The Reported Hours Approval Administration workflow allows administrators to review and approve volunteer-reported hours for projects where Require Approval of Reported Hours has been enabled.

This approval process helps organizations verify submitted service hours before they are counted as approved volunteer service.

This functionality is included with an Enterprise subscription and is available as a paid add-on for Professional subscriptions. If you have a Professional subscription and would like to add this functionality to your plan, please contact your Client Success Manager for more information. If you're unsure of your current subscription level or whether this feature is already available with your plan, your Client Success Manager can also help confirm your subscription and available features.

Accessing Reported Hours for Approval

Approved hour submissions can be reviewed from the Reported Time project report.

The Reported Time report displays all reported hours associated with a position, including:

• Hours submitted by volunteers
• Hours entered manually by an administrator

The report is available in both Cross Project and Per Project versions.

For more information about the Reported Time report, available fields, and filtering options, see:

👉 Reported Time Report
 

Approving Reported Hours

Administrators can approve reported hours individually or in bulk.

Approve Individual Hours

To approve an individual hour submission:

1. Open the Reported Time report. Filter the reported hours as needed. For example, filtering by non-approved hours. 
    
2. Locate the hour submission you want to review and approve (or decline).
    
3. Click the Not Approved button in the Approved column. 
   
   
    
4. The approval status will update for that submission to a green "Approved" button, and the hours will now be counted for the volunteer history.

Note: If the hours are declined, you can either leave in non-approved status or remove the hours completely. 
 

Approve Hours in Bulk

To approve multiple hour submissions at one time:

1. Open the Reported Time report. Filter the reported hours as needed. For example, filtering by non-approved hours. 
    
2. Select the submissions you want to update and click the "Approve Selected" button.
   
   
    
3. This will open the "Are you sure?" dialog. Click "Yes, approve them". 
   
   
    
4. Once completed you will see a success message.  Note: If you had previously filtered by non-approved hours, those will be removed from the list.
   
   

Selected submissions will have been marked as approved and the hours will now be counted for the volunteer history.
 

Approval Information

When hours are approved, the report records approval details, including:

• Approved — Indicates whether the reported hours have been approved
• Approved At — The date and time the approval occurred
• Approved By — The administrator who approved the hours

These fields provide visibility into the approval history for reported service. 

Note: If the hours did not require approval via the project setting, the "Approved At" and "Approved By" fields will be empty.  Additionally, if hours were previously approved and then marked non-approved, this information will be removed. 

 

Remove Approval

If a previously approved submission needs to be changed. This can be done individually or in bulk following the same processes above. 

Individual: Click the green "Approved" button in the Approved column.  The approval status will update for that submission to a "Not Approved" button.

Bulk: Select the approved submission(s) and click "Un-Approve Selected" button.

The approval status will be removed from the selected submissions, and the hours will no longer be counted for the volunteer history.