is most appropriate.

When administrators log hours

Administrators typically log hours when:

  • Volunteers do not have permission to log their own hours;

  • Hours were missed or entered incorrectly by volunteers;

  • A group or one-time activity needs hours recorded in bulk;

  • Hours need to be added after an event has already taken place (volunteers can also log past hours).

Administrator-logged hours are recorded in the same way as volunteer-logged hours and are attributed to the selected activity and date.

Log hours for One Volunteer

You can start logging hours for a specific volunteer by going to their profile.

Note

If Automatic hours logging has been enabled for the activity, you will be warned that, by logging hours manually, you may be creating duplicate entries.

To find the volunteer's profile, click the person icon at the top of the screen and type the person’s name into the Quick Search bar.

Tip

The search bar will only shows 10 results. If you cannot find the volunteer you are looking for, you will need to go to People >> Search.

  1. Click on the volunteer’s name when it appears in the list

  2. Click on the “Hours” tab

  3. Click the [New Timelog Entry] button

  4. You may see a few tabs, enabling you to select from a list of Activities (Recent, Active or Inactive)

    • Recent: Displays all shifts for activities to which the volunteer was assigned that took place within the last two weeks. This includes both scheduled and unscheduled activities.

      • Note: This reflects the date of the shifts, not when the volunteer was assigned.

    • Active: activities with a status of Active

    • Inactive: activities with a status of Inactive

  5. Select the Activity from the drop-down list

  6. Enter the Date Volunteered.

    • If you select a date in the future an alert will display a warning message. Click [Confirm] to proceed or [Cancel] to revert back to the default date

  7. Enter the number of Hours and minutes worked:

    • The minutes must be entered as a decimal number (e.g. 15 minutes = .25, 30 minutes = .50, 45 minutes = .75). Place a zero before the decimal if entering less than one hour (e.g. 0.75). Once entered, the conversion to hours and minutes will be displayed to the right of the field

    • If there are Feedback Fields associated with the hours log entry, you’ll see them here. There will also be a checkbox in the bottom left corner of the window to “Keep Feedback Fields Populated”. This setting (whether checked or unchecked) is remembered the next time the administrator creates a new timelog entry

  8. Click the [Save] button or click the [Save and Log Another] button to make another timelog entry.

Tip

You can also log hours in the “Schedule” tab of a volunteer’s profile for one activity / shift assignment at a time.

Log Hours for an Individual Volunteer from a List of Assignments

  1. Go to Assign >> From Scheduled List or From Unscheduled List

  2. Choose the activity from the list

    • Optional: Use the available filters to look for the activity you need

  3. Mouse over the Options icon to the left of a person’s name

  4. Select “Log Hours”

  5. Hours and Date:

    • For unscheduled or seasonal activities, the date and number of hours will need to be entered manually (the date field is pre-populated with today’s date).

    • For scheduled activities, the date and number of hours are pre-populated automatically based on the date and times for the shift

  6. If there are Feedback Fields associated with the hours log entry, you’ll see them here.

  7. Click the [Log Hours] button

Example of a Scheduled Activity:

Tip

You can also log hours in the “Schedule” tab of a volunteer’s profile for one activity / shift assignment at a time.

Log Hours for Multiple Volunteers

  1. Go to People >> Volunteers >> Hours and Feedback (you may need to click the [+] to expand either of these sections)

  2. Click on “Log Hours for Multiple Volunteers”

  3. Search for the desired profiles

  4. Click the [Search] button.

    • Optional: Click on the “Search Results” header and de-select any names for which you do not wish to log hours

  5. Select the Activity from the drop-down list (if you searched for a specific Activity above, that Activity will appear here by default).

