Help Center
Follow

Managing Volunteer Hours

Important: This article applies to Connect site administrators. For information on how agency managers can manage their volunteers' hours, click here.

The hours-management area of your manager panel includes the following features:

Click an item above to learn more about it.

Viewing Details of Volunteer Hours

To access the volunteer hours management area, go to your manager panel and click Volunteerism > Hours.

As with other data in the manager panel, volunteer-hours data is shown in the form of a table. Three different tables are available: one for standard hours, one for AEM hours, and one for SLM hours.

Click on the heading (shown above) corresponding to the hours you wish to view.

You also can specify which columns in this table are visible on the screen. Listed below are the available columns for volunteer hours:

  • Agency that posted the need
  • Need title and date
  • User's name and email
  • Hours: ID, amount, description, miles traveled, date added, date updated
  • Status (approved, declined, pending, inactive, entered)

Click here to learn more about viewing table data in the Manager Panel.

Submitting Hours on Behalf of a Volunteer

As a Site Manager, you can submit hours for any volunteer who is registered on your site and has responded to a posted need.

To submit volunteer hours:

  1. From your manager panel, go to Volunteerism > Hours.
  2. Click Add an Hour Entry, located in the right-hand side of your screen.

    This action opens the Add Hours form.
  3. In the User Lookup field, begin typing the first name, last name, or email address of the volunteer. If they have a user account, their name should pop up on the screen, as shown in this example:
  4. In the Need Response Lookup field, begin typing the title of the need. The title should pop up on the screen, as shown in this example:
    serve_meals.png
  5. Enter the details of the hours in the fields provided. Note that Date Worked and Hours Worked are required fields.
  6. Click Submit Hour Entry to save the submission.

Editing Submitted Hours

Occasionally, you may need to edit hours that a volunteer has already submitted. To edit existing hours:

  1. From your manager panel, go to Volunteerism > Hours. The table of submitted hours includes and Hours column showing how many hours have been submitted for each entry.
  2. Click on a number in the Hours column to edit it.
  3. In the Edit Hours popup that appears, make any needed chagnes to the Date WorkedHours Worked, Miles Traveled, or Description fields.
    Note: If any hours-submission custom questions have been added, you may edit responses to those as well.
  4. Click Submit Hour Entry.

A volunteer may see the change on their Dashboard and volunteer résumé, but they will not receive a notification that their hours have been edited.

Statuses of Volunteer Hours

Volunteer hours will have one of five statuses:

Status Definition
Approved Hours were reviewed by an agency manager and approved.
Declined Hours were reviewed by an agency manager and declined.
Entered Hours were entered but have not yet been submitted for approval.
Inactive Hours have been manually deleted by the volunteer, the Agency Manager, or the Site Manager.
Pending Hours have been submitted and are awaiting review.

You can change the status of a single volunteer's hours, or you can change the status of multiple hours (in bulk).

Changing the Status of Volunteer Hours: Individually

To change the status of an volunteer's submitted hours:

  1. From your manager panel, go to Volunteerism > Hours.
  2. Select the type of hours to view (need, AEM, or SLM).
  3. Locate the volunteer's hour entry in the Hours table, sorting the table as needed to find the hours.
  4. From the applicable dropdown in the Status column, select the new status.

The color of the dropdown changes temporarily to show that the change has been made. 

Changing the Status of Volunteer Hours: in Bulk

You can approve or decline hours in bulk. To do so:

  1. From your manager panel, go to Volunteerism > Hours.
  2. Select the type of hours to view (need, AEM, or SLM).
  3. Mark the checkboxes to the left of the hours in question.
  4. Click Decline Hours or Approve Hours, as applicable.
  5. Click Yes to confirm the change. 

Exporting Volunteer Hours

To export volunteer hours into a spreadsheet:

  1. From your manager panel, go to Volunteerism > Hours.
  2. Select the type of hours to view (need, AEM, or SLM).
  3. Click the Export All Hours button at the top of the table.

Hours will be emailed to you as a .csv file.

Was this article helpful?
1 out of 2 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk