❖ Heads up! This article is only intended for Site Managers.
By the end of this article, you will be able to:
Review check-in and check-out times for logged hours
Approve or decline volunteer hours individually or in bulk
Understand what each hour status means
Reviewing Check-In and Check-Out Times
You can review check-in and check-out times directly in your hours table by turning on those columns.
To view check-in and check-out times:
Go to Volunteerism > Hours.
Click Table Filter.
Check the boxes beside Check in Time and Check out Time.
If you see a yellow flag under the Check out Time column, it means the user was automatically checked out after 24 hours.
Reviewing Hours
When volunteers submit their hours, you may need to manually approve them—this depends on your site's approval settings. If your site requires manual approvals, you can approve and review pending hours individually or in bulk.
We recommend reviewing and approving hours 1–2 times per week to ensure everything stays accurate for you and your volunteers.
Approving Hours Individually
Go to Volunteerism > Hours.
Under Status, select Approve from the dropdown for any Pending hours. Those hours are now approved!
Approving Hours in Bulk
Go to Volunteerism > Hours.
Filter the hours to only show those with a Pending status.
Select all of the users with Pending hours that you want to approve or check the box beside Users to select all.
Click + Approve Hours.
Those hours are now approved!
Use the Status column to filter for all hours with Pending status.
Deleting vs Declining Hour Entries
Direct deletion of individual hour entries is not supported on Galaxy Digital. Instead, changing the entry status to Declined removes it from the volunteer's view while keeping it accessible to Site Managers for records and reporting. By using this process, the integrity of administrative records is preserved while ensuring accurate volunteer hour tracking.
Declining Hours Individually
Note: You can decline an hour to remove it from the volunteer's view. This does not delete the hour but marks it as declined for administrative reference.
Go to Volunteerism > Hours.
Under Status, select Declined from the dropdown for the pending hour you wish to decline.
Those hours are now declined. You can always change their status by following the same steps and selecting the status you want to apply to those hours.
Declining Hours in Bulk
Go to Volunteerism > Hours.
Check the boxes beside all of the user hours you want to decline.
You can check the box beside User at the top of the table to select all.
Click X Decline Hours. Those hours are now declined.
Hours Statuses
Volunteer hours will have one of five statuses:
Status | Definition |
Approved | Hours reviewed and approved |
Declined | Hours reviewed and declined |
Entered | Hours were entered but not submitted for approval |
Inactive | Hours were deleted by a volunteer or manager |
Pending | Hours submitted and awaiting review |
Additional Details About Declined Status
For Volunteers: Once an hour is marked as declined, it is no longer visible to the volunteer, ensuring their records only show valid entries.
For Site Managers: Declined entries remain visible in the hours table, allowing for accurate record-keeping and reports.