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. Volunteer submitted via the Time Recorder tool

4. Via the Clock-on tool*

5. Automatically from shifts on a program's schedule

* 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 there are only a few to enter as larger volumes could be time-consuming this way.

Create a timesheet manually:

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.

Have volunteers submit their timesheets

You may want volunteers to submit their timesheets for instances where the amount of time volunteered and when they volunteer is 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 for instances where you have a lot of volunteers coming in and out throughout the day or when the volunteer is off-site without the supervision of a manager.

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.

Automatically create timesheets from shifts on your schedule

You can have any confirmed shift from today automatically create a timesheet overnight without you needing to manually do so. Find out how to set up and how it works.

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.