Logging Hours by and Administrator
Logging hours as an administrator is a very easy process and it can be done individually or in bulk.
Hours Logging for One Volunteer
Hours Logging 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 volunteers' 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.
Click on the volunteer’s name when it appears in the list
Click on the “Hours” tab
Click the [New Timelog Entry] button
You may see a few tabs, enabling you to select from a list of Activities (Recent, Active or Inactive)
Recent: the volunteer’s recent assignments
Active: activities with a status of Active
Inactive: activities with a status of Inactive
Select the Activity from the drop-down list
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
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
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
Log Hours for an Individual Volunteer from a List of Assignments
Go to Assign >> From Scheduled List or From Unscheduled List
Choose the activity from the list
Optional: Use the available filters to look for the activity you need
Mouse over the Options icon to the left of a person’s name
Select “Log Hours”
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
If there are Feedback Fields associated with the hours log entry, you’ll see them here.
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.
Hours Logging for Multiple Volunteers
Hours Logging for Multiple Volunteers
Go to People >> Volunteers >> Hours and Feedback (you may need to click the [+] to expand either of these sections), then click on “Log Hours for Multiple Volunteers”,
Search for the desired profile and 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
Select the Activity from the drop-down list (if you searched for a specific Activity above, that Activity will appear here by default).
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
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
Click the [Log Hours] button
Log Hours for Multiple Volunteers from a List of Assignments
Log Hours for Multiple Volunteers from a List of Assignments
Go to Assign >> From Scheduled List or From Unscheduled List
Choose the activity from the list
Optional: Use the available filters to look for the activity you need
Check the boxes beside the names, or “Select All” at the bottom.
Select “Log Hours” from the “Choose Bulk Action” dropdown list
Alternatively, to use the timeclock instead, select “Start Clock”
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
If there are Feedback Fields associated with the hours log entry, you’ll see them here
Click the [Log Hours] button
Approve / Reject Hour Log Entries
Tip: You can also Approve / Reject hours by going to:
People >> Volunteers >> Hours and Feedback >> Edit Hours
The volunteers' profile - Hours tab
You will be able to review Text Feedback Fields on: People > Volunteers > Hours and Feedback > Review Text Feedback
Approve/Reject One Hour Entry
Approve/Reject One Hour Entry
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.
Mouse over the Options icon to the left of the Activity's name
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
Approve/Reject Multiple Hours Entries
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.
Check the boxes beside the activities, or “Select All” at the bottom.
Select “Approve” or "Reject / Delete" from the “Choose Bulk Action” dropdown list
Click the [Approve] or [Reject / Delete] button to confirm
Approve/Reject Hours Entries for One Volunteer
Approve/Reject Hours Entries for One Volunteer
Approve Hours Entries
Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.
Click on the volunteer’s name when it appears in the list
Click the “Hours” tab
Mouse over the Options icon beside the desired hours log entry and select ”Approve”, or:
Select multiple entries and select “Approve” in the “Choose Bulk Option” dropdown.
Reject/Delete Hours Entries
Click the person icon at the top of the screen and type the person’s name into the Quick Search bar.
Click on the volunteer’s name when it appears in the list
Click the “Hours” tab
Mouse over the Options icon beside the desired hours log entry and select ”Reject/Delete”, or:
Select multiple entries and select “Reject/Delete” in the “Choose Bulk Option” dropdown.
Click the [Delete] button to confirm
Edit Hour Logs
NOTE: Hours cannot be edited in bulk; you can only edit one hour log entry at a time.
Go to People >> Volunteers >> Hours and Feedback >> Edit Hours
Optional: Filter the hours you wish to edit: You can also make these your default filters.
Mouse over the Options icon beside the desired hours log entry
Select “Edit”
Make any changes necessary and click the [Save] button
Edit Hour Logs in a Volunteer Profile
Edit Hour Logs in a Volunteer Profile
To find the volunteers' 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.
Click on the volunteer’s name when it appears in the list
Click the “Hours” tab
Mouse over the Options icon beside the desired hours log entry
Select “Edit”
Make any changes necessary and click the [Save] button