  6. Enter the Date Volunteered and the Hours worked

    • If you select a date in the future, an alert will display a warning message. Click [Confirm] to proceed or [Cancel] to revert back to the default date

    • Enter the number of Hours worked:

      • The minutes must be entered as a decimal number (e.g. 15 minutes = .25, 30 minutes = .50, 45 minutes = .75). Place a zero before the decimal if entering less than one hour (e.g. 0.75). Once entered, the conversion to hours and minutes will be displayed to the right of the field

  7. Click the [Log Hours] button

Log Hours for Multiple Volunteers from a List of Assignments

  1. Go to Assign >> From Scheduled List or From Unscheduled List

  2. Choose the activity from the list

    • Optional: Use the available filters to look for the activity you need

  3. Check the boxes beside the names, or “Select All” at the bottom.

  4. Select “Log Hours” from the “Choose Bulk Action” dropdown list

    • Alternatively, to use the timeclock instead, select “Start Clock”

  5. Date and Hours:

    • For unscheduled or seasonal activities, the date and number of hours will need to be entered manually (the date field is pre-populated with today’s date).

    • For scheduled activities, the date and number of hours are pre-populated automatically based on the date and times for the shift

  6. If there are Feedback Fields associated with the hours log entry, you’ll see them here

  7. Click the [Log Hours] button

Using the Timeclock

Starting and stopping a Timeclock as an administrator

Start the Timeclock for a Volunteer

  1. Open the volunteer's profile
    ​

  2. Click the “Hours” tab

  3. Click the [Start Clock] button

  4. Select the Activity and click the [Start Clock] button

Note

You cannot start a new timeclock entry for a volunteer if they currently have one running.

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Stop or Edit the Timeclock for a Volunteer

  1. From the Admin Home Page, click on “Volunteers on the Clock” in the Status Update section.

    • The full list can also be accessed by going to: People > Volunteers > Hours and Feedback >Managing Running Timeclocks (in the sidebar menu)

    • Individual clocks can be stopped in the volunteer’s profile in the “Hours” tab

  2. Mouse over the Options icon beside the timeclock entry and click on “Edit / Stop Clock” or select multiple volunteers and select “Stop Clocks” in the “Choose Bulk Action” dropdown

  3. Make any changes to the start date, start time and/or end time, as needed

  4. Click the [Stop Clock] button

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Logging Hours as a Volunteer

Volunteers can log their own hours when they have permission to do so. Hours may be logged manually via MyImpactPage.com or using the mobile site/app, depending on the organization’s settings.

Before volunteers can log hours

For a volunteer to log hours:

  • They must have permission to log hours

  • The activity must allow hours logging

  • The volunteer must be qualified for the activity (if qualifications are required) or be assigned to see the activity

Volunteers can log hours for activities they are qualified for, even if they were not scheduled.


​

Hours Logging by a Volunteer Via Timeclock

Starting a Timeclock Entry:

  1. Log on to timeclock.myimpactpage.com

  2. Click on the [Login] button

  3. There may be news from your organization displayed. You can scroll down to read it or click the [Skip to Activities] button

  4. Click on the activity you are working on

  5. Click the [Start Clock] button

  6. Click the [OK] button. The hours are now being recorded

Stopping a Timeclock Entry:

  1. Log on to timeclock.myimpactpage.com

  2. Click on the [Login] button

  3. There may be questions to answer about your shift

  4. Click on the [Stop Clock] button

Click on the [Log Out] button (if they are starting work on another shift, they can click on the [Start a new task] button instead)

Via Mobile Timeclock

Starting a Timeclock Entry:

  1. Log on to MyImpactPage.mobi

  2. Click on the [Start Clock] button inside the organization’s section on their [Home] page. (If they belong to multiple organizations, they may need to open the header for the desired organization.)

