Timesheets

A timesheet tracks volunteer hours for one term against a required total — for an individual or for a whole family. Hours from activity and shift sign-ups count automatically, and timesheets are visible to families in the parent portal.

Note: Volunteer management is included in every plan. See Plans & Pricing.

Create a timesheet

1. Go to Volunteers → Timesheets.
2. Click New timesheet.
3. Choose the Term the hours are tracked for.
4. Choose Track by: Family (everyone's hours count together) or Individual.
5. Pick the Family or Contact.
6. Enter the Required hours they need to complete.
7. Click Create.

Each timesheet shows three totals: Required, Scheduled (hours they've signed up for), and Completed (hours from sign-ups marked Present, Tardy, or Excused). Any existing sign-ups for that term appear on the timesheet right away.

Automate timesheet creation

Creating a timesheet for every family by hand is tedious. Automation rules create them for you when something happens — for example, when a student registers for a term.

1. Go to Volunteers → Timesheets and click Automation (or Automate timesheets if the list is empty).
2. On the Timesheet Automation page, click Add automation.
3. Enter a Description so you remember what the rule does.
4. Choose When (trigger): Student registers for schedule, Student enrolls into program, or Student enrolls into class.
5. Optionally click Add condition to limit the rule — choose whether to match all or any conditions, then pick the Term, Program, or Class and whether it is or is not a match.
6. Choose Do this (action): Create new timesheet.
7. Set the timesheet options: For term (leave blank for "Same term" as the trigger), Track by, and Required hours.
8. Click Create.
9. Switch on the toggle next to the rule to enable it.

The rule only fires for events that happen after it's enabled. To apply it to people who already enrolled, open the rule's actions menu and click Run automation, then Run now.

Warning: Running an automation cannot be undone — it creates timesheets for everyone the rule matches.

Log time manually

Sign-ups for activities and shifts appear on the timesheet automatically. You can also record time that didn't come from a scheduled activity — like at-home prep work.

1. Open the timesheet from Volunteers → Timesheets.
2. In the Log table, click Log time.
3. On a family timesheet, pick the Contact the time belongs to.
4. Describe what they did in Activity.
5. Pick a Status (usually Present so the time counts as completed).
6. Choose Enter duration and fill in Total Hours, or choose Use start and end times and fill in Check In and Check Out.
7. Click Record.

Update many timesheets at once

Select timesheets on the list page, then open the bulk actions menu:

• Edit required hours — enter the new Required hours and click Update.
• Copy timesheets — pick the Term and click Copy to duplicate the timesheets (with the same required hours) into another term. Scheduled and completed hours start fresh.

What families see

In the parent portal, the Volunteer page has two tabs:

• Timesheets — their family's timesheets with Required, Scheduled, and Completed totals; clicking one shows the full log of who did what.
• Sign up — open volunteer activities they can join.

Families can't log time themselves — they add hours by signing up for activities and shifts, and admins record anything else manually.