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How do I record volunteer hours in the past?

This article shows group managers how to record volunteer hours that took place in the past.

If you need to record hours a volunteer has already contributed – for instance, if you're a new group on Be Collective and you'd like to add historic data – you can do so easily through Be Collective's 'Add extra hours' function.

Extra hours can only be added for existing members of your group. You can select an existing opportunity to add hours under, or create an entirely new one.

Open Add extra hours

  1. Open your group management page (How do I manage my group?)

  2. Open the Members tab

  3. Click Add extra hours

Image (upload to HubSpot): Members — Add extra hours highlighted — hours-01-add-extra.png

  1. On the Extra hours page, select a member of your group, then choose whether to add hours under an existing opportunity or a new one.

Adding extra hours under an existing opportunity

If an opportunity already exists that you'd like to add extra hours for, select Existing opportunity then choose an opportunity from the list that appears.

If a shift already exists under the selected opportunity that you'd like to add your volunteer to retrospectively, click Existing shift then select a shift from the list that appears.

If a shift is selected, the volunteer will be assigned the hours for the entire shift. If you'd like to assign a different number of hours, please create a new shift using the steps given below.

If a shift doesn't exist for the hours you'd like to assign, click Create new shift then enter the date and times of the shift.

This can be used even if a shift exists on the same day – for instance, if a 2pm – 8pm shift has been set up but the hours you'd like to add only cover 2pm – 6pm, this can be added as an entirely new shift.

Once you're done, click Add hours.

Adding extra hours under a new opportunity

If you need to add an entirely new opportunity to record extra hours under, select New opportunity.

You can then add an opportunity name, a brief description and the date/time of the extra hours you'd like to add.

Once you're done, click Add hours.

Your newly-created opportunity will be saved under your group as a completed opportunity, and can be used again for any more past hours you wish to add. It cannot be used for any new or ongoing volunteering.