Hours Tab

When you want to schedule, record, or review the history of volunteered hours for a single volunteer, this is best done using the Hours tab on the Volunteer Information screen.

When you want to schedule or record hours for a batch of volunteers on a specific date, this is best done using the Schedule/Post Hours screen.

The information stored on both screens is similar. The difference primarily is in ease of data entry.

For information on tracking a family’s sweat equity hours, see the Scheduling and Recording Family Partner Sweat Equity section.

To view a volunteer’s scheduled and actual hours

Open the Volunteers tab in the Keystone ribbon and click Volunteers.
The Volunteer Information screen appears.
Select the volunteer from the Name drop-down list.
Open the Hours tab.

The hours fields are described below.

To record hours for a single volunteer

Open the Volunteers tab in the Keystone ribbon and click Volunteers.
The Volunteer Information screen appears.
Select the volunteer from the Name drop-down list.
Open the Hours tab.
Go to the new record line and enter the information for the volunteer’s activity.
Hours records include the following fields:

Status - is either S for Scheduled or A for Actual, depending on whether you want to schedule the hours for the future or record hours for actual time worked. You can set one or the other as the default on the Hours/Work Sites/Activities tab of Affiliate Setup.

If you scheduled hours for a volunteer, you later can change the Status field for that record from S to A once the volunteer works the scheduled hours. You do not need to completely reenter those hours.

If a person does not appear for their scheduled hours, you can either delete the record or leave it marked as S. The latter option is useful if you want to maintain a record if a volunteer is scheduled to work but repeatedly fails to appear.

Only hours marked as A (actual) are included when calculating total volunteer hours. Only hours marked as S (scheduled) are included in work site schedules and schedule reminder reports.
Date - is the date on which the volunteer’s hours are scheduled or were worked. This field is required. If you are summarizing past activity, you can set this to the date on which you recorded the hours.
Sched - is the time of day the volunteer is schedule to work. Select AM, PM, or AM&PM. You can use this to indicate the general time the volunteer is expected on site.
Time: In, Out and Total - these three fields allow you to record times more exactly than in the Sched field. While these fields are most commonly used to record time actually worked, you can also use these fields for scheduling volunteers. Times In and Out should include AM or PM.

You can also enter a Total time worked without specifying In or Out times. When you enter times for In and Out, Keystone automatically calculates the elapsed time and enters it in the Total field. However, you can still overwrite the Total field if needed.
Activity - The default activity is House Construction, but you can select another as appropriate. You can customize the list of available activities on the Hours/Work Sites/Activities tab of Affiliate Setup.
Work Site - indicates the location of the activity from among the possible work sites. These include both houses and 'non-house work sites', which are the locations of any activity outside of a home construction site. You can customize the list of available work sites on the Hours/Work Sites/Activities tab of Affiliate Setup.

If the family partner’s address you want to select is not in the drop-down list, add this address to the database. See the Adding or Modifying Properties section for more information.
Notes - may include any additional information you wish to attach to the hours record. Double-click the field to open a larger editing window.
Work For - indicates whom the volunteer is working on behalf of for that particular hours record. Select a family partner from the list to designate that the volunteer is contributing hours toward the sweat equity of that family partner. If you decide you don't want to select anyone at this time, leave this field blank.