Timesheets don’t have to be time consuming

Created by Felicity Smith, Modified on Wed, 1 May at 4:08 PM by Felicity Smith

Billing Owners, Organisation Administrators and Volunteer Managers can view and edit all timesheet information. Program Coordinators can only view and edit timesheets relating to programs they have been assigned to manage.

Timesheets are a record of the hours a volunteer has spent volunteering. They can be entered via an individual volunteer record or via a program.

They can be created automatically from scheduling or you can have volunteers clock in and out using a QR code or link. You can also import timesheet data if you get it from another source.

Creating timesheets from the Schedule

Go to My Organisation on the left hand side menu
Click on the Settings tab
In the VOLUNTEERS section turn on the Automate shift completion and timesheet creation setting

Any confirmed shifts will then be created as timesheets after midnight on the day of the shift.

Creating timesheets from the QR code or sign in/out form

The option to sign volunteers in and out using a QR code or via a link to a sign in/out form is available within each program you set up.
When a volunteer signs in and out using a QR code or link to a sign in/out form a timesheet is automatically created.
The QR code can be printed off and displayed and the sign in form can be set up on a device/front desk for volunteers to use.

Further information on how to sign volunteers in and out of a program can be found in our Overview of INVOLVE article.

Entering timesheets manually

Go to My Volunteers on the left hand side menu
Click on a volunteer’s name to access their record
Click on the Timesheets tab
Click on Create timesheet
Enter details and click on Save

Entering timesheets through a program

You can also manually enter timesheets directly through a volunteer record

Go to PROGRAMS on the left hand side menu
Select the name of the Program
Click on the Timesheets tab
Click on Create timesheet
Enter details and click on Save

Importing timesheets

Timesheets can be imported in bulk via an individual volunteer record or via a program

Go to My Volunteers on the left hand side menu and click on a volunteer’s name to access their record or Go to PROGRAMS on the left hand side menu and select the name of the Program

Click on the Timesheets tab
Click on the Import option
You can then upload a file in CSV format with a maximum file size of 500MB once you have made sure it meets our Terms of Service.

There is also the option to download a sample file if you are unsure what to upload.