  3. Now, they'll see a list of the Activities they are assigned to for which they can start a Timeclock. Click on the desired Activity to see its details (descriptions) and start the Timeclock

  4. In the resulting dialogue, click the [Start Clock] button

  5. From the [Home] page, they can click the menu button and then [Log Out]

Stopping a Timeclock Entry:

  1. Log on to MyImpactPage.mobi

  2. On the [Home] page, click the [Stop Clock] button to stop a running mobile Timeclock

    • They may be asked to provide feedback related to the volunteer assignment. Any feedback field that is required will have a flag beside it

  3. Confirm that they want to stop the mobile Timeclock by clicking the [Stop Clock] button

  4. From the [Home] page, they can click the menu button and then [Log Out]

Via MyImpactPage.com - Most Common

  1. Log on to MyImpactPage.com

  2. Click on the HOURS tab

  3. If they are a volunteer in multiple organizations, select the desired organization from the drop-down list and click the [Select Organization] button

  4. Select the activity for which they are logging hours by selecting if from the drop-down beside “Activity”.

    • They can change which activities display in the drop-down by clicking on the desired button below the list:

      • Recent: Recent assignments

      • Active: Active activities that are visible to them

      • Inactive: Inactive activities that are visible to them

  5. Enter the date they worked in the field beside “Date Volunteered”

  6. Enter the number of hours and minutes worked

  7. Answer feedback questions associated with the activity (if there are any)

  8. Optional: check the box “Keep Feedback Fields Populated”

  9. Click the [Save] button to create the hours log entry or [Save and Log Another] if they want to create another hours log entry

What volunteers can and cannot do

Volunteers can

Volunteers cannot

Log hours for permitted activities

Edit hours once they are logged

View their logged hours

Delete hours after the first 24 hours

Delete their own hours within the first 24 hours after logging

Approve their own hours

Important limitations to be aware of

  • Logged hours may require administrator approval, depending on organization-level settings

  • Hours logged for the wrong activity or date must be corrected by an administrator

Why Activities Might not Appear when Starting a Time Clock

Is the correct time clock link or access point being used?

For a volunteer to start a time clock, they will need to either:

  • Log in using your time clock or express time clock link which can be generated by accessing Configuration > Links for Website.

  • (If mobile time clock is enabled) Log into to their mobile app and choose to start a time time clock from their home page.

  • (If a time clock Kiosk has been set up) Log in using a physical time clock kiosk that has been set up by your organisation.

Is the correct username being used to login to start a time clock?

For volunteers to start a time clock with your organisation, they will need to ensure they are logging in with the username that you can see for them in the contact tab of their profile.

It is not uncommon for a user to have more than one username if they have created multiple profiles with Better Impact. You will not always know this, but you will always know the username they should be using to engage with your organisation by checking their profile.

If the activity is scheduled, are there upcoming shifts that a volunteer is assigned too?

If a volunteer is not assigned to any upcoming shifts, they will not see the activity to start a time clock against.

Does the activity allow for hours to be logged?

If the activity setting do not allow for volunteers to log hours, volunteers will not see the activity to start a time clock against.

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Logging Hours Using the Timeclock and Express Timeclock

The Timeclock records hours as they happen by allowing volunteers to start and stop a clock while volunteering. The Express Timeclock provides a faster login option using a QR code or username.

The Timeclock records volunteer hours as they happen by allowing volunteers to start and stop a clock while they are volunteering. This method is commonly used for on-site or supervised activities where accurate start and end times are important.

The Express Timeclock provides a faster way for volunteers to access the Timeclock. Volunteers can log in using either their username or a QR code scanned by a webcam connected to a computer or tablet. QR codes can be generated by volunteers or administrators. If QR codes are not used, volunteers can still access the Express Timeclock by entering their username manually.

Both Timeclock options collect hours in the same way. The only difference is how volunteers log in.

How hours are collected using the Timeclock

When a volunteer uses the Timeclock or Express Timeclock, the volunteer selects an activity, starts the clock, and later stops it. The system calculates the total time between clock-in and clock-out and creates a single hours entry for the selected activity.

Timeclock hours are always associated with a volunteer profile, an activity, and a specific clock-in and clock-out period.

Depending on organization-level settings, Timeclock hours may require administrator approval before appearing in most reports.

When organizations typically use the Timeclock

Organizations commonly use the Timeclock or Express Timeclock when volunteers are working on-site or in supervised environments, when accurate start and end times are required, when a shared computer, tablet, or kiosk is available, or when volunteers should not manually enter their own hours.

