How to track volunteer hours

Take a look at why it's important for individuals and organisations to keep track of volunteer hours and also some ideas on how to log volunteer hours.

Whether you’re a volunteer manager, a non-profit organisation, or an individual volunteer, the ability to track volunteer hours is essential. This process helps you understand the impact of volunteer work and track the time and effort put into it. However, tracking volunteer hours can be a challenging task. That’s why we’ve put together this guide on how to track volunteer hours. Here, we’ll cover why it is so important for individuals and organisations to keep track of volunteer hours and suggest some methods to log volunteer hours.


Why is it important for individuals to track their volunteer hours?

There are a few reasons why it is important for individuals to track their volunteer hours. Firstly, if you are wanting to build a strong resume, having a record of your volunteer hours can help show employers that you're committed to helping others and have dedicated time to developing skills that may be beneficial in a new job.

Tracking volunteer hours is also helpful when it comes to writing college applications. College admissions officers rate volunteer work highly, so being able to present them with an overview of the time commitment you have made to volunteering is incredibly valuable. 

The ability to clearly see your volunteer hours can also help you stay organised and schedule all your commitments accordingly. Tracking volunteer hours can help you stay motivated as it allows you to see your progress and the impact you're having on your community.


How to track volunteer hours as an individual

Tracking volunteer hours using apps

One of the most popular ways to track volunteer hours is with the help of an app. There are several volunteer tracking apps available, and they can be a great way to streamline the process and make it more efficient.

When it comes to choosing the right app, it’s important to consider the features and capabilities the app offers. Some apps are designed to capture only basic information, such as hours worked, while others offer more advanced features, such as tracking expenses and locations. It’s also important to consider the cost of the app, as some apps are free while others have a subscription fee.

Tracking volunteer hours for free

If you’re looking for an alternative to using a volunteer tracking app, there are a couple of options. One is to use an online spreadsheet, such as Google Sheets or Excel, to track volunteer hours. This can be a great way to track basic information such as hours worked, but it may not be as efficient or comprehensive as a dedicated tracking app.

Another option is to use a paper register. This can capture basic information like hours worked and activities completed, but it can be time consuming and may not be as efficient as a technology-based system.


Why is it important for organisations to track volunteer hours?

Tracking volunteer hours is the process of monitoring, recording, and managing the time and effort that volunteers put into projects or activities. It’s important to track volunteer hours in order to keep an accurate record of the number of hours a volunteer has worked, as well as the types of activities they’ve participated in. Tracking volunteer hours can also help to ensure that volunteers are receiving the recognition and appreciation they deserve.

Tracking volunteer hours allows volunteer coordinators organisations to better plan and manage their volunteer workforce. It helps ensure that volunteers are being used in the most effective way, and that projects are being completed on time. Tracking volunteer hours can be an effective way to measure the impact of volunteer work. This information can be used to create reports and metrics to demonstrate volunteer impact and the value of the organisation’s volunteer program.


How to track volunteer hours as an organisation

When it comes to tracking volunteer hours, there are a few best practices to keep in mind. First, it’s important to have a system in place that is easy to use and understand. This will make it easier for volunteers to accurately log their hours, and for organisations to quickly and easily manage the data.

Second, it’s important to ensure that the system is secure and that the data is kept safe. 

Rosterfy’s time and attendance tracking software is a great tool to make tracking volunteer hours easier and more efficient. Here are a few tips for using dedicated volunteer management software to make tracking volunteer hours easier:

  • Automate data entry – Using automated data entry systems can save time and reduce errors. This can be especially helpful for tracking complex data, such as expenses and locations. The Rosterfy geo-fencing feature allows volunteers to check-in via their mobile device as they approach their shift location.
  • Mobile friendly – Mobile technology allows volunteers to log their hours from anywhere. This can be especially helpful if you have volunteers who are working away at different sites. Another feature of Rosterfy is that it can generate QR codes for volunteer check-in.
  • Use analytics – Using analytics presents insights into the data captured and can measure the impact of volunteer work. This can help to ensure that the volunteer program is managed as effectively and efficiently as possible.

Tracking volunteer hours is an essential part of managing a successful volunteer program. There are different ways to track volunteer hours such as manual tracking, apps and specialised volunteer management solutions like Rosterfy

Whether you're a casual volunteer or a volunteer coordinator, we hope this guide has helped you to understand the basics of tracking volunteer hours and how to create an effective system. If you have any questions or would like to know more about Rosterfy’s capability to track volunteer hours, feel free to contact us.


About Rosterfy

Rosterfy exists to connect communities to events and causes they are passionate about through volunteer and paid workforce management technology. Our proven end to end technology allows charities, events and nonprofit organisations to recruit, register, screen, train, manage and report with ease, replacing manual processes with automations to better engage and retain your volunteers and paid staff.


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