Volunteer hours and club credit

Audience: Club organisers and committees, pony clubs, and members or parents who log volunteer work

Overview

Volunteer claims let your members log the work they do for the club (a working bee, a grounds job, helping at an event) and let you approve it. You can run it as hours only, or turn approved hours into club credit that members spend on event entries with your club.

• Organisers set it up and review claims on People → Volunteer Claims in the organiser menu.
• Members log their hours on your club's volunteer page, reached from a block on your club site or a link you share.

Plans: your organisation needs an active Horsify plan. Without one, the Volunteer Claims page shows Subscription required.

Who can use it:

Nobody can approve or reject their own claim. Horsify stops it with "You cannot review your own volunteer claim."

Switch volunteer claims on

1. In the organiser menu, open People → Volunteer Claims.
2. Select Settings at the top of the page.
3. Under Volunteer program, choose one:
   • Off: members can't log volunteer work. A new club starts here.
   • Hours only: approved hours are recorded, with no club credit and no dollar amounts shown.
   • Hours + club credit: approving a claim adds club credit to the member's balance.
4. Set the options below (the defaults are shown in brackets):
   • Allow custom tasks (off): adds Other… to the member's task list so they can type their own task.
   • Write a claim when a member's rostered job is marked done (on): see "Claims written from rosters" below.
   • …and approve it straight away (otherwise it lands here as Pending) (off).
   • Require a description (off): makes the member's Notes compulsory.
   • Credits are event-only (redeemable at checkout) (on), shown in credit mode only.
   • Email member on approval (on) and Email member on rejection (on).
   • **Default hourly rate () *  * (15), shown in credit mode only. Used for any hourly task without its own rate, and for custom tasks.
   • Max hours per claim (12).
5. Select Save settings.

The first time you save with the program switched on, Horsify adds nine example tasks if you have none: Arena setup, Gear check, Canteen helper, Pencil / scribe, Gate steward, Pack up, Working bee, Grounds maintenance and Event admin. Edit, deactivate or delete them to suit your club.

Set up your tasks

Tasks are what members pick from when they log hours. They're listed under Task types in Settings.

1. Type a New task name.
2. In credit mode, choose a Mode:
   • Hourly: credit is hours × Rate/hr ($). Leave the rate blank to use your default hourly rate.
   • Fixed: the claim is worth the Amount ($) you set, however many hours are claimed.
3. Select Add task.

Each task has three links:

• Active / Inactive: select it to switch. Inactive tasks are hidden from members but stay on past claims.
• Edit: change the name, an optional description, the mode and rate (credit mode only), or untick Active.
• Delete: removes the task for good. A task with claims against it can't be deleted: "This task can't be deleted because members have logged claims against it. Deactivate it instead to hide it from new claims."

Give members the volunteer page

Members need to be signed in and a member of your club.

• On your club site: add the Volunteer Hours / Club Credits block when you add a block to a page. It shows a heading, a short description and a Log volunteer hours button. The block has no form of its own: to change any of the three, edit the text in Block Configuration (JSON) when you edit the block.
• By link: when a tab on Volunteer Claims has no claims, Open the members' volunteer page opens the page for your club. Copy its address from the browser to share it.

A member who opens the volunteer page without a club in the link sees Which club are you logging hours for? and picks from their own clubs. With only one club, they go straight to it.

Log your volunteer hours (members and parents)

1. Open your club's volunteer page from the club website, or the link your club sent, and sign in if asked.
2. Under Log volunteer work, choose a Task. If your club allows it, choose Other… and fill in Describe the task.
3. Enter the Date completed. It can't be a future date.
4. Enter the Hours, in 15-minute steps (0.25 is 15 minutes). The label shows your club's maximum per claim. Other amounts are rounded to the nearest 15 minutes.
5. Add Notes if you like. If your club requires them, the label won't say "(optional)".
6. Select Submit claim. You'll see "Thanks! Your claim has been submitted and is awaiting review."

The claim is logged against the Horsify account you're signed in to. There's no option to log it for a child or another family member, so parents log their own volunteer hours from their own account.