Examples include reception desks, museums, food banks, events, or scheduled shifts where volunteers arrive and leave at known times.

Common scenarios and outcomes

Because the Timeclock records time based on clock activity rather than attendance confirmation, the following outcomes are common:

  • A volunteer forgets to stop the clock. Hours may be longer than expected and require review.

  • The Start Clock option does not appear. This usually means the Timeclock is not enabled for the organization or the volunteer does not have permission to use it.

  • A volunteer selects the wrong activity. Hours are recorded, but against the incorrect activity.

  • A volunteer was scheduled but did not use the Timeclock. No hours are recorded unless hours are logged manually or automatically.

Important

Timeclock start and end times cannot be edited after the clock is stopped.

If hours approval is enabled, unapproved Timeclock hours may not appear in reports.

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Automating Hours Logging

Automatic Hours Logging allows Better Impact to create hour entries for volunteers based on their scheduled shifts. This can significantly reduce manual work and ensures hours are recorded even if volunteers forget to log them.

Automatic hours are created by the system and follow the rules defined in your organization’s Hours and Timeclock Settings and the activity’s configuration.

How Auto Log Hours Works

  • Hours are logged for volunteers who are:

    • Assigned, or

    • Assigned and confirmed, depending on your organization settings

  • The number of hours logged equals the scheduled shift duration

  • The hours entry is marked with the type Automatic

  • The shift is flagged as Has been auto logged

  • Whether approval is required is controlled by organization-level settings

  • Feedback fields are not available for automatically logged hours

Important considerations:

  • Auto Log Hours does not confirm attendance

  • Hours may be logged even if a volunteer did not attend

  • Hours will not be logged if the assignment does not meet the confirmation rules you’ve defined

Important

Feedback Field information cannot be entered if auto-logged hours is enabled. You may want to consider not having hours logged automatically when an Activity has Feedback Fields associated with it.

Auto Log Hours Organization Settings

Here you can set how you want Auto Log Hours to work in your Organisation.

  1. Go to: Configuration > Activities > Hours and Timeclock Settings

  2. In the General Logging Settings section, go to the “Auto Log Hours Settings” and select the desired options:

    • Auto-logged hours require approval: Hours that are logged automatically by Volunteer Impact require the approval of an administrator

    • Only auto-log hours for confirmed assignments: Volunteers need to confirm their scheduled assignments if hours are to be logged automatically

    • When creating new scheduled activities, default the “Auto Log Hours” setting to Enabled. For new scheduled activities, the default setting for Auto Log Hours will be ‘Enabled’

  3. Click the [Save] button

Notes

  • If Auto Log Hours require approval, you'll need to approve them so they can be seen on your volunteer's profile and show up on reports (unapproved hours do not count for reporting purposes)

  • You can override these settings for specific volunteers (if you want them to have different permissions than the organisation's default).

    You can do this on the Miscellaneous tab on the volunteers' profile under Volunteer Settings.

How to enable Auto Log Hours for a specific activity

Note

This feature is only available for scheduled activities if enabled for the organization.

  1. Go to: Configuration > Activities > Manage Activities

  2. Create or edit an activity

  3. Go to the “Basic Info” tab

  4. Check the box “Auto log hours for this activity”

  5. Click the [Save] button

If enabled, the software will automatically log the hours within a few hours of the end of the shift.

Important

If you have Auto Log Hours enabled AND also have Allow Hours Logging enabled, it may result in duplicate hour entries, since the volunteers may log hours for the activity that is already logging hours automatically.

It is not recommended to have both enabled.

When enabling Auto-Log Hours, this won't work retrospectively and it won't automatically log hours for past shifts.

