Shift Sign In & Out – Charity Republic FAQs

If you’re a volunteer Administrator or Supervisor having issues with volunteers not signing out of their shifts, then this feature is for you. Volunteers using our Sign-In feature (more details here) will automatically be signed out after 4 hours (you set the time), for instance, and have the hours auto-calculated for them.

For more details on how to use this feature, please follow the steps below.

Set Up

First, set up the hour parameters via the Organization section. Click Setting. Set the time limit here, and Save.

Administrator / Supervisor Perspective

1.Click on the tab

2.Go to desired volunteer and click Sign In. The Sign In button will become green and say ‘Sign Out’ to indicate that a volunteer has already signed in for a particular shift.

If the shift is an open shift with no specific volunteers invited to the shift, then the volunteer does not have to be scheduled for the shift to Sign In.

3.After a certain number of hours (e.g. 4 hours), the volunteer will automatically be signed out and have 4 hours created for them.

4.To locate the volunteer’s hours, select the desired volunteer and click on their Hours tab.

If you need to verify or edit the hours, please click on them.

Volunteer Perspective

Volunteers can also access this automated sign out feature by following these steps:

1.Once signed in, a volunteer’s dashboard will appear.

2.Scroll down to the Sign In / Sign Out area that allows a volunteer to Sign In for their shift. Click on the Sign In button to start tracking hours. The button should now become green and say ‘Sign Out’.

3.After a certain number of hours (e.g. 4 hours), the volunteer will automatically be signed out of their shift and have 4 hours created for them. The Sign In/Out button will also appear as grey and say ‘Sign In’ to indicate that the volunteer is now signed out of their shift.

4.Volunteers can access their hours by selecting the Hours tab in their profile or in the left-hand panel of the website.

Q. What is the Shift Sign In/Out Option and How Does it Work?

A: The sign in and sign out feature allows your volunteers to log hours similar to how they would with the traditional sign in binder

The volunteers log into their account, then click the sign in button on their dashboard, and when their shift is done they click the sign out button
When a volunteer signs out, a volunteer hour entry is automatically created – they can then add comments, description, skills and submit as they normally would to their supervisor for verification

To finish adding hours:
1. Select Position field
  - This is the position the hours are affiliated with (Note: volunteers can have multiple positions within an organization)
2. Select the Type of hours to be recorded, either a Shift or Block of hours
  - If a Shift, then record the dat and specific times volunteered (Duration will be automatically calculated)
  - If a Block, then record the date range and number of hours volunteered (in the Duration field)
3. Enter a Description of the volunteer experience
4. Record the skills learned while volunteering in the Skills section
5. Save or Save and Submit hours and activities for approval.

Note: When hours are submitted for approval, they are shared with the Supervisor of the position for approval via the Notifications section.

TIPS

The sign in and out feature can be used by volunteers and managers in several different ways, depending on the needs of your organization. Any computer or mobile device (e.g. phone, tablet) can be used to access this feature.

Volunteer Driven Sign In/Out:

Scheduled volunteers can use the sign in/out feature for shifts. They simply log in, click Sign In when they arrive and Sign Out when they leave (see detailed instructions above).
Unscheduled volunteers can also use the sign in/out feature following the above instructions.
A tablet, computer or phone can be set up for volunteers to sign in/out as they arrive or leave the premises.

Volunteer Driven Hour Tracking:

Volunteers can track their hours at any given time using our Hours feature
Hours tracked this way will be sent to the Supervisor of the volunteer’s position for approval
More details on the Hours feature can be found here

Manager or Supervisor Driven Sign In/Out:

Managers, Supervisors or designate(s) (e.g. Front Desk staff) can take the lead and responsibility to have volunteers sign in/out via the Manager or designate when they arrive and leave
Managers can sign in/out volunteers from a computer or mobile device (e.g. smart phone)