Help Center

Everything you need to know about using VolTrack's service hours tracking system.

Your Dashboard

Your dashboard is your home base. It shows your approved service hours, your progress toward the goal, all your submissions, and upcoming service opportunity opportunities.

  1. Click Submit Service Hours in the navigation bar.
  2. Fill in the Project / Organization name — the place or event where you participated.
  3. Enter your verifier's email — the person who can confirm your service hours (a verifier, supervisor, or coordinator).
  4. Select the date and enter the number of service hours.
  5. Add an optional description, then click Submit.
After submitting, your verifier receives an email with a one-click Approve or Reject button — they don't need a VolTrack account.

Pending Your submission has been received and is waiting for your verifier to respond. No action needed on your part.
Approved Your service hours have been confirmed and count toward your goal. You'll receive an email notification when this happens.
Rejected Your submission was not approved. You'll receive an email with the reason. You can resubmit with corrected information.
Flagged The verifier email you entered isn't on your organization's approved list. An admin will review it manually. Your service hours are not lost — just pending review.

Yes — but only while it's still Pending. On your dashboard, find the submission and click Edit to correct any details, or Withdraw to remove it entirely.

Once a submission has been Approved or Rejected it can no longer be changed. Contact your admin if you need a correction made.

Your progress bar shows approved service hours ÷ required service hours as a percentage. Only Approved submissions count — Pending submissions are not included until confirmed.

Your required service hours may differ from the organization default if an admin has set a personal override for your account.

Service Opportunity opportunities are events posted by your organization's staff. Browse them on your dashboard calendar or list view.

Clicking an opportunity shows the full details — date, time, location, and contact. You can pre-fill a submission directly from the opportunity page.

Yes. On your dashboard, click Download PDF (or ask your admin to generate one from your report). The PDF is a formatted portfolio showing all your approved service hours, your progress, and is branded with your organization's logo — suitable for external applications or record-keeping.

Your Role as a Verifier

As a verifier, you confirm service hours submitted by students who listed your email. You can also assign service hours directly and post service opportunity opportunities.

  1. When a student submits service hours and lists your email, you'll receive an email from VolTrack.
  2. The email shows the student's name, project, date, and service hours.
  3. Click Approve Service Hours or Reject Service Hours — no login required.
  4. The student is notified automatically.
Email approval links expire in 14 days. After that, log in to VolTrack to approve from your pending queue.

Go to Verifier → Assign Service Hours in the navigation. Select the student, fill in the project details, and submit. Service Hours assigned this way are pre-approved and count immediately — no email verification step needed.

Use this for service opportunitys you personally supervised.

Click Pending in the navigation. This shows all submissions where a student listed your email as their verifier and no action has been taken yet.

You can approve or reject directly from this page if you missed the email link.

  1. Go to your Verifier Dashboard.
  2. Click New Service Opportunity.
  3. Fill in the title, description, location (with Google Maps autocomplete), date/time, and any capacity limit.
  4. Save — it immediately appears on all students' dashboards and calendars.

If an admin has enabled auto-approve on your email, your approval of a submission immediately applies the service hours — no admin review step needed.

If auto-approve is off for your email, your approval marks the submission as "Verifier confirmed" and moves it to the admin's queue for final sign-off. Contact your admin if you'd like auto-approve enabled.

Your Role as Admin

As an admin, you manage members, set requirements, control who can verify service hours, and configure how your organization looks and works.

Normal (unflagged) submissions come from students who used a verifier email on your verified list. The verifier has been emailed. If auto-approve is off for that verifier, their confirmation lands here for your final approval.

Flagged Flagged submissions used an email not on your verified list. No verifier email was sent — you review these directly.

You can bulk-approve or bulk-reject by selecting multiple submissions at once.

The Verified Emails list is your approved roster of verifiers. Any submission using an email on this list will not be flagged.

Each verifier has an independent Auto-approve toggle:

  • Off (default) — the verifier's approval marks the submission "Verifier confirmed" and it appears in your pending queue for final sign-off.
  • On — the verifier's approval immediately applies the service hours. Nothing lands in your queue. Use this for verifiers you fully trust.

Under Users in the admin navigation you can:

  • Toggle roles — promote a student to verifier (and back) with one click.
  • Set a service hours override — give an individual student a custom required service hours total. Leave blank to use the organization default.
  • View their report — see all submissions, approved total, and progress for any student.
  • Download their PDF portfolio — a branded record of all approved service hours.

Set the organization-wide default under Admin → Service Hours Requirement. Every student uses this number unless they have a personal override.

Personal overrides are set per-student from the Users page and always take precedence. An override can be less than or greater than the default depending on the individual's requirements.

Go to Invites in the admin nav to generate shareable invite links. You can create links for students or verifiers, optionally with a use limit or expiry date.

Share the link however works for your organization. Anyone who opens it and registers is automatically added with the correct role — no manual approval needed.

If someone registers without an invite link, they appear in Registrations as pending. Review and approve or reject them there. Approved members are immediately active; rejected members are notified.

Under Branding you can upload your organization's logo, set primary and secondary colors, and choose between gradient or solid button style. Changes apply instantly across the entire app for all members.

Your logo also appears on exported PDF portfolios. Use Reset colors to defaults to revert to VolTrack's default indigo palette.

From Admin → Pending, click Export Service Hours CSV to download a spreadsheet of all service hours submissions for your organization — including student name, email, project, date, service hours, verifier, and status.

Individual PDF portfolios are available from each student's report page (Users → View Report → Download PDF).

VolTrack is free up to active students. Beyond that, it's $0.25 per student per month — billed only for active accounts.

Manage your plan, view your current seat count, and update billing details under Admin → Billing.

Still have questions? Use the feedback button in the bottom-right corner, or contact your organization's admin.