What you see on the page:

• Total approved hours, and Club credit balance if your club gives club credit.
• Your claims: each claim's task, date, hours and status (Pending, Approved, Rejected or Cancelled). In credit mode, approved claims show the credit added. Rejected claims show the club's reason if they gave one.
• Cancel on a Pending claim withdraws it. Once a claim has been reviewed, it can't be cancelled.

Review claims

Claims wait on People → Volunteer Claims. The Pending tab shows how many are waiting, and admins see the count in the needs list on the dashboard too. Use the Pending, Approved, Rejected and All tabs to filter.

Each row shows Member, Task, Date, Hours, Suggested (credit mode only), Status and Submitted. A claim written from a roster has an Event roster or Work party chip.

Suggested is worked out for you: a Fixed task's amount, or claimed hours × the task's rate (or your default hourly rate).

Approve a claim

1. Select Review on a Pending claim. Any notes the member added are shown at the top.
2. Check Approved hours (15-min steps). It starts at the claimed hours (shown in Claimed hours); change it if needed.
3. In credit mode, check Approved credit amount ($). It starts at the suggested amount and must be more than zero. If you change the hours, the amount doesn't update itself, so adjust it too.
4. Add an Organiser note (optional) if you want. Members never see it.
5. Select Approve. You'll see "Claim approved and club credit added." (or "Claim approved." in hours-only mode).

The credit goes on the member's balance straight away, and it doesn't expire.

Reject a claim

1. Select Review on the claim.
2. Type a Rejection reason (used when rejecting). The member sees it on their volunteer page and in the email.
3. Select Reject. No credit is added.

Undo an approval

Select Reverse on an Approved claim. It takes away the credit that claim added and marks the claim Cancelled. There's no confirmation step, and a reversed claim can't be approved again. If the work was real, the member has to log a new claim.

Emails to members

Emails go to the email on the member's Horsify account. A roster claim that's approved automatically sends no approval email.

Export claims

Select Export CSV. You get the claims on the tab you're viewing (choose All for everything), with these columns: Member name, Email, Task, Date completed, Hours claimed, Hours approved, Credit amount, Status, Reviewed by, Reviewed date and Source.

Claims written from rosters

With Write a claim when a member's rostered job is marked done ticked, marking a member's event helper job or work-party task done writes a claim for them:

• The hours come from the job's start and end times (or the job type's default length), capped at your maximum per claim.
• The claim is named after the job, so it's only written when Allow custom tasks is ticked.
• It lands as Pending, or is approved and credited straight away if …and approve it straight away is ticked.
• Only active members with a Horsify login get a claim. Staff on the roster and helpers added by name don't.

See Event Helpers & Task Allocation and Work Parties and My Jobs.

Where club credit shows and how it's spent

Members see their Club credit balance on the volunteer page. At checkout, when the cart holds only event entries with your club, they get an Apply $… club credit tick box. The credit comes off before payment fees are worked out. Club credit can't be used on store orders or bookings, or in a cart with events from more than one organisation.

Organisers see each member's balance in the Club credit column and the Club Credit section of the member's record on People → Members, and on the Credits tab of Finances → Invoices & Receipts. When you mark a registration or an invoice paid, you can Apply Club Credit as part of the payment.

Event entries are the only place members can spend club credit right now. So Credits are event-only (redeemable at checkout) makes no difference to where volunteer credit can be used at the moment.

Troubleshooting

Frequently Asked Questions

Q: Can I change how much credit a claim is worth? A: Yes. When you approve, edit Approved credit amount ($). The suggested amount is only a starting point.

Q: Does club credit expire? A: Credit from an approved volunteer claim has no expiry date.

Q: I changed the program to Hours only. What happens to credit already given? A: It stays on members' balances. Hours only stops new approvals adding credit and hides dollar amounts on the claims and volunteer pages.

Related

• Member Management
• Event Helpers & Task Allocation
• Work Parties and My Jobs
• Staff Access
• How to Enter an Event
• Pony Club Features\n\n---\n\nSource: wiki/features/VOLUNTEER_CLAIMS.md \nLast synced: 2026-11-05 19:20:15 UTC