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Court-Ordered Hours Report

Goal: Hand back a defensible record of court-ordered service hours to a court, probation officer, or supervising authority — without building a query from scratch.

Where it lives​

The report is a system template that ships with every affiliate. To open it:

  1. Reports → Library (or Reports → Builder and pick Court-Ordered Volunteer Hours as the data source).
  2. Search for Court-Ordered Hours in the Volunteer category.
  3. Click Run.

Permission gate: volunteers.hours.approve.affiliate or volunteers.hours.view.affiliate — the same permission set that governs the Review Hours screen.

What's in the report​

One row per (volunteer × court order). If a single volunteer is working off two separate court orders, they appear twice. The default columns:

ColumnDescription
Last Name / First NameVolunteer identity
Court Order ReferenceCase or order number recorded at signup or via the edit dialog
Supervising AuthorityCourt, probation office, or supervising entity
Court Order DateWhen the order was issued
Approved HoursHours that have been signed off by staff
Pending HoursHours waiting in the Review Hours queue
Total HoursApproved + Pending
Last Activity DateMost recent date the volunteer logged hours under this order
Events AttendedDistinct events the volunteer participated in under this order

The default sort is alphabetical by last name, first name, then court order reference.

The report also surfaces aggregate totals at the bottom — Total Approved, Total Pending, Total, and Volunteer count — so the same export can support a single-person letter or a quarterly summary across the program.

What it pulls from​

The report aggregates from volunteer_hours records that were flagged hour_purpose = court_ordered:

  • Hours generated when a coordinator closes an event (and a registrant had picked Court-Ordered Community Service at signup)
  • Hours that staff manually flagged as court-ordered via the Review Hours edit dialog
  • Hours that were originally regular volunteering and later switched to court-ordered (these are demoted back to pending and re-credited to the order; see Track Court-Ordered Hours)

It does not include homeowner sweat-equity court-ordered rows tracked in sweat_equity_hours — those are kept separate so this report stays focused on volunteer-event hours that staff are most often asked to attest to. If you need the combined picture, run the standard sweat-equity reports alongside this one.

Filtering​

The pre-built template runs with no filter so you see everything. Common one-off filters:

  • Court Order Reference — text contains. Useful for pulling the record for one case at a time.
  • Supervising Authority — text contains. Useful when reporting back to a single probation office.
  • Last Activity Date — date range. Useful for "everything in the last 90 days" or a calendar-quarter cut.
  • Approved Hours ≥ — number lower-bound. Filter to volunteers who have completed enough hours to certify.

Filters apply to the aggregated view, so an "Approved Hours ≥ 40" filter returns volunteers whose total approved across this court order is at least 40 — not individual entries.

Export​

The report supports the standard export pipeline:

  • CSV — for handing the data to spreadsheets or other tools.
  • Excel — when the recipient prefers .xlsx (formatting + totals row preserved).
  • PDF — affiliate-branded, suitable for filing as-is with the supervising authority. The PDF includes the column headers, the run filter, and the totals row.

For court submissions that require a per-person letter rather than a tabular report, run the report with a single volunteer's last name as the filter and export to PDF — that gives you a one-page document showing only their hours.

Keeping the data clean​

This report is only as good as the underlying records. The two highest-leverage hygiene checks:

  1. Approve in time. Hours stuck in Pending show up in the report's "Pending Hours" column — and don't help anyone meet a court deadline. The Review Hours queue is where this gets done; see Review and Approve Hours.
  2. Keep court details current. A volunteer who signed up without a case number leaves a row labelled (empty) under Court Order Reference. Open the entry from Review Hours, fill in the reference / order date / supervising authority, save. The next run of the report includes the corrected metadata.