Pulling volunteer hours for a grant report

Grant applications and post-award reports almost always ask for two numbers about your volunteer engagement: total hours contributed and distinct number of volunteers involved. Some funders ask for these in aggregate; others ask for them broken down by program or by month.

The two numbers, side by side

The reports page in Kangaroo Clock surfaces both as first-class metrics, not as things you compute by hand from a CSV. Pick a date range (last quarter, calendar year, since-last-report), optionally filter by tag (program) or worker group (which roster), and the page shows total hours and distinct-volunteer count at the top.

If you need the underlying data, the granular per-volunteer hours that backs up the aggregate number, the CSV export has every entry with name, email, group, tag, start time, end time, duration in hours and seconds. The schema is locked, so once your grant administrator builds a pivot template against the file, it won't break on you mid-cycle.

Splitting hours by program

Tags handle this. When you create tags in Settings → Manage → Tags, put each volunteer on the programs they help with (tick several people on the people list and choose Add a tag). Volunteers never pick anything; they just tap their name. At report time, the tag filter on the reports page gives you the hours of everyone on that program. Someone tagged for two programs counts under both.

A note on accuracy

The auto-close protection caps forgotten clock-outs at your configured cutoff and flags them for review. This matters more for grant work than for payroll because grant reports get audited, a runaway 14-hour shift that nobody actually worked is the kind of thing that surfaces years later.

For volunteer hours certificates (individual recognition), see the free certificate generator or back to the nonprofit hub.