Understanding the Volunteer Hours Lifecycle

This article explains how a volunteer's hours move from a check-in tap all the way to an approved, credited record. Understanding this lifecycle helps you manage your review queue and set the right expectations with your volunteers.

The standard path

For most check-ins, the process is straightforward:

1. Volunteer checks in — A time entry is created with a start time. Status: Active.
2. Volunteer checks out — The end time is recorded and hours are calculated. Status: Approved.
3. Hours are credited — The approved hours appear on reports, the volunteer's portal, and service transcripts.

When both check-in and checkout happen through any standard method (portal tap, QR scan, kiosk tap, or admin action), the entry is auto-approved because both timestamps were captured in real time.

The forgotten-checkout path

When a volunteer checks in but never checks out:

1. Volunteer checks in — Status: Active.
2. Shift end time passes — The system automatically closes the entry, using the shift's scheduled end time as the checkout time. Status: Pending.
3. Admin reviews — The entry appears in your Hours Review Queue. You can approve it as-is, adjust the times, or reject it.
4. Hours are credited (if approved).

Auto-closed entries go to Pending instead of being auto-approved because the checkout time is estimated, not actual. You may know the volunteer left early or stayed late — the review step lets you correct the record.

The self-reported path

Volunteers can log hours through the portal for work done outside of scheduled shifts:

1. Volunteer submits hours — They enter the date, duration, and a description of the work. Status: Pending.
2. Admin is notified — You receive an in-app notification and an email.
3. Admin reviews — Approve or reject with a reason.
4. Volunteer is notified — They receive an email with the decision (and the reason, if rejected).
5. Hours are credited (if approved).

Self-reported hours always require admin approval — they're never auto-approved.

Credited-time clamping

To keep hours accurate, the system clamps credited time to prevent inflation:

• If a volunteer checks in before the shift's scheduled start, credited time begins at the shift start, not the check-in time.
• If a volunteer checks out after the shift's scheduled end, credited time ends at the shift end, not the checkout time.

This means a 3-hour shift credits a maximum of 3 hours, regardless of when the volunteer tapped the button. The actual check-in and checkout timestamps are still recorded for your reference — clamping only affects the credited hours calculation.

Summary of entry statuses