This feature is available on the Pro Plan.
What is a checklist, and how does it help?
The checklist helps you track requirements volunteers need to complete to remain active with your organization. Common examples include background checks, waivers, certifications, and training sessions.
Each checklist item can include an expiration date and renewal schedule, making it easy to track when requirements need to be completed again. The checklist appears on every volunteer profile, allowing you to quickly see what has been completed and what still requires attention.
Using a checklist helps your organization stay compliant, reduce administrative work, and keep volunteer records organized in one place.
Adding a checklist item.
The checklist is fully customizable for your organization.
To add a new item, go to Settings > Checklist and click Add Item in the top-right corner. Enter a name for the requirement you'd like to track.
Timecounts includes a list of suggested checklist items, but you can also select Add Custom Checklist Item to create your own.
Setting expiration and reminder preferences
If a checklist item only needs to be completed once, leave the default setting under How often do volunteers complete this item?
For items that require renewal, such as annual training or background checks, choose one of the available expiration options:
Only once
Expires every set number of days, weeks, months, or years
Expires on a specific date each year
Expires on the volunteer's birthdate (if known)
For items with an expiration date, you can also choose when a reminder appears on your Dashboard.
The default reminder is set to 7 days before expiration, but you can adjust this to anywhere between 1 and 59 days before expiration, or select Never if you don't want reminders to appear.
Please note that reminders refresh approximately once per hour. If you don't see a change immediately, check back shortly.
Reminders and expiration dates only begin once an item has been marked as completed. This prevents unnecessary reminders for volunteers who have not yet been assigned or completed a requirement.
To save the checklist item, click Add Item.
Once created, you can:
Edit an item using the pencil icon
Delete an item using the trash icon
Important: Changing expiration settings may affect volunteers who are already associated with that checklist item.
Reordering checklist items
Checklist items appear on volunteer profiles in the same order shown under Settings > Checklist.
To reorder items, click and hold the drag handle beside an item, then move it up or down the list.
Updating checklist status for a volunteer
To view a volunteer's checklist, go to the Directory and open their profile.
Select the Checklist tab to view all checklist items assigned to that volunteer.
To mark an item as completed, check the box beside it. Timecounts will automatically record today's date as the completion date.
To edit the completion date or expiration date, hover over the item and click the pencil icon.
To edit the completion or expiration date, hover over the item and click the pencil icon to make changes for that volunteer.
Important notes
The checklist is a private organizer tool and does not send notifications to volunteers.
If a volunteer needs to complete a requirement, you'll need to contact them directly as part of your onboarding, training, or volunteer management process.
You can also use Directory filters to quickly identify volunteers who are missing checklist items or have upcoming expirations.