The Reported Time report provides a view of volunteer hours reported for positions. This report includes hours submitted by volunteers as well as hours entered manually by administrators.

The report is available in:

• Cross Project — Allows administrators to view reported hours across projects.
• Per Project — Allows administrators to view reported hours for an individual project.

Report Fields

The Reported Time report displays the following information:

Running the Report

Note: This will be instructions for the Cross Project version. To run the Per Project version, you simply need to navigate to the project and click on the "Reports" dropdown and select it. 

1. Log into your VolunteerMatters system with the proper security access role(s) and then click on Projects. 
    
2. Click the "Reports" drop-down button () and select "Reported Time". 
   
   
    
3. This opens the "Cross Project Reported Time" page.  Displayed onscreen is a tabular list of all approved and non-approved self-reported hours from position assignments across all projects.
   
   
   
   It displays fields listed above.  You can toggle the arrow to expand the information for each hour's entry.  This will also expand further depending on the width of your browser.
    
4. The Reported Time report includes filters to help administrators locate specific hour submissions. The administrator/organizer can then filter the results via:
    
   • Include Branches (Cross Project only) - The different sites/branches/locations in your system.
   • Volunteer Date On or After - Defaults to one year prior to today's date.
   • Volunteer Date Before - Defaults to tomorrow's date.
   • Created Date On or After - No default date: The date the hours entry was created. 
   • Created Date Before - No default date: The date the hours entry was created. 
   • Modified Date On or After - No default date: The date the hours entry was last modified. 

   • Modified Date Before - No default date: The date the hours entry was last modified. 

     For those VolunteerMatters subscriptions with Time Sheet Approval enabled (included with Enterprise and available as a paid Add-on with Professional) will have three additional filter options:
      

   • Approved Date On or After - No default date: The date the hours entry was approved. This will only display on hours entry that required approval.  
   • Approved Date Before - No default date: The date the hours entry was approved. This will only display on hours entry that required approval.  
   • Approved - Dropdown options are All, Approved, and Not Approved. 
     
     
     
     They can also use the search box to further filter the onscreen results by matching any of the information on each hour's entry.  Including project names, position names, assignee names, etc.
     
     The Per Project version includes the same date and approval filters but does not include the Include Branches filter.
      
5. The administrator/organizer can either export this information or click-through the project name to the project dashboard, position assignee detail, or the contact name to access the contact record in question. Organizers will only be able to click through to projects they have been specifically assigned to.
    

Approving Reported Hours

Organizations with Require Approval of Reported Hours enabled can approve reported hours directly from this report.

Administrators can:

• Approve an individual submission by clicking the Approved/Not Approved button in the Approved column.
• Approve multiple submissions by selecting entries and clicking Approve Selected.
• Remove approval from multiple submissions by selecting entries and clicking Un-approve Selected.

For more information about the approval workflow, see:

👉 Reported Hours Approval Administration

Send Email/Text* Message from Reported Time Report

From either the Cross Project or Per Project versions of the Reported Time report, an administrator or organizer can contact the list of volunteers via email or text*.  The email template does not feature any assignment or hours entry information and is fully customizable during the sending process.  The text template allows up to 140 characters only and will only be sent to verified mobile numbers.  You can filter the list via the filter options mentioned above.  Once you are happy with the list, click the Email or Text buttons.

*Text Messaging from the Assignment Roster reports is a system add-on available with the Professional subscription and above.  It is not included in any subscription.  If you would like more information on adding this to your subscription, please contact sales@volunteermatters.com. 

Email

From there you can customize the subject and messaging. If a volunteer appears more than once in the list, they will only be sent a single email.

**The email utility is limited to 500 volunteers per email.  You may need to filter the list or use the search box to limit the results.**

Text

If you have the Text Add-On (described above), from there you can messaging up until 140 characters.  The system will not allow any characters past the original 140. If a volunteer appears more than once in the list, they will only be sent a single text.

**The text utility is limited to 500 volunteers per text.  You may need to filter the list or use the search box to limit the results.**

Availability

The Reported Time report is available for all subscription levels.

Approval functionality within the report requires Require Approval of Reported Hours, which is included with Enterprise subscriptions and available as a paid add-on for Professional subscriptions.