CyberGrants can automatically record the hours for your volunteer event participants. Just provide the start and end time for your one-time or recurring event, and indicate that auto-logging is allowed for all programs or just this particular event.
- Your event coordinators have an awesome impactful one-time or recurring event
- CyberGrants automatically changes the status of the event to "Closed"
- Sufficient time passes for the event manager to confirm and adjust attendance. Since this waiting period is configurable - it could be no time at all if you prefer!
- CyberGrants automatically records volunteer hours for all volunteers with confirmed - i.e. "Completed" - attendance.
Details and Configuration
CyberGrants will attempt to auto-record hours for the associated hours logging proposal type X days after the event end date (or shift end date if applicable), where X is the configurable "Number of days before log hours?" value recorded by the program administrator on the event creation proposal type. CyberGrants will do this on a nightly basis for qualifying events and enrollments after it has marked the event Closed.
Determination of whether an event is eligible for auto-logging works similarly to waitlisting and allowing friends & family. If the "Auto Logging Enabled" custom field is included in the event, that value will be used. If there is no field on the event, or if it is not set, the proposal type value for "Enable Auto Logging" will be checked. This approach allows a program to be set up so that auto logging is enabled by default, but selected events can be made exempt during event creation, or vice versa. If you prefer to not have auto logging overrides at the event level, simply don't include that field on the proposal type.
CyberGrants will only record hours for:
- Closed events that have an Event Frequency of “Recurring” or “One Time”
- Completed signup records that have not previously logged hours associated with the event (and shift)
- If allowed by donor eligibility rules for the log hours proposal type
- If allowed by gift eligibility rules for the log hours proposal type
A log hours record will be created for each event (a regular event) or shift (if shift-based event), associated with the donor, event ID, and event shift ID (if shift-based). It will include the start and end date of the event (or shift), and the calculated Hours Volunteered. This also means that if an employee has signed up for multiple shifts at an event, there will be separate log hours records created for each shift. Records will not include any additional standard or custom fields. The entries created will also respect any Employee Giving Approval Rules and Ownership Routing Rules you have configured.
The Hours Volunteered will be rounded up to the nearest amount at the configured precision for Hours Volunteered (i.e. Whole Hour only, Hour and Half Hour, or Hour and Quarter Hour). For example, if the precision is Hour and Half Hour, and the calculated value is 1.25 hours, Hours Volunteered will be rounded up to 1.5 hours.
Hours that were logged automatically will have a Gift Source of "Administrator (created by system on MM/DD/YYYY)" when looking at a log hours transaction within the administrative interface.
- NOTE: Changes to the event will not change hours once logged
Similarly to manually logged hours after an event, changes to the event will not affect the logged hours. Changes to hours, rejection or cancellation of the event, and enrollment and cancellation of employees to the event will not change the logged hours. These adjustments will need to be done manually.
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Configuration Note
Once the feature is configured, the nightly job will begin and it will include events dated within the past 30 days where hours have not been recorded.
To Enable Auto Logging:
Option 1 - At proposal type level - Enable Auto Logging
Admin > Employee Application Configuration > Data Fields > Proposal Types > View Proposal Type > [Event Creation Proposal Type] > Program Configuration > Program Options
Set Enable Auto Logging to enable auto logging for all events.
Set Number of days before log hours? to enable same-day logging (0) up through delaying 30 days. (Recommendation is to set this between 3 to 7 days)
Option 2 – Per Event - Allow Auto-Logging Hours Flag Standard Field (#187)
Add the new "Auto Logging Flag" standard field to the event creation proposal type.
Review General Log Hours Configuration:
The following are relevant configuration items for all Log Hours programs to consider enabling or adjusting if using auto log hours.
Hours Volunteered – This standard field must be enabled for the Log Hours Proposal Type, and it is recommended that the field type aligns with the precision of your event and shift times - i.e. whole, half, or quarter hour increments. If a program will frequently be creating shifts in increments of 15 minutes and are logging employee hours, we recommend that you also change your Hours Volunteered field type to “hour and quarter hour”, as hours will be recorded per shift.
Allow tracking of hours for Friends and Family - Checked if you would like Friends & Family hours logged, otherwise leave unchecked.
Gift Eligibility and Donor Eligibility Rules – Review and confirm they are still valid, as hours will not be logged if these conditions are not met.
Approval Rules & Ownership Routing Rules – Review and confirm they are still valid.
IMPORTANT: While you may include additional fields - optional or required - to the log hours proposal type for entries that may also be manually recorded, please note they will not be populated or defaulted with auto logging.
IMPORTANT: There must be one active log hours proposal type associated with the signup proposal type associated with the event proposal type in order to enable auto logging.
IMPORTANT: Once this configuration update is completed, the nightly job will automatically run and include events dated within the past 30 days.
Review Reminder Emails:
If you’re auto-logging for some events and not others, configure the number of days for these email so that they will start to go out after auto-logging has had a chance to occur.
- Reminder – Employee Giving email event (ID#412), “Please log your event hours”:
- Reminder – Event/Opportunity email event (ID#306), “Please log hours for your event attendees”
Employee Giving (ID#20138), “Event/Opportunity Hours Logged by Another” – Be aware that this will still be triggered for all logged hours.
