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Run Hours and Engagement Reports

Goal: Produce the numbers you need for grants, board reporting, sponsor recognition, and program health checks.

The two report types​

Ayuna provides two volunteer-specific reports out of the box:

  • Hours summary — total hours by period, by project, by activity type. The default for "how many volunteer hours did we log this quarter?"
  • Volunteer engagement — who's volunteering, how often, in what roles. The default for "who are our most engaged volunteers?" and "what's our volunteer retention rate?"

Both accept a date range and segment filters.

Common reporting jobs​

  • Annual report figures — total hours and unique volunteers for the year
  • Grant applications — hours spent on a specific project type or population served
  • Sponsor stewardship — hours contributed by employees of a particular company (filter by group affiliation)
  • Board updates — quarter-over-quarter active volunteer counts, hours, and average hours per volunteer

Understanding the numbers​

A few things to keep in mind when reading reports:

  • Reports count approved hours by default. Pending hours from a recent event close-out won't appear until they're approved.
  • "Active volunteer" means someone with a status of Active and with at least one logged hour in the period — not just anyone whose record is set to Active.
  • Sweat equity hours appear in volunteer reports and in homeowner reports; the same hour is credited in both contexts on purpose.

Exporting​

Reports export to CSV or PDF. CSV is right when you'll do further analysis or paste into a board deck; PDF is right for a polished one-page summary.

Scheduling​

Set a report to run automatically — weekly to your inbox for monitoring, monthly to a board distribution list. Schedules respect each recipient's permissions, so a recipient who shouldn't see a column won't.

When the report is wrong​

Common causes:

  • An event wasn't closed, so its hours didn't generate
  • Hours weren't approved
  • A volunteer was double-counted because of a duplicate profile (merge the duplicate)
  • The date filter excludes hours you expected to include

Fix the upstream data and re-run; the report itself doesn't usually need correction.