How to Track Volunteer Hours and Why it Matters

For decades, clipboards and paper sign-in sheets have been hallmark equipment at volunteer events. These sign-in sheets aim to answer the proverbial question: “who was here today?”, and are routinely accompanied by paper waivers to reduce liability. Far from a simple formality or tradition, collecting volunteer data is highly valuable for nonprofits. Tracking volunteer hours and contact information is essential to increasing volunteer retention, converting volunteers into donors, grant writing, and tax reporting.

Fortunately, in today's digital age, there is no need for paper sign-in sheets, clipboards, or manual data entry after a volunteer event. The future has arrived. With purpose-built volunteer management solutions like Bugle, volunteer check-in can be an entirely digital experience. Bugle's digital volunteer check-in options include QR-code check-in, GPS check-in, and Kiosk check-in.

QR Code Check-in

With Bugle's QR Code Check-in tool, volunteers can scan into your event with ease.

Geo Check-in

Go contactless with Bugle's Geo-Check-in functionality. Allow your volunteers to self-check-in upon arrival.

Kiosk Mode Check-in

Turn any device into a digital kiosk with Bugle's Kiosk Mode Check-in solution. Open a browser, paste the Kiosk Link, and you're ready for check-in!

Tracking volunteer hours and contact information allows nonprofits to celebrate the contributions of their volunteers and communicate future volunteer opportunities. According to the 2024 study “Predictors of turnover amongst volunteers: A systematic review and meta-analysis,” published in the Journal of Organizational Behavior, lack of communication was the number one predictor of volunteer turnover. Routinely communicating with your nonprofit’s volunteers has a direct relationship with volunteer retention. Once a volunteer participates with your nonprofit, it pays to keep them informed of your activities, accomplishments and how they can help.

That said, many nonprofits struggle to maintain contact with their volunteers due to poor data capture. It can be quite difficult to send an email to your volunteers when you don’t have their contact information. Accordingly, it is important to establish effective and repeatable methods of collecting volunteer data during the check-in process.

Volunteers who are actively involved with a nonprofit often develop a strong connection to its mission and goals. Their hands-on experience and understanding of the nonprofit's work can inspire them to contribute financially as well. As a result, volunteers donate to the nonprofits they volunteer with at a 85% rate.

Grantmakers often want to see that a nonprofit is actively engaged with and supported by its community. Data about volunteers can showcase the level of community involvement and the support the organization has from its local area. Including volunteer data helps support the narrative in a grant proposal by providing concrete evidence of the nonprofit's impact and success. It adds depth to the story being told, making it more compelling for potential funders. Accordingly, nonprofits with strong volunteer support are often seen as more credible and trustworthy. This can enhance the likelihood of securing a grant, as funders may be more inclined to support nonprofits with proven community backing and a robust operational model.

The IRS Form 990 is used by nonprofit organizations to report their financial information and activities. There are different versions of Form 990, each tailored to different sizes and types of nonprofits. The main versions are Form 990, Form 990-EZ, and Form 990-N. Here’s how they differ in terms of volunteer data reporting requirements:

1. Form 990
• Who Files It: Larger nonprofits with annual gross receipts over $200,000 or total assets over $500,000.
• Volunteer Data Reporting: Form 990 requires more detailed information than the other versions. It includes a section where organizations need to report the number of volunteers and their contributions to the nonprofit. Specifically, Schedule G (Part III) of Form 990 asks for detailed information about the organization’s fundraising activities and the role of volunteers in those activities. This form provides a comprehensive view of volunteer involvement and is intended to give a clear picture of the nonprofit’s operations and reliance on volunteers.
2. Form 990-EZ
• Who Files It: Smaller nonprofits with annual gross receipts between $200,000 and $500,000 and total assets less than $500,000.
• Volunteer Data Reporting: Form 990-EZ is a streamlined version of the full Form 990 and does not require as detailed a breakdown of volunteer information. While it still includes basic reporting requirements, it lacks the detailed volunteer sections found in Form 990. For instance, it does not require a separate schedule like Schedule G that provides extensive volunteer data. Instead, the information about volunteers is typically more limited and often integrated into general discussions of activities and program services.
3. Form 990-N (e-Postcard)
• Who Files It: Very small nonprofits with annual gross receipts of $50,000 or less.
• Volunteer Data Reporting: Form 990-N is a very brief filing, primarily used for basic reporting and compliance. It does not require detailed information about volunteers or their contributions. Nonprofits only need to provide minimal information, such as the nonprofit's name, address, and confirmation of their ongoing exempt status.

1. Form 990: Requires detailed reporting of volunteer data, including specific information about how volunteers contribute to fundraising and other activities.
2. Form 990-EZ: Requires less detailed volunteer information compared to Form 990; focuses on summarizing activities and financials without the in-depth volunteer breakdown.
3. Form 990-N: Does not require volunteer data; very minimal reporting required.

While collecting volunteer data can be a cumbersome task, it is well worth the effort. Fortunately, there are several volunteer management tools like Bugle that make it easy. Collecting volunteer data can increase volunteer retention, strengthen grant proposals, help convert volunteers into donors, and keep your nonprofit in compliance with tax reporting requirements.