Track Volunteer Hours From Check-In to Your Event Report

The event is over. Your volunteers have packed up, and you still need their hours for the monthly report. A sign-in sheet leaves you matching names, departures and shifts before you can add anything up.

Proximatic calculates volunteer hours from attendance on the event roster. Here’s a pantry shift from its first description to the downloadable hours report.

Your event starts here

Try this pantry event

Plan Community Pantry next Saturday, 9am–noon, in New York time. We need 2 Packing volunteers for the full three hours. They pack grocery bags at the community hall. Create only this one shift and leave both places open for people to choose.

Plan my pantry event

The prompt opens in the planner. Change it to suit your event, then choose Plan my event. No signup needed to preview.

1. Plan the pantry shift

Choose Plan my event. Proximatic creates Packing from 9am–noon, with two places. You’ll use these same places to record each volunteer’s attendance.

Community Pantry’s AI preview shows two Packing places from 9am to noon — Start with the work and the hours you need covered.

2. Save and publish the event

Choose Claim this event and continue with Google. In your private event draft, review the shift, set the audience to Public and leave signup open. Publish when you’re ready, then copy the Share Event link.

Community Pantry’s draft shows Public event and Publish now — Set the audience and review your draft before publishing.

3. Let volunteers take the places

Taylor and Jordan each open the link, choose Packing and select Sign up. They enter their name and email, then choose Confirm signup. Both reservations appear on your roster. They don’t need accounts to take these public, unrestricted places.

4. Record arrival and departure

On event day, open Run the event → Roster → Attendance. Confirm the check-in terms and select Check in for each guest as they arrive. Taylor arrives at 9:10am; Jordan arrives at 9am.

Taylor leaves at 11:40am, so select Check out. Jordan stays to the end. Proximatic closes open attendance at the scheduled shift or event end, whichever comes first.

The pantry roster records Taylor’s arrival and departure against the Packing reservation — Record an early departure; people staying to the finish can use scheduled-end closeout.

Signed-in eligible volunteers can also use the event’s rolling QR code. The check-in guide shows that option.

5. Download the finished hours report

After noon, open Event settings → Event report. Taylor has 2 hours 30 minutes and Jordan has 3 hours: 5 hours 30 minutes in total.

The report distinguishes Taylor’s recorded checkout from Jordan’s scheduled-end closeout. If you need exact departure times, ask everyone to check out as they leave.

Community Pantry’s report shows two attendees and 5.5 recorded hours — The same two signup places now have recorded hours.

View Taylor and Jordan’s report details.

Choose Download CSV Report for names, roles, attendance times, hours and notes. Use the summary for a group total or the individual rows for each person; don’t add both together.

Signup, attendance and the report belong to the same event. You can finish the pantry’s hours without rebuilding its roster in a spreadsheet.

Try this pantry event →