Volunteer Tab: Recording volunteering hours - Is there a way to health check missing time sheets from job assignments?

Jonny Collins

Because Job assignments and time sheets aren't linked - I'm running into an issue whereby it is seemingly impossible to easily health check that anyone with a completee job assignment also has a matching time sheet for the Job. Ideally I would want to set up a query our volunteering officers could use to check whether they have missed out any time sheets based on them not having a time sheet for the specific job that they do have an assignment for. But this does not seem doable. The best I have come up with is:

• Query on constituents who have either a job assignment in a quarter or a time sheet from that quarter
• Query on constituents who have had job assignments and time sheets in the same quarter
• Subtract the second query from the first
• Use this to identify any records who are missing either a job assignment or time sheet

This isn't great, as it is clunky to run with several steps, and also will miss any constituents who volunteer more than once within a given time period - which isn't a super regular occurance for us, but happens enough that I wouldn't trust this health check.

The other option is to export that first query with details of all their job assignments and time sheets, and compare them for any missing values between the two. This in itself is awkward as the export module doesn't appear to have a way of sorting the jobs/volunteer info in any way, so it would require a lot of manual checking and has plenty of room for error.

Has anybody else encountered this issue, if so what did you do? Am also open to suggestions of alternative ways to record volunteer hours. It would be ideal if there was just a field within Job assignments for this and we didn't have to record them in a seperate area. I did consider using the start/end times - but that doesn't work for all of the volunteering we do, as some of it is a lot less set time specific, and somtimes a job assignment will take place over several months but only be about 6-8ish hours of active volunteering, such as mentorship programs.

For extra context, I work in Advancement in Higher Education - so our volunteering is less regular and more situational/event specific. We create new jobs for each new opportunity, assign volunteers as they are confirmed, and then close the job. If a similar opportunity happens again in future that would be a new job. We never have jobs lasting indefinitely or over a year.

Hope that makes sense, anyone with experience in this area and any suggestions are welcome!