This article is geared toward agency and program managers. It covers the following topics:

Volunteer hours are managed under the Time Tracking tab, which you can access by clicking My Agency (or My Program, if your site uses programs) at the top of your screen.

Note: This button only appears if you are logged in as an agency or program manager.

Adding Volunteer Hours

To add volunteer hours for someone who volunteered for your agency or program:

  1. From the agency/program manager view, click Time Tracking.
  2. Under the Hour Type heading, select the applicable need.
  3. Select the name of the volunteer from the Volunteer dropdown.
  4. Enter the Date the hours were earned.
  5. Complete the applicable Hours Details and Description information.
  6. Select a User Group from the dropdown, if applicable.
  7. Scroll down to select if you want to add Plus-one Hours. This option is used when the volunteer you are entering hours for brought family or friends to help with the opportunity who do not have a registered account. If you select Yes, you will be asked to complete additional fields.
  8. Click Submit Hour Entry to save your work.

Adding Anonymous Hours

Anonymous hours are volunteer hours submitted on behalf of volunteers who are not associated with a particular user account in Get Connected. If your site allows submission of anonymous hours, an agency/program manager can submit hours for:

  • Groups of volunteers who may or may not have Get Connected accounts
  • Volunteers who do not have a Get Connected account

Of course, you should encourage your volunteers to open a Get Connected account so that they can log their own hours. If a user doesn't have an email address or otherwise does not want to open an account, you can still log their hours. Anonymous hours show up in administrative reports but cannot be applied to individual volunteer résumés.

To log anonymous hours as an agency or program manager:

  1. From your agency/program manager view, click Time Tracking.
  2. Under the Hour Type heading, select the applicable need.
  3. Select Add Anonymous Hours from the Volunteer dropdown.
  4. Complete the applicable fields. Use the Description field to provide any relevant information about the names of the volunteers, the number of volunteers, etc.
  5. Click Submit Hour Entry to save your work.

Note: Anonymous hours show up in administrative reports but cannot be applied to individual volunteer résumés.

Approving and Declining Volunteer Hours

Before you can approve a volunteer’s hours, the volunteer must respond to a need and submit his or her hours related to that need (via the user’s My Profile page). As the agency or program manager, you will receive an email notifying you that hours need to be approved.

To approve (or decline) volunteer hours:

  1. Go to the gray Time Tracking tab in edit mode. You will see a list of need responses, along with Pending statuses in the table shown.

    Note: The table can show the following columns in addition to the ones shown above: Team, Description, and User Group. To view those columns, click Table Filter (right above the table, right-hand side) and mark the columns to view. You can also use the Table Filter to hide columns you don't want to see.

  2. Approve or decline the hours as applicable. To approve or decline hours for one person, select Approved (or Declined) from the Status dropdown. To approve or decline hours from more than one volunteer, check the boxes for the volunteers and then click the Approve button above the table.
  3. Click Yes to confirm.

All approved needs are available for viewing under the gray Stats tab; see Viewing Agency Statistics for more information.

Using Volunteer Check-in

With Volunteer Check-in, a tool available to both agency/program managers and volunteers, hours can be logged automatically based on check-in and check-out times.