When to log time as an admin
Admins can log time directly from Track when they need to credit a volunteer for work that wasn't scheduled in Timecounts. This might be past hours that weren't recorded at the time, work completed outside of a scheduled activity, or another ad hoc contribution.
If the volunteer participated in a shift or event that already exists in Timecounts, it's better to assign them to the original activity instead. This keeps their hours and participation connected to the activity they volunteered for.
Log volunteer time
Go to Track and select Log Time in the top right.
Choose the volunteer you want to credit time for. You can select more than one volunteer if they contributed to the same activity. Enter the activity name, date, and hours to credit. You can also add any skills you'd like to validate. Select Credit when you're ready. Unlike time submitted by volunteers, time logged by an admin doesn't require approval. The hours are credited immediately and will appear on the volunteer's profile and in Reports.
Editing time after it's been credited
If you need to make a change later, open the volunteer's profile card and find the activity. Use the edit pencil next to the credited time to adjust the hours. Any changes will also be reflected in Reports.
Importing past volunteer hours
Before adding historical hours, make sure the volunteers are already in your Directory. Volunteer hours need to be connected to an existing volunteer profile in Timecounts.
If you're moving historical volunteer hours into Timecounts, customers on the Pro plan can request a one-time courtesy import. Contact our team and we'll provide the format needed to prepare your data.
If you're on another plan or prefer to add the hours yourself, you can use Log Time in Track. Rather than entering every past activity individually, a simple approach is to total the historical hours for each volunteer first and add them as a single entry.
If you want to preserve annual reporting, you can also group each volunteer's hours by year and add a separate total for each year. Each entry needs a specific date, so choose a date within the period you're recording to make sure the hours appear correctly when filtering Reports by timeframe.