Batch Scheduling and Recording Hours Activity

You can schedule or record volunteer and family partner activity on the Schedule/Post Hours screen. To open this screen, click the button on the Keystone toolbar, or choose Schedule/Post Hours from either the Volunteers or Families menu.

The Schedule/Post Hours screen is most useful when you want to schedule or record hours worked for many volunteers or family partners at the same time. You can enter hours worked on a particular date, site, or activity. You can also use this screen to change hours you scheduled people to work to the actual hours they worked.

This screen, by default, will open to the most recent date for which you entered activity records.

To view hours worked on a particular date

1. Choose Schedule/Post Hours from either the Families or Volunteers menus, or click the button on the Keystone toolbar.
   The Schedule/Post Hours screen appears.
2. Choose a date from the Selection Date field in the Input Defaults pane.
   The list refreshes to show activity records for the date you selected. The fields in those records are described in the steps below.

To add a new hours record

1. If you haven’t already, open the Schedule/Post Hours screen.
2. Select a Selection Date, Work Site, Activity, and Status in the Input Defaults pane (upper-left).
   
   Whatever you select in this step becomes the defaults for all new hours records you enter below. While these fields aren’t required, selecting them here will greatly speed up your data entry if you are entering many records at once from the same work site or activity.
   
   If you enter a Selection Date, whatever date you select becomes the default date for all new volunteer hours records you enter below. If you choose a date that is not in the drop-down list, you will be asked if you want to add this date to the list.
   
   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.
   
   You can select any property address or any defined 'non-house' work site from the Work Site drop-down list. You can define these 'non-house' work sites on the Hours/Work Sites/Activities tab of Affiliate Setup.
   
   If the property 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.
   
   Select from the Status drop-down list whether the records you are entering are scheduled hours (S) or actual hours worked (A). This drop-down list will be set to the default you defined on the Hours/Work Sites/Activities tab of Affiliate Setup.
   
   If you are scheduling a batch of volunteers or family partners, choose S for Scheduled. If you are recording a batch of volunteers or family partners and the hours they already worked, choose A for Actual.
   
3. Go to the new record line and enter the information for the hours record.
   
   Each new record created is filled in automatically with any information you selected in step 2. This means you only have to enter the names and times, which speeds up your data entry. You can overwrite these defaults for any particular hours record as needed.
   
   The fields in the hours records are described below.
   
• Volunteers/Family Partners - displays the name of the family partner, volunteer, or organization you are recording hours for. This field allows selection from among the names of all volunteers and family partners in Keystone. You will see a V next to volunteers’ names and an F next to families’ names.
  
  If the volunteer you wish to schedule is not available in the Volunteer/Family Partners list, click the Add Volunteer button at the upper-right corner of the Schedule/Post Hours screen. From here you can either create a new contact or assign an existing contact to the Volunteers/General category. For more information, see the Adding Contacts to Your Database section.
  
  If you need to enter a new family partner, you must go to the Family Partners screen. You cannot enter them here.
• Status - is either S for Scheduled or A for Actual, depending on whether you want to schedule the hours for the future or to record hours for actual time worked. This field defaults to whichever you selected in step 2 above. You can set one or the other as the permanent default on the Hours/Work Sites/Activities tab of Affiliate Setup. 
  
  If you are going to be entering hours for a batch of volunteers and family partners you scheduled earlier, select A in the Status field (in the Input Defaults pane). After you do that, when you enter hours for those scheduled records, their status will be changed from S to A automatically.
  
  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 person is scheduled to work but fails to appear.
  
  Only hours marked as A (actual) are included when calculating totals for volunteer or sweat equity hours and most reports. Only hours marked as S (scheduled) are included in work site schedules and schedule reminder reports.
• Date - is the date on which the person’s hours are scheduled or were worked. This field is required. It defaults to the date you selected in the Selection Date field in step 2 above.
  
• Sched - is the time of day the person is schedule to work. Select AM, PM, or AM&PM. You can use this to indicate the general time the person 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.

By default, the tab order in data entry skips over Time In and Time Out, going automatically to the Time Total field. This is because affiliates tend to enter only the total number of hours worked for most activity records, needing only to track Time In and Time Out for certain types of volunteers. However, you can change this default so Keystone goes to Time In and Time Out first on the Hours/Work Sites/Activities tab in Affiliate Setup.

• Activity - the activity the person participated in. It defaults to the activity you selected in step 2 above. 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. It defaults to the activity you selected in step 2 above. 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.
• Work For - indicates whom the person is working on behalf of. Leave as Self for family partners working toward their own sweat equity or for volunteers not designating their time toward anyone. Select a family partner from the list to designate that the person is contributing hours toward the sweat equity of that family partner.

There is no Notes field on this screen. If you need to record a note for a particular hours record, you can do so either on the Volunteer Information or Family Partners screens. Logs or reminders may also be used in connection with both volunteers and family partners, and may provide functionality a note does not.

To delete an hours record

1. With the Schedule/Post Hours screen open, select the record you wish to delete.
   
   You do this by clicking the box to the left of the volunteer's name. It should then change to . After it does, click the . This then changes it to . This means the record is now selected. If you try to delete the record without it being selected, you may end up only deleting the information in the first field.
2. Press the Delete key.
   
   Keystone now asks you to confirm that you want to delete the record.
3. To delete the record, click Yes; to cancel, click No.