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Attendance & hours

Attendance and hours are recorded here, in Events, against a shift. There is no hours control anywhere in the Volunteers module.

Recording it

  1. Open the entry and find the shift.
  2. Click Roster on that row. (It only appears on shifts that are open for sign-ups.)
  3. The Shift roster window lists everyone signed up. For each person:
    • The first control is a dropdown reading Attendance. Change it to Attended or No-show.
    • The second is a small number box with hrs in it. Type the hours worked. It accepts quarter hours.

People who signed up as a group (one person plus up to 3 more, from a public sign-up page or a member’s Calendar) are each their own row, listed straight after the person who signed them up with signed up by (name) under theirs. Record attendance and hours for each of them on their own row.

There is no Save button in this window. Attendance saves the moment you change the dropdown. Hours save when you click or tab out of the box — if you type a number and close the window immediately, it may not have been recorded. Click elsewhere first.

The hours box is empty until you fill it. It does not pre-fill with the shift’s scheduled length.

What you cannot record

  • No per-person notes. The roster stores attendance and hours, nothing else. Put context in the entry’s Description or in the volunteer’s own Notes.
  • No partial or excused states. The dropdown has three positions: blank, Attended, No-show.

Totals

  • On the roster, Hours logged: N across that shift.
  • On a volunteer’s own page, the Event participation card is headed with the number of sign-ups and the total hours logged, and each row shows its own hours.

Both are calculated on the spot from the sign-up rows. There is no stored total to correct — fix the hours on the shift and the totals follow.

Someone who turned up without signing up

Add them to the roster first, then mark them attended. In the Shift roster window, the add controls offer two tabs:

  • Existing volunteer — pick them from the list
  • New person — Name (required), Email, Phone

A new person is added to your volunteer list automatically, with a start date of this shift.

Galleries do not have the New person tab. A gallery roster takes gallery members only, chosen by name from Artists. Someone who is not already a member has to be added under Artists first.

Someone who cannot make it

  • They tell you — open the roster and click Remove on their row. This deletes the sign-up; there is no cancelled state for staff to set.
  • They cancel themselves — from the link in their own confirmation. That one does record a cancellation, and their row shows Cancelled.

So a row reading Cancelled always means the supporter cancelled. Staff removals leave no trace.

Last updated: 2026-10-24 · Applies to: CartonCrew v1.565+

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