Auto Log Hours Activity Settings

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

1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under 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. 

• Hours are logged for all assigned / assigned-and-confirmed volunteers for the shift (depending on the organizational-level Hours and Timeclock Settings for Auto Log Hours) 
• The number of hours logged is equal to the duration of the scheduled shift 
• The type “Automatic” is applied to the entry 

• The shift is marked as “Has been auto logged” 
• The need for approval of hours is determined by the organizational-level Hours and Timeclock Settings 

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. 

Notes about Auto Log Feature 

• Auto Log Hours apply only to active scheduled activities with this feature enabled 
  • Changing an activities 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 re-activated, 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 but 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