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Close an Opportunity and Record Hours

Goal: Wrap up the opportunity, convert attendance into volunteer hours on each person's record, and credit any sweat equity to the right partner family.

Closing the opportunity​

Once everyone's gone and check-outs are recorded, run the close action.

Closing:

  • Generates a volunteer hours record for each checked-in volunteer based on their actual time present or the scheduled length of the event based on configuration
  • Routes those hours into the review/approval queue
  • Credits sweat equity hours to homeowners where the slot was configured for sweat equity
  • Locks the opportunity for further registration changes

Preview before you close​

Before committing, run the close preview. It shows:

  • Each volunteer who'll get hours, with the calculated duration
  • Any sweat equity that will be credited and to whom
  • Any anomalies (someone who checked in but never checked out, someone with zero recorded time)

What if someone needs to be added after close​

Yes, you can:

  • Add a manual hours entry for someone who attended but wasn't checked in

Reopening an opportunity​

If something significant needs to be redone, reopen the opportunity. Reopening:

  • Reverses the hours generation
  • Returns the opportunity to the active state

Use sparingly — reopening after volunteers have already seen their hours posted creates confusion.

Sweat equity flow​

When an opportunity attendee has an open homeowner application, hours get automatically identified for sweat equity, closing the opportunity posts those hours to the partner family's homeowner record. The volunteer who worked the slot still gets credited too — sweat equity is additive, not a substitution.

Approval​

Generated hours land in the review queue. Coordinators approve them, individually or in bulk, before they count toward final reporting. See Review and Approve Hours. (If approval required is toggled on for the opportunity)

After close​

  • Send a thank-you to attendees from the opportunity's notifications panel (a quick, well-timed thank-you is one of the highest-leverage things you can do for retention)
  • Run the Run Hours and Engagement Reports for the opportunity's totals