Notes about Auto Log Feature

  • Auto Log Hours applies only to active scheduled activities with this feature enabled

    • Changing an activity's active status:

      • If an activity is changed to inactive, all future shifts are set to the status of “do not auto log”

      • When an activity is reactivated, all past shifts will remain in the status of “do not auto log”, and all future shifts will be marked as “awaiting auto logging”

    • Editing a current activity:

      • When shifts are added to an active activity that has auto log hours enabled, the same rules apply (i.e. past shifts will be marked as “do not auto log” and future shifts will be marked as “awaiting auto logging”)

      • If adding this feature to a current activity, past shifts will be marked as “do not auto log”, and future shifts will be marked as “awaiting auto logging”

      • When auto-log hours is disabled for an activity, all future shifts are marked as “do not auto log”

    • Volunteer scheduling changes:

      • Removing someone from a past shift that has had hours auto-logged for it will not result in their timelog entry being removed

      • Assigning someone to a past shift will not cause hours to be auto logged for them

Important Notes and Warnings for Admins

  • An activity’s “Volunteers are allowed to log hours” setting works independently of the auto log hours setting. If both are enabled, volunteers will be warned that could create duplicate entries.

  • You cannot edit the start/end times of shifts that have been auto logged, either individually or in bulk.

  • If an administrator attempts to log hours for an activity where auto log hours has been enabled, they will be warned that, by doing so, they may be creating duplicate entries

Managing Hour Entries

Once hours have been logged - whether by volunteers, administrators, the Timeclock, or automatic logging - administrators may need to review, approve, correct, or remove those entries.

This section explains how hours can be managed after they are created, including approval workflows, editing and deletion options, and administrative controls for Timeclock entries. It also highlights important limitations that affect what can and cannot be changed.

Managing hours does not change how hours are collected. Instead, it focuses on maintaining accurate records once hours already exist in the system.

When administrators typically manage hours

Administrators most often manage hours when hours require approval before being included in reports, when hours were logged incorrectly (wrong activity, date, or duration), when duplicate or missing entries need correction, when a Timeclock was left running or stopped incorrectly, or when hours need to be reviewed before archiving or deleting a profile.

Important things to know before managing hours

  • Hours are never automatically removed from an account.

  • Editing and deletion permissions depend on administrator access level.

  • Some actions cannot be performed in bulk.

  • Timeclock entries behave differently from manually logged hours.

  • Approved and unapproved hours may appear differently in reports.

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Approve / Reject Hour Log Entries

Administrators can approve or reject hour log entries individually, in bulk, or directly from a volunteer’s profile.

Approval controls whether hours are included in most reports.

Where hours can be approved or rejected

You can approve or reject hours from any of the following locations:

  • People > Volunteers > Hours and Feedback > Approve Hours

  • People > Volunteers > Hours and Feedback > Edit Hours

  • A volunteer’s profile > Hours tab

  • You can also review Text Feedback Fields separately by going to:
    People > Volunteers > Hours and Feedback > Review Text Feedback

Tips and Notes

  • The Hours Approvals link on the Admin Home page is a shortcut to People > Volunteers > Hours and Feedback > Approve Hours.

  • From there, you can View, Edit, Approve or Reject/Delete hour entries or Send an Email to the volunteers.

  • Hours are never automatically removed from an account. Even if a volunteer profile is archived or deleted, their recorded hours will remain available for reporting.

  • If you prefer not to retain a volunteer’s hours when removing their profile, be sure to delete those hours before archiving or deleting the profile. If the historical data is important, you can run an hours report beforehand to save a copy.

  • While hours cannot be edited in bulk, if multiple entries contain errors, you can bulk-delete the incorrect entries and then re-enter them with the correct information.

  • In the "Approve Hours" section, hours are always displayed by date - oldest to newest.

  • This page is not editable.

Approve/Reject One Hour Entry

  1. Go to People >> Volunteers >> Hours and Feedback >> Approve Hours

    • Optional: Filter for the hours you wish to approve. You can also make these your default filters.

  2. Mouse over the Options icon to the left of the Activity's name

  3. Select “Approve” or "Reject / Delete"

    • To Reject you need to then click on the [Reject / Delete] button to confirm.

Tip

You can also go to this menu straight from your Admin Dashboard Status Update section by clicking on Hour Approvals.

