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Enter and Review Hours for an Opportunity

Goal: Record hours for a whole group at once after an event — even one that happened away from a computer — and see exactly how many hours an opportunity generated and who contributed them.

Closing an opportunity already turns check-ins into hours automatically (see Close an Opportunity and Record Hours). This page covers the cases where you're entering hours after the fact from a paper sign-in sheet, or where you just want to review the totals.

The Hours tab​

Open an opportunity's Day-of Dashboard and switch to the Hours tab. It shows, at a glance:

  • Total hours logged for the opportunity
  • Volunteers who contributed
  • Average hours per volunteer
  • Pending hours still awaiting approval

Below the totals is a row for every volunteer with their hours, approval status, and where the hours came from (a check-in, a bulk roster entry, or a manual entry). This is the quickest way to answer "how many hours did Saturday's build produce, and who was there?"

Bulk-enter hours for a group​

When volunteers worked somewhere without system access, you can log everyone in one pass instead of one person at a time.

  1. On the Hours tab, click Bulk enter hours.
  2. The grid opens prefilled with everyone registered for the opportunity. Anyone who already has hours for that date is flagged and their row is prefilled with the existing value — editing and saving overwrites it, so you never create a duplicate.
  3. Confirm the activity date. The activity type is taken automatically from the opportunity, and the default start/end are prefilled with the opportunity's scheduled times — so the grid opens ready to save.
  4. Adjust times if needed, one of two ways:
    • Stamp the whole group: change the default start / default end, then click Apply default times to selected. Every selected row gets those times, and the hours are calculated for you.
    • Per volunteer: edit any volunteer's start/end — or just type the hours directly. Typing hours overrides the calculated value for that volunteer. If you set an explicit number of hours that doesn't match the times, use Clear times (next to the End field) to remove that volunteer's start/end so only your typed hours are recorded.
  5. Untick anyone who shouldn't be included. The footer keeps a running count of selected volunteers and total hours.
  6. Leave Auto-approve ticked to approve the hours immediately (you need approval rights), or untick it to send them to the review queue.
  7. Click Save.

Everything saves together as one batch. The confirmation tells you how many entries were created and the total hours.

tip

Hours don't have to come from check-ins. Start/end times are just a convenient way to calculate the number — if you only know "Maria worked 6 hours," type 6 and leave the times blank.

Correcting a check-in or check-out time​

If a volunteer's recorded times are wrong (they signed in on paper at 8:05 but the system says 9:00), you can fix the times directly rather than editing the final hours. On the attendance list, edit the volunteer's check-in/check-out time and add a short reason. The correction is recorded so it's clear the time was adjusted after the fact.

A check-in time can't be later than the current time. If a volunteer who is still on site can't be checked out because their check-in shows a later time, correct the check-in time first, then check them out.

If hours were already logged for that volunteer, you'll be prompted that the hours may need to be recalculated from the corrected times.

Hours across all opportunities​

To compare opportunities — "which events drove the most hours this quarter?" — use the Hours by Opportunity report. It lists each opportunity with its total hours and volunteer count, sorted by total, and can be filtered by date range and activity type.

Notes​

  • Bulk entry always ties the hours to the opportunity you opened it from, so the totals and reports stay accurate.
  • Re-running the tool for an opportunity is safe: volunteers who already have hours are prefilled with their current value and saving overwrites it in place, so a volunteer never ends up with duplicate rows for the same date.
  • If you made a mistake, a bulk batch can be reverted as a whole, which removes the rows it created (approved hours that already count toward a family's sweat equity are kept).