Managing event sign ups and time tracking

As a volunteer manager or Spark administrator, you have the ability to manage the sign ups and time tracking options for a volunteer opportunity. If you are organizing a team building event, signing people up for their shifts might be a nice gesture to show your appreciation. Or if you find that volunteers are forgetting to track their time, doing it for them might help you get a more accurate picture on true volunteer engagement. 

In this article:

Who can complete these steps?

People with the Volunteer Manager or Spark Administrator user role.

How to sign someone up for a shift

Tip: If you ever need to sign up volunteers in large quantities, say 100 people to a shift, try signing up volunteers in bulk using a CSV template.

  1. Navigate to the volunteer opportunity.
  2. Select Sign-Ups from the options at the top of the page.


  3. Under Add Volunteer Sign-ups, find and select the volunteers you want to sign up. You can search by their names, or you can add people by entering in employee IDs, usernames or email addresses.
  4. Open the Shift dropdown and choose the correct shift for the selected volunteers. Note: You can only sign up your users to one shift at a time.
  5. Choose if you want to send the volunteers email notifications about the shift.
  6. Select Sign Up User


How to track time for a volunteer

After you've signed everyone up for the volunteer opportunity, you can start to track and approve their time. 

  1. Navigate to the volunteer opportunity.
  2. Select Track Time from the options at the top of the page.


  3. All users who signed up for the opportunity are listed under their shift. Use the search bar at the top of the page, if you need to add another user.
  4. Check to make sure that all volunteers have their hours input under the Bulk Time to Track column.
  5. Select the users you are ready to approve.
  6. Choose Track Time and confirm you want to track time on behalf of these users. Note: Hours shown here will be auto-populated based on what you entered in the volunteering time field of the create a volunteering opportunity form.
  7. You can check the status of whether or not time has been tracked for a specific volunteer by looking for the status beside the other shift information.
  8. Hours will be auto-approved or queued for approval, depending on your site settings.
  9. When you want to approve the hours, select Go To Approve Time.



Was this article helpful?
4 out of 7 found this helpful