Marking Attendance and verifying service hours

After an occurrence has taken place, best practices dictate that you should verify the attendance and service hours of all confirmed, connected volunteers.   This updates their volunteer service history in their account on the public site, and updates their civic transcript.

Go to the Attendance Due Tab in the occurrence's connection grid

Go to the Attendance Due Tab in the occurrence's connection grid

Put a checkbox next to each volunteer who attended, and click the "Mark as Attended" button.

The connections will automatically have their hours and guest hours calculated (based on the start time and end time) and the connections will be moved to the "Attendance Reported Tab"

Then repeat the process for anyone who did not attend.  Put a check box next to those who didn't attend and click the "Mark as Not Attended Button".

You want to ensure that no one is left with a status of "Please Verify".  Then your attendance will be completed for this occurrence.  (Note: If you make a mistake, you can change a connection back to "Please verify".

The Hours for volunteers and any ANON guests will be automatically calculated based on the start and end time of the occurrence

The Hours for volunteers and any ANON guests will be automatically calculated based on the start and end time of the occurrence

If someone stayed longer than the scheduled time you can edit the hours

If someone stayed longer than the scheduled time you can edit the hours

Click on the Hours column and change the hours as desired.  Press on Save Changes to record the change in hours.  

Volunteers marked as 'not attended' will get 0 hours.

Note: When volunteers post feedback from the public site, you'll see star ratings appear in the rating column (scroll to the right to see this column).  Click on the related list of connections below the connection grid, to go to an individual connection and read the feedback.

Make sure your attendance due tab is empty and you'll know all attendance for that occurrence has been recorded.

All attendance due connections are now in the attendance reported tab - you're done!

The statistics from the completed attendance information will be rolled up in the summary fields after you've refreshed the page

The exact layout of the occurrence statistics will vary depending on the way your page layout is set up.  Be sure to refresh the page if you want to view the statistics right away.

4 Comments

Denise Johnsoan

This page does not explain the process it takes to get to this page....

Larry Deckel

The connection grid is part of every occurrence page. It is assumed that you're reading this page in conjunction with the other lessons on Occurrences, and Managing Connections for an occurrence using the connections grid.

Use the navigation at the top of this page (in blue), to get to the manual level and easily get to the previous posts. (Or click the PREV link several times for context.

Tina Newfield

How do you add a volunteer to an occurrence that they did not sign up for in time?

Larry Deckel

You can always administratively add a connection to an occurrence, before or after the occurrence date. See this post for how to administratively add an occurrence:

http://training.handsonconnect.org/s/hoc/m/opportunities/l/35348-administratively-adding-a-connection-to-an-occurrence

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