Approve/Reject Multiple Hours Entries

  1. Go to People >> Volunteers >> Hours and Feedback >> Approve Hours

    • Optional: Filter for the hours you wish to approve. You can also make these your default filters.

  2. Check the boxes beside the activities, or “Select All” at the bottom.

  3. Select “Approve” or "Reject / Delete" from the “Choose Bulk Action” dropdown list

  4. Click the [Approve] or [Reject / Delete] button to confirm

Approve/Reject Hours Entries for One Volunteer

Approve Hours Entries

  1. Open the volunteer's profile

  2. Click the “Hours” tab

  3. Mouse over the Options icon beside the desired hours log entry and select ”Approve”, or:

  4. Select multiple entries and select “Approve” in the “Choose Bulk Option” dropdown.

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Reject/Delete Hours Entries

  1. Open the volunteer's profile

  2. Click the “Hours” tab

  3. Mouse over the Options icon beside the desired hours log entry and select ”Reject/Delete”, or:

    1. Select multiple entries and select “Reject/Delete” in the “Choose Bulk Option” dropdown.

  4. Click the [Delete] button to confirm

Tips and Troubleshooting

Key Takeaways

  • Always differentiate between scheduled and unscheduled activities for proper categorization and reporting.

  • Leverage system features like auto-logging and bulk logging for accuracy and efficiency.

  • For specialized roles, use appropriate logging methods to maintain accurate records.

  • Regularly update volunteer profiles to simplify search criteria filtering.

  • Use group profiles for temporary or one-time volunteer activities - when there is no need for individual personal information or the need to create individual profiles.

  • Plan the use of automated tools to streamline hour logging well before scheduled activities.

Troubleshooting Common Volunteer Hour Issues

Issue

Why this happens

How to review or resolve it

Missing or unlogged hours

Hours were not logged manually, via the Timeclock, or through auto log hours. Scheduling alone does not create hour entries.

Go to the volunteer’s profile > Hours tab and confirm whether hours were logged for the expected date range and activity.

Discrepancies in hour categorization

Unapproved hours are included or excluded depending on report or search filters, causing volunteers to appear in unexpected hour thresholds.

Refine search and report filters to clearly include or exclude unapproved hours when reviewing totals.

Late entries affecting monthly vs fiscal reports

Hours were added to a previous month after that month’s report was finalized, causing differences between monthly totals and fiscal year totals.

Verify report date ranges and review any late additions to previously logged hours. Ensure reports being compared use identical date ranges.

Rounding differences in hour totals

Summary views apply rounding rules, while detailed reports retain exact decimal values.

Be aware that dashboards round to whole numbers (e.g., 46.5 → 47), while admin and detailed reports show exact totals.

Execution errors in annual reports

A report may not have processed correctly at the time it was run.

Rerun the report and confirm results before assuming the data itself is incorrect.

Archived volunteers’ hours appearing in reports

Archiving a volunteer does not remove their previously logged hours.

Adjust report filters to include or exclude archived volunteers depending on reporting needs. Reports set to “all volunteers” will include archived data.

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Edit Hour Logs

Administrators can edit individual hour log entries to correct information such as the activity, date, duration, or feedback associated with the hours.

Important limitations

  • Hours cannot be edited in bulk

  • Start and end times for Timeclock entries cannot be edited

    • Only the total amount of hours worked can be changed for Timeclock entries

  • Volunteers cannot edit hours once they are logged

  • Volunteers can only view or delete their own hours

    • Volunteers can only delete hours within the first 24 hours after logging

Edit hour logs from Hours and Feedback

  1. Go to People > Volunteers > Hours and Feedback > Edit Hours

    Optional: Apply filters to narrow down the hours you want to edit

    • You can save these as default filters

  2. Mouse over the Options icon beside the hour log entry

  3. Select Edit

  4. Make the required changes

  5. Click Save

Edit hour logs from a volunteer profile

  1. Click the person icon and search for the volunteer

    • Tip: The quick search displays only 10 results. If the volunteer does not appear, go to People > Search

  2. Open the volunteer’s profile

  3. Go to the Hours tab

  4. Mouse over the Options icon beside the hour log entry

  5. Select Edit

  6. Make the required changes

  7. Click Save

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Delete Hour Logs

Administrators can delete hour log entries when they are incorrect, duplicated, or no longer needed. Deleting an hour log permanently removes it from the volunteer’s profile and from all reports.

