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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.

How volunteer reporting works​

Ayuna's reporting tool is a builder. Instead of a fixed list of canned reports, you pick a data source and shape your own report — choose the columns, add filters, group, sort, total, and save it for re-use. From the Reports page you can either start from a blank report or open a pre-built template and modify it.

For volunteer reporting, four data sources cover everything:

  • Volunteers — one row per volunteer, with status, volunteer type, start date, background check status, total hours, events attended, and skills
  • Volunteer Hours — one row per hour entry, with hours, activity date, activity type, project, event, approval status, and approval timestamp
  • Volunteer Events — one row per event, with date, location, capacity, registration count, attendance count, and project
  • Court-Ordered Volunteer Hours — one row per volunteer × court order, with court order reference, supervising authority, court order date, and approved/pending/total hours

The Reports page groups templates and saved reports by data source, so anything built on the four sources above shows up under the Volunteers category.

Pre-built templates​

Six volunteer-specific system templates ship with every affiliate. Open one from the Templates tab on the Reports page and either run it as-is or clone it into a saved report you can adjust.

  • Volunteer Hours Summary Report (Volunteer Hours) — broad hours report you can filter by volunteer, date range, activity type, or project. Totals, averages, and a monthly bar chart. The default starting point for "how many volunteer hours did we log?"
  • Monthly Volunteer Hours Summary (Volunteer Hours) — month-by-month roll-up with totals and entry counts, plus charts for hours and activity volume by month. Right for monthly program reports and trend tracking.
  • Individual Volunteer History (Volunteer Hours) — detailed activity history for one volunteer, including project, event, status, and approval date. Use it for recognition write-ups, performance conversations, or generating a service record letter.
  • Approved Hours Report (Volunteer Hours, status = Approved) — only confirmed hours for the period. The right template for grant applications and any external reporting where pending entries shouldn't be counted.
  • Volunteer Event Attendance Report (Volunteer Events) — registrations vs. attendance per event, with capacity and totals. Use it for event planning and measuring no-show rates.
  • Court-Ordered Hours (Court-Ordered Volunteer Hours) — per-volunteer roll-up of court-ordered service with court order reference, supervising authority, and approved/pending totals. Use it to report back to courts, probation officers, or supervising authorities. See Court-Ordered Hours report for the full walk-through.

System templates are read-only — clone any of them to add your own filters, columns, grouping, or branding without touching the original.

Common reporting jobs​

Most reporting requests can be answered by running or cloning one of the six templates above with a date range and a filter or two:

  • Annual report figures — Volunteer Hours Summary Report, full-year date range. Read total hours from the totals row and unique volunteers from the entry count after grouping.
  • Grant applications — Approved Hours Report, filtered by project or activity type. Approved-only is what funders want.
  • Sponsor stewardship — Volunteer Hours Summary Report, filtered to the corporate group's members.
  • Board updates — Monthly Volunteer Hours Summary over the quarter, paired with the Volunteer Event Attendance Report for participation context.
  • Volunteer recognition — Individual Volunteer History for the honoree, or Volunteer Hours Summary Report sorted by total hours descending to find your most-engaged people.
  • Court / probation reporting — Court-Ordered Hours, filtered by court order reference or supervising authority.

Understanding the numbers​

A few things to keep in mind when reading reports:

  • The Volunteer Hours data source includes both approved and pending entries. Add a status filter (status = approved) when you only want approved hours — the Court-Ordered Hours template already separates them into Approved Hours and Pending Hours columns.
  • "Active volunteer" on the Volunteers source means a volunteer record with status Active. If you want "active and logged hours in the period," cross-reference with Volunteer Hours filtered by date.
  • Sweat equity hours appear in volunteer reports and in homeowner reports; the same hour is credited in both contexts on purpose.
  • Court-ordered hours are excluded from regular hours totals when you filter by hour_purpose. They live on Volunteer Hours and roll up into the Court-Ordered Volunteer Hours data source as well.

Exporting​

Open the report and use the Export button to generate a PDF — branded, with charts, totals, and the table laid out for a board hand-off or external recipient. PDF is the supported export format today; if you need the raw data for further analysis, build the report so the table itself answers your question.

When the report is wrong​

Common causes:

  • An event wasn't closed, so its hours didn't generate
  • Hours weren't approved and your filter excluded pending entries
  • A volunteer was double-counted because of a duplicate profile (merge the duplicate)
  • The date filter excludes hours you expected to include
  • A court-ordered or community-service entry was filtered out by an hour_purpose filter you forgot you set

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