Managing your scheduling and auto timesheet creation

INVOLVE can be set to automatically create timesheets for your volunteers if you are directly managing their schedules, as opposed to having the volunteers clock in and out themselves. 

Turn on automatic shift completion and timesheet creation

• Login
• Go to My organisation on the left hand side menu
• Click on the Settings tab
• In the Volunteers section turn on Automate shift completion and timesheet creation

Once you have turned this setting on you can start scheduling your volunteers for shifts. Our Assigning and scheduling volunteers to program article will guide you through how to do this.

Managing shift status ahead of time, or on the day

If you have automatic shift completion and timesheet creation switched on it is important that you keep track of which shifts have been offered and confirmed by volunteers. You need to make sure the status of all scheduled shifts are kept up to date to ensure timesheets that are automatically created are correct.

Shift statuses are kept up to date ahead of time and on the day by selecting one of the following status types:

Unconfirmed – The volunteer hasn’t confirmed they are available for this scheduled shift yet

Confirmed – The volunteer has confirmed they are available for this scheduled shift

Cancelled – The volunteer has cancelled this shift as they are unable to do it

No show – The volunteer was scheduled for the shift, but didn’t turn up

If you have automatic shift completion and timesheet creation switched on, around midnight on the day of a shift any volunteers marked as confirmed will automatically have their shift status changed to completed and a timesheet will be created for them.

Make sure you go in and update the status of shifts as and when you are notified of any changes ahead of time or on the day.

If a volunteer with recurring shifts advises you they will no longer be volunteering, make sure you go in and change the status of all future shifts and remove them from the program, so timesheets are not incorrectly created for them.

If a volunteer doesn’t show up for a scheduled shift on the day, it is important you change the status of their shift to No show, so a timesheet is not created for them.

Further information on updating shift status can be found in our Assigning and scheduling volunteers to program article.

Managing timesheets after the day of the shift to ensure they are correct

If any volunteers didn’t show up on the day of their shift and you were unable to go in and manually mark them as a no show, you will need to go in and manually remove the timesheet that was created for them.

Removing automatically created timesheets from volunteer records

• Login
• Go to My volunteers on the left hand side menu
• Find and click on the name of the volunteer to access their record
• Click on the Timesheets tab
• Click on the timesheet record you need to delete to open it up
• Click on Delete

If a volunteer shift was showing as unconfirmed on the schedule, but they showed up for the shift on the day you will need to go in and manually create a timesheet for them.

Manually creating timesheets

• Login
• Go to the schedule
• Change the shift status to Completed and Save
• Click on the shift on the schedule and click on Create timesheet

A timesheet record for this completed shift will then be created for the volunteer.

If a volunteer started or ended their shift at a time significantly different to what they were scheduled for, you can go in and manually edit their timesheet after it has been created.

Manually editing automatically created timesheets 

• Login
• Go to the program
• Click on the Timesheets tab
• Click on the timesheet record you want to amend
• Update the details and click on Save