Staff & Time Sheets Overview

Staff & Time Sheets (in Serve) is where you organize the people who serve your center and the hours they give.

Serve keeps two person lists in this area:

• Volunteers - community members who serve your organization
• Staff - paid staff and employees

On each person record, use the involvement checkboxes to mark someone as a Volunteer, as Staff, or both. A person can be on one list, the other, or both.

Time Sheets, Mentoring, and many position tools use a combined Staff / Volunteer picker, so you do not have to remember which list someone is on when you log hours or assign a mentor.

Pages in this area

Open the Serve module, then choose:

• Volunteers - people with the volunteer flag turned on
• Staff - your paid staff list
• Time Sheets - hours and service dates
• Positions - roles and places people serve (also used by Scheduler)
• Mentoring - mentoring sessions (Serve → Mentoring — not under Outreach)

Volunteers vs. Staff

• Volunteers shows people whose person record has the Volunteer flag on.
• Staff is your staff list (paid employees).

If someone is missing from the list you expect, open their person record and check the Volunteer and Staff flags.

When you add someone new, choose Staff or Volunteers based on whether they are a paid employee, not only on how often they serve. If they should appear on both lists, turn on both flags.

Profile photos on volunteer and staff records

You can add a photo to a volunteer or staff member so teammates recognize them more easily.

1. Open Serve -> Volunteers or Serve -> Staff and open the person.
2. On the left header, select the camera icon on the circle with their initials (or current photo).
3. Choose an image, crop it, and Save.

The same photo control is used for clients, donors, and other people records. Full steps: Adding Profile Photos to People Records.

Dashboard

The Serve dashboard gives a quick snapshot for the date range and program filters you pick. Summary cards include:

• Active Volunteers - people flagged as volunteers who recorded service hours in the selected range. Hours from people who are not flagged as volunteers do not count here. Click the card to open the Volunteers list filtered to those people.
• Training Complete - people with the Training Complete checkbox checked on their record. A Training Complete Date field on the same record stores when they finished. To log individual trainings or events, use Event & Training Participation on the person's record (see Staff & Volunteers). Click the card to open the filtered Volunteers list.
• Mentoring Sessions - mentoring sessions logged in the selected date range and programs. Click the card to open those mentoring records (same list as Serve → Mentoring).

Use Open volunteer summary under the cards to jump to the volunteer summary report with the same date range and filters. For a fuller view of training and required paperwork across every volunteer, run the Volunteer Training & Documents report from the Reports area, it lists training and document completion (application, references, statement of faith, confidentiality/HIPAA agreement) with status and dates for each volunteer.

Volunteer training and document columns

The Volunteers list can show Training Complete and Training Complete Date as columns, along with Volunteer Application, Volunteer References, Statement of Faith, and Confidentiality Agreement and their dates. Turn them on through the column chooser if they are not already showing. The Volunteer Training & Documents report pulls the same fields together in one exportable view.

If a saved segment looks empty or is missing

Staff and Volunteers used to be one combined list and were later split into two. Older saved segments may still be attached to the wrong list. If a segment under Staff shows zero people, or a segment you expect under Volunteers is missing, contact CoolFocus support so we can move it to the correct list.

Best practice

Keep staff and volunteer records current so coordinators know who is available, what they can help with, and how they have served. Anyone who serves as a volunteer should have the Volunteer flag on, otherwise their hours will not count toward the Active Volunteers dashboard card.

Related

• Adding Profile Photos to People Records
• Staff & Volunteers
• Time Sheets
• Positions
• How to Create a Time Sheet Batch
• Mentoring
• Staff Positions and Work Schedules