With VolunteerMatters, the "Automated Timesheet Reminder" feature allows you to send reminder emails or texts to volunteers on project position assignments to remember to submit their self-reported hours. This functionality also automatically logs the volunteer into your VolunteerMatters' system to submit those hours.  Volunteers can specify their notification preference via the Preferences page available on their My Profile page.  For more information on managing those preferences click here. 

If you have a project that you want to send those reminders, once you have enabled, you also configure the email frequency which determines how often the volunteers will be sent the notification.  The options are "Daily", "Weekly", and "Monthly".

Note: The project itself must be configured to allow self-reported hours. 

Some features are only available in specific subscription levels or via add-on functionality.  If you need help finding this feature or don’t see it in your subscription level, please live chat with us now from your VolunteerMatters portal or submit a support ticket via email. 

Project Settings

To set up a project to send self-reported hour reminders, you will need to edit the project in question, and then toggle the "Enable Automated Reminders for Volunteer Self-Reported Hours" and select the frequency via drop-down under Settings:

1. Log into your VolunteerMatters system with the proper security access roles and then click "Projects" (Briefcase Icon) from the main menu.
   
   
   
   
2. On the Project you wish to enable Automated Timesheet Reminders, click the "Dashboard" button ().
   
   
   
   
3. Click the "Manage" drop-down button () and select "Project Setup".
   
   
   
   
4. Click the "Edit" button () under the project summary panel.
   
   
   
   
5. Scroll down to "Settings" area and toggle the "Enable Automated Reminders for Volunteer Self-Reported Hours" and the "Reminder Frequency" settings (Daily, Weekly, Monthly).
   
   
   
   
6. Click "Save"

EMAIL NOTIFICATION 

The Automatica Email Notification contains the following links/information panels:

• Project Name
• Position Name
• Automatic Login Link to Enter Time
• Date and Amount of Last Time Entered
• Number of Hours from Previous Month
• Number of Hours from Current Month
• Number of Hours from Current Year

Once you click on the link you will be taken to the VolunteerMatters' system and automatically logged in and land on the Time Entry page for the position.  Where you can view/remove past entries as well as add new entries.  For more information on that process click here for more detailed information. 

Depending on your subscription level this email template may be available to customize via support.  If you have any questions about your subscription level, please live chat with us now from your VolunteerMatters portal or submit a support ticket via email.

SMS/TEXT NOTIFICATION

The SMS/Text version of the notification message is much more concise but provides the same auto-login link to the Time Entry page for the volunteer to view and log their hours.

Time Entry page on the mobile device.  The process to view/remove and/or add additional hours is the same as if you arrived via the link from an email notification. 

REMINDER: Volunteers can specify their notification preference via the Preferences page available on their My Profile page.  For more information on managing those preferences click here.