Track Multiple Events or Programs in One Workspace

You run a spring gala, a Tuesday-night tutoring program, and a summer camp with mostly the same people. The board wants hours reported per program. The grant only covers tutoring. If everyone clocks in against one undifferentiated pile of time, you spend the last week of the month untangling who did what, and you get it slightly wrong. Here is how to keep those programs separate from the start without running three accounts.

Do I need a separate workspace for each event?

No. One workspace holds every event and program you run, and you separate them with tags rather than by creating new accounts. A tag labels a time entry with the event or program it belongs to, so a single worker can log an hour to the gala on Friday and two hours to tutoring on Tuesday, and each hour lands in the right bucket. Because Kangaroo Clock charges a flat price with no per-seat fees, splitting work across five programs costs the same as running one. You are not penalized for spreading people thin.

Worker groups do the parallel job for people. A tag describes the work; a group describes the person. If your tutors and your camp counselors barely overlap, group them so you can pull a report on just the tutors without hand-picking names.

How do I keep hours from one event out of another event's report?

Tag every entry as it happens, then filter your report by that tag when you pull numbers. When a worker clocks in against the gala tag, that hour never shows up in a tutoring report, even if the same person also tutored that week. The separation is built into the data, not something you reconstruct afterward from memory or a spreadsheet.

The place this saves you is grant reporting. If a funder pays for tutoring and nothing else, you filter to the tutoring tag, export, and hand over hours that only reflect that program. Full details on the tagging setup live on the page about how to handle multiple events or programs, including how tags and groups interact on the same report.

Can I set up a kiosk that only shows one event's people?

Yes. You can point a kiosk at a single event or group so the tablet at the camp check-in table shows only camp staff, not your entire roster of 60 people. This matters most when the same tablet would otherwise list everyone. A counselor tapping their name should see a short list, not scroll past the gala committee and the Tuesday tutors to find themselves.

The three ways people clock in all respect this. A worker can tap their name on a shared-tablet kiosk, scan a posted QR code, or open a personal link, and none of them requires a login or an app install. For a one-day event, a printed QR code taped to the sign-in table is usually enough; you can make one with the QR sign-in poster generator. For an ongoing program with a front desk, a shared tablet running a filtered kiosk is cleaner.

What happens when someone forgets to clock out at one event?

A forgotten clock-out gets closed automatically at the start time plus your cutoff, not at the current time, so it never inflates the hours you report for that program. Say a volunteer clocks in for a three-hour shift, leaves, and forgets to tap out. Without a safeguard, that entry runs until you notice, maybe days later, and suddenly the gala shows 40 phantom hours. With auto-close on forgotten clock-outs, the entry caps at a sane length and your per-event totals stay honest.

You can also fix any entry by hand after the fact if the cutoff was wrong for a specific case. The point is that one careless tap at one event does not quietly poison the numbers for all of them.

How do I report hours for each program at the end of the month?

Filter by tag, then export to CSV; you get one clean file per program with a stable column layout that does not shift between months. The export includes a distinct-worker count, so a report on the tutoring tag tells you both total hours and how many separate people contributed them. That second number is what most grant forms actually ask for.

Because every time is stored in UTC and shown in your local time, a report reads correctly whether you pull it or a board member three time zones away does. If you need the totals in decimal form for a pay calculation or a grant budget line, run the file through the decimal and HH:MM converter before you send it on.

A quick setup order that avoids rework

1. Create a tag for each event or program before anyone clocks in. Name them the way your reports name them, not with internal shorthand.
2. Group people who mostly work one program so you can filter reports by group later.
3. Set up one kiosk per location or event and point each at its group, so tablets show short lists.
4. Pick a cutoff length that matches your longest normal shift, so auto-close rarely trims a real entry.

Set the tags up once and the monthly report becomes a filter and a download instead of an afternoon of cleanup. Start a free workspace and create your first two event tags before your next shift, then tag entries from day one.