Logging Hours - As Done By The Administrator

Log Hours for One Person

  1. Start typing the volunteer’s name in the Quick Search bar near the top on the right side of the screen.
  2. Click on the volunteer’s name when it appears in the list
  3. Click on the Hours tab
  4. Click the [New Timelog Entry] button
  5. Select the Activity from the drop-down list (or type a few characters of the Activity Category name or Activity name to narrow down the list)
    • You may see a few buttons, enabling you to select from a list of Activities:
      • Recent: recent activity assignments for the volunteer
      • Active: all activities with a status of “Active” that are visible to the volunteer
      • Inactive: all activities with a status of “Inactive” that are visible to the volunteer
  6. Enter the date volunteered
  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). If entering less than one hour, be sure to enter a zero before the decimal place (e.g. 0.75). Once you have entered a number and move from the “Hours” field, you’ll see how much that would be in hours, minutes, and seconds displayed to the right of the field.
    • If there are Feedback Fields associated with the hours log entry, you’ll see them appear. 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 to save this entry (and close the dialog). If you want to save the entry and make another timelog entry, click the [Save and Log Another] button instead.

IMPORTANT

An hours entry requires at least one digit (even a zero) to the left of the decimal place. For example, 0.75 is a valid entry but .75 is not.

Log Hours for Multiple People At Once

  1. Go to: People >> Hours and Feedback >> Log Hours for Multiple Volunteers
  2. Search for the desired profiles
    • You do not have to search for people that were assigned to the same Activity. You can search for anyone here, and then log hours for all the people your search retrieves against an Activity.
  3. Optional: Click on the “Search Results” header and de-select any names for which you do not wish to log hours.
  4. Select the Activity from the drop-down list (or type a few characters of the Activity Category name or Activity name to narrow down the list)
    • If you searched for a specific Activity above, that Activity will appear here by default
  5. Enter the date volunteered
  6. 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). If entering less than one hour, be sure to enter a zero before the decimal place (e.g. 0.75). Once you have entered a number and move from the “Hours” field, you’ll see how much that would be in hours, minutes, and seconds displayed to the right of the field.
  7. Click the [Save] button

Log Historical Hours

Instead of logging individual hours entries for a person, you can log “historical” hours (i.e. a total of hours worked over a period of time such as a specific month or year).  In order to do this, you’ll need an activity for the historical hours to be recorded against.

Create an activity:

  • Basic Info: Name the activity so that it corresponds to the period covered (e.g. “Historical Hours: 2017”). Leave the box “Volunteers are allowed to log hours for this activity” unchecked.
  • Schedule: Use “Unscheduled” or “Seasonal”. If using seasonal, specify the period that the hours cover by indicating the start and end dates for the range (e.g. for “Historical Hours: 2017”, use “01/01/2017” to “12/31/2017”).
  • Visibility and Automation: Only volunteers who are signed up, assigned or on the backup list.

When logging hours:

  • Choose an appropriate date. Typically, this would be hours worked “as of” the end of the date range (e.g. for “Historical Hours: 2017”), use “12/31/2017”.

TIP:

If you have a large amount of historical hours information, we are able to import it for you. Please contact us to discuss the billing associated with this.

Log Hours From a List of Assignments

When viewing the list of volunteers assigned to an activity or shift, hover over the options icon to the left of a person’s name and select “Log Hours”. By checking the box beside multiple names, you can then go to the “Choose Bulk Action” drop list and choose “Log Hours” for the selected volunteers.

  • For unscheduled or seasonal activities, the date and number of hours will need to be entered manually, although 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. (NOTE: You cannot edit these values before logging the hours. If you need to do this, you can edit the hours after they have been logged.)
  • Using any of these methods, If there are any Feedback Fields to record for the Activity, they will also be shown when logging the hours.

TIP:

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

Log Client Encounters

If your organization uses the Client Module, you can also log a “Client Encounter“.

To learn more, please visit the Client Module help pages on this topic.

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