How to add volunteer registrations after an event

As an admin or an assigned team leader, you can add a registration for a volunteer event after an event has already taken place. This article explains when you'd use this flow, how to complete the add volunteer & hours form, and what happens once a registration is added this way.

When would I use this?

Adding a registration after the fact is useful in situations such as:

• A volunteer showed up on the day but hadn't registered for the event or session in advance.
• Volunteers were signed up through another method outside the platform, such as a paper sign-in sheet, and now need to be logged in the system.
• A team leader realises after the event that one or more attendees are missing from the registration list, and needs to add them retroactively so their attendance and hours are captured.

Before you start

• You must be an admin or be an assigned team leader for an event to add volunteer registrations to it.
• Have the volunteer's details on hand, including their name and email.

How do I add a volunteer registration after an event?

Step 1. Navigate to the volunteer registrations page.

• Open the left-hand navigation bar and select Volunteer registrations.

Step 2. Select Add volunteer & hours.

• In the top right-hand corner of the page, select the Add volunteer & hours button.
• This opens a form where you can add volunteers to upcoming or past volunteering events.

Step 3. Indicate whether the volunteer is a company employee.

• Select Yes if you're adding a company employee.
• Select No if you're adding a volunteer who is not a company employee and is a public registration such as friends or family. 

Step 4. Find or add the volunteer's details.

• If you selected Yes:
  • Use the Search for colleagues at your company field to search by first name, last name, or email, and select the correct colleague from the results.

  • If you need to add several employees at once, use the box below the search field to paste a list of company emails, separated by spaces, instead of searching for each person individually.

    

• If you selected No, complete the volunteer's details manually:
  • Volunteer First Name and Volunteer Last Name.
  • Notifications about this registration should be directed to – choose whether updates about the registration go to This volunteer or An employee.
  • Email – the volunteer's (or nominated employee's) email address.
  • Phone number – including country code.

  • Additional notes – any extra information about the volunteer or their registration.

    

Step 5. Choose the volunteer event.

• Volunteer type – Select General or Skilled, depending on the type of volunteering the event involved.
• Event – Search for and select the event name.
• Session – Select the correct session date and time from the dropdown.

Step 6. Log actual volunteer hours

• If the session you select has already taken place, you'll see a message confirming You are adding a past registration, and a note that this will impact your reporting totals.
• A Log actual volunteer hours section will appear so you can track hours for past volunteer work. If there is a discrepancy between the event duration and the actual volunteer hours completed, enter this number in the Hours and Minutes fields.

Note: if you're adding multiple volunteers at once (for example, by pasting a list of company emails), the hours you enter here will be logged for everyone in that batch. If hours vary between volunteers, submit a separate registration request for each.

Step 7. Save the registration.

• Select Save registration to confirm and add the volunteer to the event.
• Select Cancel if you need to discard the form without saving.

What happens after I add a registration this way?

• The volunteer's registration will appear on the volunteer registrations page alongside all other registrations for that event and session.
• Registrations added for a past session are automatically marked as Present, since attendance has already occurred.
• The logged hours will be recorded against the event, contributing to the volunteer's individual volunteering totals as well as company-wide reporting and impact tracking.

Learn more

How to search and filter for volunteer registrations as a team leader. 

How to mark volunteer attendance as a team leader. 

How to bulk update volunteer registrations as a team leader.