Volunteer hours and privacy
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On this page
- 1. What you can do here
- 2. Who sees what
- 3. Hours and the statement
- 4. Good to know
- 5. Troubleshooting
- 6. Related
A volunteer’s roster entry holds what you need to work with them: name, email address, phone number, skills, your own notes, and the hours they worked on your shifts. This article explains who sees what, how the hours statement works and how to delete a volunteer’s data. You find the roster under Grow → Volunteers.
What you can do here
- Check who on your team sees which details.
- Download a volunteer’s hours statement as a PDF.
- Delete a volunteer and everything recorded about them.
Who sees what
- You and volunteer coordinators see each person’s contact details on the People tab, and everything in the roster.
- Team leads see the roster to recruit from, but not your notes.
- The Export CSV of the roster contains contact details, skills, notes and hours. Keep that file safe, and delete it when you are done.
Hours and the statement
Hours are the time between check-in and check-out on a shift. Only shifts that were checked out count, and only for events where the person was confirmed. On the roster the Hours column adds them up. The download icon in a person’s row gives a PDF Volunteer hours statement for a school, an employer or a scholarship application. It lists each event with its date, the number of shifts and the hours, a total, and the date it was issued, and says it is based on the check-ins recorded by you. It is not a snapshot: it states the record on the day it is printed.
Good to know
- A volunteer can ask not to be invited again with the link in any invitation. They then show as No invitations wanted, and you cannot invite them.
- Delete from roster removes the person and, with them, their invitations, shifts and hours on every one of your events. This is what a request to delete their data asks for, so it is not softened and cannot be undone.
- When somebody signs up from the event page they are told that their name, email, phone and skills are shared with you to organise the volunteer team.
Troubleshooting
- The hours statement is empty — no shift of the person has been checked out yet, or they are not confirmed on any event.
- The statement shows fewer hours than expected — a shift that was checked into but never out counts nothing. Close it with Check out on the Shifts tab and download the statement again.