Important things to know before deleting hours

  • Deleted hours cannot be recovered

  • Hours are never deleted automatically

  • Archiving or deleting a volunteer profile does not delete their hours

  • If historical data is required, run an hours report before deleting entries

  • Volunteers can only delete their own hours within the first 24 hours after logging

  • Administrators can delete hours at any time

Delete hours from the Edit Hours page (recommended)

This is the most efficient way to review and manage hour entries across multiple volunteers.

  1. Go to People > Volunteers > Hours & Feedback > Edit Hours

    Optional: Apply filters to narrow down the list of hours

    • You can save these as default filters

  2. Locate the hour entry you want to delete

  3. Mouse over the Options icon beside the entry

  4. Select Delete

  5. Click Delete again to confirm

From this menu, administrators can also:

  • View hour details

  • Edit hour entries

  • Approve hours (if approval is required)

  • Send an email or text message related to the entry

Delete hours from a volunteer profile

  1. Click the person icon and search for the volunteer

    • Tip: If the volunteer does not appear, go to People > Search

  2. Open the volunteer’s profile

  3. Go to the Hours tab

  4. Mouse over the Options icon beside the hour entry

  5. Select Delete

  6. Click Delete to confirm

Deleting multiple entries

Administrators can delete multiple hour log entries at once from the Edit Hours page. This is especially useful when correcting repeated errors or removing multiple incorrect entries before re-entering them correctly.

  1. Go to People > Volunteers > Hours & Feedback > Edit Hours

    Optional: Apply filters to narrow down the list of hours

    • You can save these as default filters

  2. Check the boxes beside the hour entries you want to delete

    • Or use Select All to include all visible results

  3. From the Choose Bulk Action dropdown, select Reject / Delete

  4. Click Reject / Delete again to confirm

Important

Once deleted, the hour entries are permanently removed from volunteer profiles and reports.

Tip: Deleting hours before archiving or deleting a volunteer

If you do not want a volunteer’s hours to remain in reports:

  • Delete the relevant hour entries first

  • Run and save any required hours reports

  • Archive or delete the volunteer profile once hours have been removed

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Manage Volunteer Timeclocks

Administrators can manage running Timeclock entries when volunteers forget to clock in or out, select the wrong activity, or when corrections are required during or after a shift. This includes starting, stopping, updating, or deleting Timeclock entries.

Start the Timeclock for a Volunteer

Administrators can manually start a Timeclock on behalf of a volunteer.

  1. Open the volunteer’s profile

  2. Go to the Hours tab

  3. Click Start Clock

  4. Select the appropriate activity

  5. Click Start Clock

Notes

  • You cannot start a new Timeclock if the volunteer already has one running

  • Only one active Timeclock can exist per volunteer

Stop or Edit the Timeclock for a Volunteer

  1. From the Admin Home Page, click on “Volunteers on the Clock” in the Status Update section.

    • The full list can also be accessed by going to: People>> Volunteers >> Hours and Feedback >>Managing Running Timeclocks (in the sidebar menu)

    • Individual clocks can be stopped in the volunteer’s profile in the “Hours” tab

  2. Mouse over the Options icon beside the timeclock entry and click on “Edit / Stop Clock” or select multiple volunteers and select “Stop Clocks” in the “Choose Bulk Action” dropdown

  3. Make any changes to the start date, start time and/or end time, as needed

  4. Click the [Stop Clock] button

Update a Running Timeclock

  1. From the Admin Home Page, click on “Volunteers on the Clock” in the Status Update section.

    • The full list can also be accessed by going to: People>> Volunteers >> Hours and Feedback >>Managing Running Timeclocks (in the sidebar menu)

    • Mouse over the Options icon beside the timeclock entry

  2. Click on “Update Start Date/Time” or “Update Activity”

  3. Make the desired change

  4. Click the [Update…] button

Important

This is the only time you'll be able to change the Timeclock's starting time. Unable to update running Timeclocks in bulk.

