User guide information for Attendance Management Features
1. Company Admin User
1.1 View attendance status metrics across all past volunteering sessions
Navigate to the volunteering module. The Volunteering registration dashboard will display.
Select the “Past” tab to view volunteering sessions that have occurred in the past.
The past tab is sorted by Date/Time column in descending order with the most recent date appearing first and the oldest at the bottom.
3. Observe the attended column for a quick summary on attendance across all past sessions.
The attended field shows the Number of employees that where marked as “Attended” (Numerator) / Number of employees that “Registered” for the session. (Denominator)
The field changes colour based on the following conditions:
GREEN - when attendance is greater than or equal to 100%
AMBER - when attendance is between 50% - 99%
RED -when attendance is less than < 50%
It is possible to have greater than 100% attendance when additional volunteers are added to a volunteering session on the day.
1.2 Access registrations and attendance logs for a volunteering session
Access registration and attendance details faster directly from the volunteering dashboard.
From the Volunteering Dashboard, select a opportunity/ session name in either the current or past tabs
1.3. Assign a session team leader
Navigate to the opportunity registrations page
Select the desired session from the drop down list
3. Click the “choose” button next to a registered employee to elect them as the team leader for the opportunity session
4. Observe a team leader icon is assigned next to the chosen employee
1.4 Manage opportunity registrations and attendance
Update registration status
Use the buttons within the actions column to update the employees registrations status
1.5 Export employee registrations and attendance
1.5.1 From opportunity registration page:
Select the Actions Button and choose “Export Registrations” option
1.5.2 From Transactions view
Navigate to the transactions view by selecting My Company. > Transactions
Select the “Time Giving” tab to show all transactions related to volunteering
Apply filters to the data as desired
Select the Export button (top right)
The hours column displays different values based on status -
If the status is attended then show the actual hours.
If the status is registered or waitlisted show the allocated hours.
If the status is cancelled or absent then hours will display zero.
2. Team Leaders
2.1 Access the team leader page
A team leader can now access the volunteering team leader page from the my giving dashboard:
2.1.1 My giving dashboard
Navigate to the my giving dashboard and select Time Giving tab
Observe the manage team icon
next to sessions where the employee has been nominated as the team leader. Select the manage team icon for the desired session to be navigated to the team leader page.
The manage team icon will appear next to all sessions the employee has been elected as the team leader. Access to the manage team page will be provided for upcoming and past sessions.
4. The team leader page will display for the session in the my giving dashboard.
5. Navigate to other sessions from the team leader page by selecting the session date/time displayed.
2.1.2 Team Leader Reminder Email
A reminder email is sent to the nominated team leader, prompting them to mark attendance. The email includes session details such as the Date, Time, Charity Name, Session Name (if provided) and a link to the team leader page.
click on the Team Leader Management Page URL within the email. The team leader page opens on the session date & time, which was identified in the email [example below)
The system will trigger the team leader reminder email if the session is scheduled to start within the next 23 hours. (This check is performed every hour.)
2.2 Update attendance status
Attendance status can be updated on the day of the session OR after the session has completed. It cannot be marked before the session has started.
Unmarked records will be shown in light grey colour with the person toggle in the centre. (reference record 1 below)
Mark an employee as “Attended “ by swiping right (moving the toggle to the right).The toggle will update to a blue colour when the status is successfully recorded.
Mark an employee as “Absent “ by swiping left (moving the toggle to the left) The toggle will update to a dark grey colour when the status is successfully recorded.
Search for a specific employee using the search bar. The search bar will recognise employee name and email addresses.
Any unmarked records will be automatically put into “Attended” status the 6 hours after the session has concluded. Company admins can view if the status was manually recorded or system-set in the opportunity registration page.
2.3 Update volunteer hours
Select either the employee name or the hours from the team leader page to open the edit registration modal. (example displayed below)
Use the + 30 minute and - 30 minute buttons to add or subtract hours from the employees actual volunteer hours total. Note: 30 min increments are displayed as .5 in the actual volunteer hours field.
When the edit registration modal is opened, the number of hours presented defaults to the hours allocated for the volunteering session. The allocated hours for a session is set by the company admin when they created the opportunity session. For example: a session from 9:00am - 11:00am would default display 2 hours in this modal for the team leader to adjust if needed.
3. Update the reason for modifying the volunteer hours using the “variance on volunteer hours” checkbox fields.
Note: “variance on volunteer hours” checkbox fields are multi-select. The reasons selected will be added the employees registration. Admins can view these reasons by exporting attendance records from the registration page.
2.4 Contact a volunteer
Open the volunteering registration modal for an employee, by selecting the employees name within the team leader page.
Tap the copy symbol next to the email or phone number (highlighted below) to copy the text to the clipboard. The team leader can then paste this value into their desired messaging channel (i.e email client, mobile call keypad or messaging app)
2.5 Add a new volunteer
Select the “Add Volunteer” button to add an unregistered volunteer to the session attendance list.
The “Add Volunteer” button will only display on the day of the volunteering session.
2. Select if the volunteer is a company employee or an
Add a volunteer from your company Add a external volunteer to the session
Note - In the example screenshot provided is for a volunteering session is enabled to accept public registrations. If the opportunity is locked to ‘employees only’ the toggle question to differentiate employees from the public will be hidden.
3. Complete volunteer details as requested.
Volunteer session will auto-populate based on the team leaders current session
Email address will auto-fill as the team leader starts typing the employees email address OR name
3. Employees
3.1 View attendance status in the my giving dashboard
The volunteering group contains two sections - Upcoming Volunteering and Past Volunteering
3.1.1 Upcoming volunteering section
Upcoming volunteering section will display volunteering sessions with the status of “registered” or “waitlisted.” All these sessions are future dated.
The hours displayed in this Upcoming volunteering section are the the allocated hours for the session set by the company admin when they created the opportunity.
3.1.2 Past volunteering section
The past volunteering section will display sessions with the status “Attended” , “Absent” and “Past Waitlisted”
The total hours displayed are actual volunteer hours. As hours are actual, only sessions with with the “attended” status will display total hours.
The projects and hours totals in the “past volunteering” header will only count attended sessions.
3.2 Change or Cancel volunteer registration
Employees can modify their volunteering registration in two ways, either from the my giving dashboard or the volunteering marketplace (existing functionality)
3.2.1 In the My Giving Dashboard:
Choose the “Time Giving” tab to view all activity relating to volunteering
2. Select the pencil icon next to the session status that you wish to modify
Employees can modify their attendance when the registration status is Registered or Waitlisted. Sessions in the past cannot be modified by Employees. Note: The edit pencil icon will not be visible for past sessions.
3. The registration update page will display:
To cancel a session: click on a highlighted session that is ticked. Notice that on click the tick updates to a cross.
To register for a new session: Click on an unchecked session (with an empty circle). Notice that on click the session highlights and a tick appears.
4. Confirm your selections by choosing “next step” button
5. Modifications to your volunteering sessions will display on the confirmation screen
