Guide to Moving from Paper Forms to an Online Time Tracking System

Common Pitfalls to Avoid

Administration Buy-In

How do you prove the time and cost savings?

Functional Pilot

What are the key ingredients in making a pilot succeed?

Technology Adoption

How do you train volunteers to actually track time?

Awesome Wins If Done Right

No more data entry

All hours will be entered by the volunteer.

Instant reports

Pull totals at any point to see who has reached their goals

Self-checking

Volunteers will know instantly how many hours they’ve done.

Follow These Steps to Make Sure You Do it Right

  1. Convince the administration

    Implementing a volunteer time tracking web and mobile solution saves time. If you are a paid staff, the cost and time savings will just make sense. If you are a volunteer organizer, show how much time you save so you can do more impactful projects. If they are still on edge, run a small pilot.
  2. Run a quick pilot

    Start up a Track it Forward hour log and get a key group of volunteers and staff that are pushing for this and have them log just 1 hour and show them how instant the reports are.
  3. Decide on how you will on-board volunteers

    You can have them either self-register or you can import them and send an invitation. If you don’t know who your volunteers are, then you should have a webpage or email describing how they can self register. If you know all your volunteers in advance and know their emails, import them into Track it Forward and send them an invitation email which will ask them to set a password.
  4. Get all volunteer to log 1 submission

    If you can get them to add 1 submission, then they will know exactly how to use the system. Have them add 15 minutes for training. You can always delete the hours in the training category later. If you have them log it just one time, you've set yourself up for success.