Ultimate Guide To Volunteer Time Tracking Spreadsheets & Google Forms | Track It Forward

Use Google Forms and Spreadsheets to Track Volunteer Time

Last updated by Jordan Galerkin on 12/03/2021

As a Volunteer Coordinator, you know how important it is to keep track of volunteer time, but the time tracking process can be difficult and time consuming. We’re here to make it easier by showing you options other than manual time tracking spreadsheets.

Free tools like Google Forms and Google Sheets are good for automating time tracking spreadsheets if you just need basic, simple tracking capabilities. There is some setup and document maintenance required, so we’ve created a helpful guide to walk you through this process. Download The Ultimate Guide to Using Google Forms and Sheets as a Volunteer Time Tracking Tool by entering your email below.

Basic Breakdown of Google Forms and Google Sheets Time Tracking 

  1. Create your Google Form from scratch and add the necessary metrics to assimilate a volunteer tracking form

  2. Ask the right type and number of questions to get the volunteer time tracking metrics you need without overwhelming your volunteers.

  3. Decide how you will showcase your Google Form and make sure volunteers can access it.

  4. Create the time tracking spreadsheets will all the data will be aggregated

  5. Create pivot tables within your time tracking spreadsheet to organize your data for reports

Graphic of five steps to creating google forms and sheets to track volunteer hours


For detailed information on these steps, download our Ultimate Guide. The guide also includes a pros and cons list, common mistakes to avoid, a volunteer time tracking spreadsheet template, and more!

Will Google Forms and Google Sheets Time Tracking Work for Your Organization?

This time tracking spreadsheet solution may work for you if:

  • You have very basic reporting and tracking needs
  • You are experienced with spreadsheets and pivot tables
  • You do not need to have oversight and approval of volunteer hours

This time tracking spreadsheet solution may not work for you if:

  • You don’t have the time to maintain the spreadsheet and time tracking process
  • Your volunteers need to view their previous hour logs and track their progress
  • Your volunteers need a printable resume or transcript to show proof of hour completion
  • You have advanced reporting needs that may require editing and filtering of data
  • You need to track more than volunteer hours, such as sign-ups, meeting attendance, and verification status
  • You are looking for a strong foundational tool to incorporate as part of your organization’s volunteer time tracking workflow

It’s important to understand the needs of your volunteer program before making a decision about which technology to implement. Although using free tools like Google Forms and Google Sheets can save money up front, it can take a lot of time to create and maintain them. 

A more robust software solution can save time and simplify the time tracking process, while providing additional features like in-depth reporting and volunteer hours approval and verification. If you’re looking for these features and more, learn more about what Track it Forward has to offer.