Frequently Asked Questions
Getting started
What is a Volunteesy sign-up sheet?
A Volunteesy sign-up sheet is a shared page for scheduled shifts, item quantities, or hours. You create the sheet, share one link, and people join from any phone. There are no advertisements on the page, and volunteers never complete a registration. Hours sheets add a daily QR code when people need to check in.
Do volunteers need an app?
No. Volunteers do not need an app to log hours or join a sign-up sheet. They open the shared link or scan the QR code in any phone browser, enter a name, and check in. There is no download and no account to create. A password is optional, and only for people who later want to see their own hours.
Can volunteers log hours without creating an account?
Yes. Volunteers can log hours without creating an account. They scan the daily QR code or open the sheet link, enter a name, and check in. Volunteesy keeps those hours on the sheet for your reports. A password is optional and only lets someone look back at their own history later. There is no app to download.
How do I track volunteer hours with Volunteesy?
You track volunteer hours with Volunteesy in three steps. Create an hours sheet and add the jobs people do. Share the link or print the daily QR code where volunteers arrive. They scan, enter a name, and check in and out. You then export a CSV when a grant or the school needs the totals.
Can I track community service hours?
Yes. You can track community service hours the same way you track any other volunteer time. Create an hours sheet, post the daily QR code, and students or volunteers check in and out or type their hours. Export a CSV by person when a school, court, or scholarship asks for a record. No app is required.
Do I need a spreadsheet to track volunteer hours?
No. You do not need a spreadsheet to track volunteer hours. Volunteesy records check-in and check-out from a daily QR code and keeps the total on the hours sheet. When a grant, school, or board asks, export a CSV by volunteer or by job. Volunteers join from a phone browser, so you are not chasing people for a form.
How is Volunteesy different from VolunteerHub, SignUpGenius, or a spreadsheet?
Volunteesy is different from VolunteerHub, SignUpGenius, and a spreadsheet because the sign-up page stays free of ads and volunteers never create an account. A spreadsheet makes you retype hours after the event. Sign-up sites often stop at who pledged a shift. Volunteesy also logs hours with a daily QR code and exports a CSV for grants.
How long does setup take?
A few minutes. Create a sheet and you'll have a QR code or shareable link ready to print or send.
What kinds of sheets can I create?
Three kinds:
- Items & quantities — People sign up to bring things. Concessions, class parties, supply drives.
- Jobs with a schedule — People sign up for a time slot. Ushers, party supervisors, show-day crew.
- Jobs with hours — People log hours against jobs on this sheet. For example: prop making, set design crew, beach cleanup.
I already have hours in a spreadsheet. Can I bring them in?
Yes. Upload a CSV of past hours and Volunteesy will match them to volunteers by email or name, so your history carries over without re-entry.
How much does it cost?
Sheets and QR hour logging stay free. A premium sheet is $6 per sheet. No ads, ever. Volunteers never pay.
For organizers
How do volunteers log hours with a QR code?
Volunteers log hours with a QR code by scanning the daily code on a sign or the organizer's phone. They enter a name, check in on arrival, and check out when they leave so Volunteesy can calculate the time. With single-scan they scan once and type the hours instead. No app and no account are required.
How do I export volunteer hours for a grant?
You export volunteer hours for a grant as a CSV of totals by volunteer and by job. Open the hours sheet, download the report, and drop it into the grant application or board packet. The file is the same hours volunteers logged by scanning a QR code or by typing hours, so you do not rebuild a spreadsheet by hand.
How do items & quantities sheets work?
List each item people can bring and the quantity you need (from 1 to 999), or mark an item unlimited. Volunteers open the public sheet, pick an item, and pledge how many they are bringing when more than one is needed or the item is unlimited. The sheet shows remaining quantities — for example, "3 of 12 still needed" — or "unlimited" when you did not set a cap. Use this for concessions, class parties, and supply drives.
What's the difference between a scheduled sheet and an hours sheet?
A scheduled sheet is sign-up for a time: people pledge a shift. An hours sheet is where people log time against jobs, either by checking in and out or by entering hours. QR codes and check-in links live on the hours sheet, not on items or scheduled sheets.
Do volunteers have to check in and check out, or can they just enter their hours?
On an hours sheet, either works, and your organizer picks which. With check-in/check-out, volunteers scan when they arrive and again when they leave, and Volunteesy calculates the hours automatically. With single-scan, volunteers scan once and enter the number of hours they're submitting. Items and scheduled sheets do not use check-in QR codes.
Could someone save the QR code and log hours later without actually showing up?
Not on an hours sheet. Every hours sheet gets a new QR code each day, so yesterday's code stops working at midnight. Volunteers have to scan the code that's actually on display, whether it's printed and taped to the door or shown on the organizer's phone. That keeps your hours tied to real attendance.
Do I need to print a new QR code every day?
Only for hours sheets, and only if you want a paper copy. Volunteesy generates today's code automatically on the hours sheet; you can print a fresh sign-in sheet from your dashboard, or just open the sheet on your own phone or tablet and let volunteers scan from your screen.
Can I fix hours that were entered wrong, or add hours for someone who forgot?
Yes. Organizers can edit any session, and can add hours on a volunteer's behalf.
What reports can I export?
Total hours by volunteer and by job, as CSV files designed to drop straight into grant applications and board reports.
For volunteers
How do I sign up or log my hours?
Open the link or scan the QR code your organizer shared, enter your name, and you're done. On an items sheet you'll pick something to bring and, when more than one is needed, the quantity you're pledging. On a scheduled sheet you'll pledge a shift. On an hours sheet you'll either scan in when you arrive and scan out when you leave, or scan once and type in the hours you worked.
How do I sign up to bring something?
Open the items & quantities sheet link, pick the item, and enter the quantity you're bringing when the organizer asked for more than one or left the item unlimited. The sheet shows how many of each item are still needed — or that an item is unlimited — so you can see what's left.
Can I see my own hours?
Yes. Create a password on your first visit and you can view and edit the hours you've submitted, see totals for the groups you're in, and see which sheets you've contributed to.
Do I have to create a password?
No. It's optional. Without one you can still pledge items, take a shift, or log hours every time; you just won't be able to look back at your history.
Privacy and trust
What information do you collect about volunteers?
Only what's needed to match the right person: a name, and optionally an email so pledges and hours stay together. No tracking, no ads, no selling data.
Who owns our data, and can we get it out?
You do. Export your sheets and sign-ups as a CSV at any time. If you leave, we delete your personal information when you ask. We do not sell personal information. Connections are encrypted in transit. The database is encrypted at rest. You only see the records on your own sheets.