Creating Timesheets

Timesheets are essential when creating reports or recognising volunteers for the hours they have contributed to your organisation.

INVOLVE lets you log timesheets in five different ways:

1. Manual entry
2. Import from a CSV
3. Automatically from shifts on a program's schedule
4. Volunteer submitted via the Time Recorder tool
5. Via the Clock-on tool*

* Clock-on tool is available on Essential or Premium tiers

Manually creating a timesheet entry

You can quickly create a timesheet to record a volunteer's contribution via the 'create timesheet' button located on the timesheet tab. We suggest doing this when only a few need to enter, as larger volumes could be time-consuming.

1. Navigate to the program
2. Select the Timesheets tab
3. On the right-hand side, select the Create timesheet button
4. When the Timesheet modal appears, fill in the details
5. Select the Save button to finalise

Importing timesheets into INVOLVE

You may have historical timesheets to upload against a program or volunteer. The most efficient way to do this is to import a CSV of the data. Find out how to import timesheets and also take a look at a sample CSV to help structure the data.

Automatically create timesheets from shifts on your schedule

By default, your INVOLVE account has this switched on. It means any confirmed shift from today automatically creates a timesheet overnight, so you don't need to do it manually. Each night INVOLVE will look at your schedule for that day, pick any shifts that have the status 'Confirmed' and do two things with them:

1. Create a timesheet for the rostered hours
2. Change the status from 'Confirmed' to 'Completed'

📖 Learn more about how this works

Have volunteers submit their timesheets

You may want volunteers to submit their timesheets for instances where the amount of time volunteered and the timing are flexible. For example, when weeding a native wetland park, a volunteer may spend an hour in the morning one week but three hours in the afternoon the week after. To allow volunteers to submit their own timesheets, use the Time Recorder tool.

Have volunteers clock on and off to create a timesheet

This is useful in situations where you have many volunteers coming and going throughout the day, or when a volunteer is off-site without a manager's supervision.

This tool is easy to set up and use, with a printable QR code for volunteers (or managers) to scan on their own devices. This tool can be used alongside or without the program schedule. Find out how to set up and use the Clock-on tool

What are the timesheet statuses?

All timesheets will have one of the three statuses:

1. Submitted
2. Approved
3. Declined

Your organisation can choose which status serves what purpose; the only thing to know is that declined timesheets will not appear in generated reports.

Can a timesheet be added without a program?

No, a timesheet must be logged against a program. Some organisations have a separate program for all organisation-related admin that volunteers are also assigned to.