Update Timeclock End Time for Multiple Volunteers

  1. From the Admin Home Page, click on “Volunteers on the Clock” in the Status Update section.

    • The full list can also be accessed by going to: People >> Volunteers >> Hours and Feedback >>Managing Running Timeclocks (in the sidebar menu)

  2. Check the box beside each volunteer you want to edit the timeclock end time for (or check the “Select All” box at the bottom)

  3. Select “Stop Clocks” from the “Choose Bulk Action” dropdown

  4. Click the [Set End Time for All Clocks] button

  5. Make the desired change and click the [Set End Time for All Clocks] button

  6. Click the [Stop Clocks] button

Delete a Timeclock Entry

  1. From the Admin Home Page, click on “Volunteers on the Clock” in the Status Update section

    • The full list can also be accessed by going to: People >> Volunteers >> Hours and Feedback >>Managing Running Timeclocks (in the sidebar menu)

  2. Mouse over the Options icon beside the timeclock entry

  3. Click on “Delete Clock Entry”

  4. Click the [Delete] button

Note

You can also delete a Timeclock Entry from the Edit Hours page.

Wrapping Up

Managing volunteer hours effectively in Better Impact comes down to choosing the right collection method, configuring settings carefully, and knowing where to review and correct data when needed.

Throughout this guide, we covered how hours work at a foundational level, how organization-level settings influence logging behaviour, and the different ways hours can be collected, approved, edited, and deleted. We also explored how automated tools like Timeclocks and Auto Log Hours can reduce manual effort when used intentionally.

To get the most value from your hours data:

  • Choose a logging method that matches how your volunteers actually work

  • Avoid overlapping methods that can create duplicate entries

  • Review and approve hours regularly to keep reports accurate

  • Use Edit Hours as your main hub for correcting or removing entries

  • Run reports before making large changes to preserve historical data

Tip

If you’re looking to analyze, export, or validate hours data, refer to the dedicated Reporting and Searches articles, which cover reporting filters, exports, and common reconciliation scenarios in detail.

With the right setup and workflows in place, hour tracking becomes a reliable record of volunteer contribution rather than an administrative burden.

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Comparing Methods

Method

Who logs the hours

How hours are created

Best used when

Common limitations

Volunteer – Manual

Volunteer

Volunteer enters date and duration manually

Flexible activities, trust-based reporting, off-site volunteering

Volunteers may forget, select wrong activity/date, or log late

Administrator – Manual

Administrator

Admin enters hours for one or multiple volunteers

Corrections, bulk events, or when volunteers cannot log hours

Time-consuming for large groups; risk of duplicates if auto log is enabled

Timeclock

Volunteer

Volunteer starts and stops a clock

On-site activities where precise time matters

Volunteers may forget to stop the clock; device or permission restrictions may apply

Express Timeclock

Volunteer

Clock started via QR code or username

High-volume check-ins, kiosk environments

Requires camera/browser setup; QR codes must match current usernames

Auto Log Hours

System

Hours created based on scheduled shift duration

Consistent schedules where attendance is predictable

Does not confirm attendance; feedback fields unavailable; duplicates possible if manual logging is allowed

Quick Guidance for Administrators

  • Use Auto Log Hours to reduce admin workload for predictable, scheduled activities

  • Use Timeclock or Express Timeclock when accurate start/end times matter

  • Allow manual logging when flexibility is required or shifts vary

  • Avoid enabling Auto Log Hours and manual logging for the same activity unless you are actively monitoring duplicates

Related Articles
Comprehensive Guide to Activities
A volunteer can’t log hours or start a timeclock for an Activity
Comprehensive Guide to Reporting
Comprehensive Guide to Administrator Profiles
Comprehensive Guide to Communications
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