Logged on the task, from the field
Finish a job and log the session on the task itself, with or without signal. Tick everybody who worked it with you and each of them gets the same time, under their own name.
Volunteer hours
Every hour your volunteers give, counted and ready to show
Volunteer time is the number a funder, a board and a land manager all ask for. TrailsIQ gathers it from the trail, the timesheet and the workday sign-in table into one count, and hands it back as a report you can put in front of a donor.
Where an hour comes from
Every way time is given, in one count
Organizations undercount because the hours live in five places: a sign-in sheet, a crew lead's notes, a spreadsheet, an email from the scout leader. Here each of those has a home, and they all add up to the same total.
A timesheet that fills itself in
Time logged on a task arrives on that person's Work hours as a draft, so nothing is typed twice. Hours carry a category — trail maintenance, infrastructure, training, travel, meetings — and time off is kept apart from time given.
Workdays that count themselves
Everybody who came to an event is credited for its length, times their party size, once it is over. Untick a no-show or change the hours for somebody who left early.
Check-in by QR code or location
Print the event's code for the sign-in table, or set a check-in spot at the meeting point. Volunteers check themselves in from the free TrailsIQ Report app and are counted by name.
Walk-ins and outside groups
A school group, a scout troop, neighbors who turned up: record how many, or add a walk-in with just a name. Their time counts as volunteer time without anybody needing an account.
Counted once, not twice
Time already on a timesheet is not added again by a task log, and logging a session on a day a linked workday already counts asks first. The total is one you can defend.
A workday, start to finish
From a sign-up form to a line in the report
The whole trip a volunteer day makes, with nobody copying names off a clipboard at the end of it.
01
Publish the day
Create the event, take sign-ups on your own site with a waiver and a waitlist, and pin the trail work it will tackle so people see what they are signing up for.
02
Check in at the trailhead
Volunteers scan the code or check in by location. Somebody who never signed up is added on the spot, and a walk-in can be added from the field app with no signal.
03
The day ends, the hours land
Once the event is over, everyone marked as came is credited. Your own team members get the time on their work hours for that day, already approved.
04
It is in every report
The Work report, the annual report and your umbrella organization's figures all include it, with named volunteers by name and walk-ins as outside volunteers.
Events and check-in
The sign-in sheet, without the sheet
A volunteer day is where most of a club's hours are given, and the paper on the folding table is where most of them used to be lost.
Who came, for how long, already added up
On the event's day its list turns into a Came list. Every row counts for the length of the event, from its start and end times, and the total sits at the top of the page. Signing up alone never adds hours, so the number is the people who showed up.
- A code you can print and style One page for the sign-in table with a large QR code, in your colors and with your logo if you like. Make a new code and the old one stops working.
- Or check in by standing there Set the meeting point once and anybody within 300 meters checks in from the event's page in the app, no scanning.
- Named volunteers stay named A check-in finds the person's sign-up and marks them as came. They are credited by name in your reports, and are not added to your team.
- A check-in sheet for the day A PDF of everyone going and waitlisted, with contact details, party size and whether the waiver is signed.
Sorted and split
Organized the way a funder asks the question
A grant form does not ask for "hours". It asks for volunteer hours, apart from staff, over a period, often by project. The Work report already has them that way.
Volunteer hours, paid staff hours, and who gave them
Mark anybody on your team as paid staff, from the day it started, and their time is shown apart from volunteer time everywhere. Somebody hired partway through a season keeps their earlier hours as volunteer hours, because that is what they were.
- By member, by trail, by task type Who put in the time, where it went and what kind of work it was, each compared with the period before. Filter to one trail or one person and bookmark the result.
- A calendar of the season One square per day, deeper on the busy ones, with your busiest day and how much fell on weekends.
- Outside volunteers as their own figure Helpers who are not members, and event walk-ins, are counted beside the total, with how many people and sessions they came from.
- CSV and PDF Every entry behind the numbers as a spreadsheet, or the totals as a PDF to attach to an application.
Reviewed, not just recorded
Numbers somebody has signed off
Hours can go through a manager before they count, so the figure in a report is one your organization has already checked.
Draft, submit, approve
Volunteers submit their week; whoever approves work hours clears the queue one row or one person at a time, and can send an entry back with a note.
Or switch approval off
A small club that does not want a manager signing every timesheet can turn approval off for hours, and submitted time counts straight away.
Every entry has an author
Time a crew lead logged for somebody else says who logged it, so any total can be traced back to the person who can explain it.
For your board and your donors
An annual report you can hand over as it is
Everything your organization recorded over a year, in one designed document: the hours your volunteers gave, the work done on the ground, how often the trails were open, events, inspections and spending.
What your volunteers' time was worth
For organizations in the United States, volunteer hours are given a dollar value at the Independent Sector national rate for volunteer time — the figure most funders recognize — and the report names its source so anybody can check it.
- A PDF in your own colors A cover with your logo, a page of headline numbers, and a page each on people, work, trails, weather and community.
- With thanks, by name The ten people who gave the most time, listed on the page and in the PDF. One press hides the names when the report is going somewhere public.
- Any period you need This year, last year, the last twelve months, a quarter, or a custom range to match your fiscal year or a grant.
- Charts that add up Every month's hours sum to the period's total, so the figure on the cover is the figure in the chart.
Across every chapter
One impact page for an organization of organizations
A state or regional body with local chapters can hold an umbrella account, and see what every chapter gave without reaching into any of their workspaces.
Volunteer hours across the whole network
Approved hours from every chapter, how many volunteers gave them and what that time was worth, against the period before. Paid crew are shown underneath and never added in. An umbrella account is set up with us — ask us about one.
- Chapters side by side Ranked by volunteer hours, tasks completed, trail length or hours per mile, which is the fair comparison between a small busy chapter and a large quiet one.
- A one-page impact summary The headline figures, this year against last month by month, and the chapters side by side, as a PDF sized for a donor meeting.
- Totals, not the chapters' business The account sees hours, names and conditions. The notes, photographs and work itself stay with the chapter.
Plans
Hours and reports are on every plan
Logging hours, the timesheet, the Work report and the annual report are included on every plan, the free one too. Events, and so workday sign-ups and check-in, are on the Pro plan and above. The TrailsIQ Report app your volunteers check in with is free for them on every plan.
Sign-ups on your own site
Events live on the site TrailsIQ builds for you, with a calendar, sign-up forms and waivers, on your own domain.
Your public siteThe rest of the crew's records
Roles, expenses with receipts and approval, and the shared inventory that sits beside the hours.
Crew and costsEvery other report
What was found, what was fixed and what it cost, over any stretch of time.
ReportingIn the documentation
How this works, in detail
Step-by-step guides for setting each of these up.
Show your funders what your volunteers gave
Start on the free plan, log this season's hours where the work happens, and have the report ready before anybody asks for it.