How to use the volunteer hours log
- Enter the volunteer name, the organization and the period for the top of the log.
- Add one row per shift with the date, the activity and the start and end times. Leave the shifts empty to print a blank log.
- Choose how to show hours, decimal or hours:minutes, and add extra blank rows and a supervisor signature line if you need them.
- Check the total, then download the PDF, print the log or save the shifts as a CSV file.
How hours are worked out
Each shift is the end time minus the start time, counted in whole minutes. The total adds the minutes of every shift first and converts to hours at the end, so rounding never builds up. For example, shifts of 3 hours 30 minutes, 3 hours and 2 hours 45 minutes add up to 555 minutes, which is 9.25 hours or 9:15.
Decimal hours are rounded to two places, so 20 minutes shows as 0.33 and 100 minutes as 1.67. If your organization wants hours and minutes, choose the hours:minutes style instead. A shift that runs past midnight should be split into two rows, because the tool needs the end time to be later than the start time on the same date.
Using the printed log
The printed log has a column for the supervisor's initials on each row and an optional signature and date line under the total, which many schools and groups ask for. Blank rows give room to add shifts by hand between uses. The log is a record for your own use. The organization you volunteer for decides what counts as service time and what proof it accepts.
To add up the hours of a paid job instead, use the hours calculator or the time card calculator, and for a weekly sheet try the timesheet template generator.
Keeping your entries
Everything is made in your browser. You can ask the page to remember your entries on this device, which uses local storage and can be turned off, and you can download a CSV copy of the shifts for a spreadsheet. Nothing is uploaded.
Assumptions and limits
- Hours are the difference between the start and end time on one date.
- Shifts across midnight must be entered as two rows.
- Decimal hours are rounded half up to two places. Totals are added in minutes first.
- Any rule about what counts as service is set by the organization, not by this tool.
Frequently asked questions
How do I calculate volunteer hours?
Subtract the start time from the end time for each shift and add the shifts together. The tool does this in minutes and shows the total as decimal hours or hours and minutes.
Should I use decimal hours or hours and minutes?
Use whichever your organization asks for. Decimal is common on forms with a single hours box, and hours and minutes matches how most people read a clock.
Can I print a blank volunteer log?
Yes. Leave the shift list empty and set the number of blank rows. The log prints with empty lines to fill in by hand.
Can I download my shifts?
Yes. The CSV button saves the date, activity, start, end and hours of each shift so you can open it in a spreadsheet.