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

Click here to view our video on managing volunteer hours.

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

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. At minimum, three different tables are available: one for standard need hours, one for AEM hoursand one showing which volunteers are currently checked in to a volunteer opportunity. Sites that previously used the Legacy Service Learning Module (SLM) can also access a table for SLM Hours.

You also can specify which columns in this table are visible on the screen. Listed below are the available columns for volunteer hours. (The image above does not show all available columns.)

  • Agency that posted the need
  • Need title and date
  • Volunteer's name (including the designation of hours as anonymous or plus-one)
  • Volunteer's email address
  • Volunteer's user group
  • All hours: ID, amount, description, miles traveled, date added, date updated
  • Individual hours only: location, contact name, contact details 
  • Status (approved, declined, pending, inactive, entered

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 in this example:
  5. Enter the details of the hours in the fields provided. Note that Date Worked and Hours Worked are required fields.
  6. Select a User Group from the dropdown, if applicable.
  7. Click Submit Hour Entry to save the submission.

Submitting Anonymous Hours 

As a site manager, you can submit anonymous hours if a volunteer participated in a need but does not have an account on your Connect platform.

  1. From your manager panel, go to Volunteerism > Needs.
  2. Select the appropriate need.
  3. Scroll to the bottom of the screen to the Volunteer Hours area and click the Add Anonymous Hours button.
  4. Complete the details for those hours, including number of participants.

    Note: The hours worked should be the block of time worked by all participants, not the cumulative total of their hours. For example, if two volunteers each worked three hours, enter 3 for the number of hours, not 6.

For additional information on Anonymous hours, see Anonymous and Plus-one Hours for Site Managers.

Editing Submitted Hours

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

  1. From your site manager panel, go to Volunteerism > Hours.
  2. Click on a number in the Hours column to edit it.
  3. In the Edit Hours popup that appears, make any needed changes to the Date Worked, Hours 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 a 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 that is emailed to you:

  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.

You will be prompted to specify the email where you wish to receive the link to the generated spreadsheet. Hours will then be emailed to that address as a link to a .csv file.

Note: Most exports are generated automatically, but user and hours exports must be emailed due to the amount of data that is often involved.