Checking in volunteer groups with V4S Kiosk

Checking in volunteer groups is one of the toughest things to handle for volunteer managers. Having a group of volunteers come in to volunteer together is fantastic. But tracking those new volunteers and their work time? Now that is a real challenge for you as a Volunteer Manager or Coordinator.

Multiple volunteer signup by number
Multiple volunteer signup by number

Volunteers for Salesforce gives you the functionality of adding in the number of volunteers that come as a part of a group. The point person for a group can set the total number of people in the group. This screenshot shows you how a group leader signs up a group of 20 volunteers using V4S Personal on her mobile.

But that’s really all you can record with the standard Volunteers for Salesforce data structure. The fact that the group leader is bringing in 19 other people, other than herself. There’s no way to track who the individual members of the group are. Or any of their contact information.

Extend volunteer value

For your organization, that individual volunteer data is critical. You want to be able to keep track of every volunteer that ever comes in touch with your organization. A volunteer that comes as part of a group could very likely become a repeat individual volunteer.  If you build a deeper relationship and extend communication with that volunteer, she or he could contribute to your organization by becoming more involved.

Working with group volunteers in V4S Kiosk

Based on requests and interactions with several of our V4S Kiosk customers,

Checking in group volunteers
Checking in group volunteers

we’ve now introduced a new feature to check in multiple volunteers that come in as part of a group. If the group leader comes in a little earlier than the Job / Shift start time, then she can Signup the other volunteers in her group to the specific Job / Shift. Note the

Volunteer group dropdown
Volunteer group dropdown

way that the Add multiple volunteers screen is set up in V4S Kiosk. If you have multiple volunteer groups that are coming in, you could sign up people from different groups using the same screen, by selecting the right group name for the specific volunteer that you are signing up.

If your organization requires that each volunteer sign a waiver form, you would be able to set that up. When the individual volunteer checks in to start work on the Job / Shift, she would be asked to read and sign a waiver form, right within V4S Kiosk.

Volunteer data in Salesforce

volunteer data in salesforceAll the new volunteers signed in on the V4S Kiosk get added to Volunteers as Salesforce as Contact records, with the configured Volunteer Group field updated. If so configured, the Date Waiver signed and the actual waiver signed along with the signature is stored inside Salesforce. Now you have the luxury of being able to get to all volunteer data easily and securely, right inside Salesforce.

Just imagine how much effort and time you would save with group corporate volunteers. Additionally, using the Waiver add-on would give you the ability to save effort with tracking volunteer waivers and being compliant legally. Now isn’t that something you should be checking out?

Time tracking in Salesforce

Two years ago, we started down the route of time tracking on mobile devices for field and remote workers. All data from the mobile devices synced back into Salesforce in near real-time. Our goal was to give field workers the ability to get their work times into Salesforce on a mobile. We did build a simple way to track time automatically within Salesforce, but it was quite limited in functionality.

From our market research, we saw that there was a need for time tracking data to be synced to Salesforce. Since invoicing, project management and payroll were all within Salesforce, that work hours should be in Salesforce too made sense. PSA apps, ERP apps… all included time tracking as a part of their functionality. And those apps tracked work time for employees who worked within Salesforce. So, we decided that we would not play in that space – at the time.

Mobile and web apps

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Our initial focus was on the mobile space where field workers and remote workers could track their work times. Our goal was to enable workers to track time easily and with little fuss on their familiar phones. Soon after, based on customer requests, we rolled out a Web-based Time Tracker. This was meant for workers who were not comfortable using mobile apps. The one big feature that we added in the Web version was the ability for users to enter time after the fact. This enabled workers to enter their time at the end of the day. Soon we rolled out the capability to enter multiple lines on a timesheet. Now, people who worked on multiple jobs during the day could enter a full timesheet once a day or week.

Time sheet entries on mobile, web or in Salesforce
Timesheet entries on mobile and web

With more customer requests, we added more functionality to both the Web and the mobile apps. We introduced configurable fields that could be displayed on both the mobile and on web apps. A new Team time tracking app on the mobile lets a single Team Lead check her entire team in. We updated the mobile app to allow configurable geo-tracking and photographs. This feature allowed us to minimize buddy punching. We introduced addresses that could be opened in Google/Apple maps to help field people find their next job-site. On the web app, we added an Approval mechanism for timesheets. Now managers and supervisors can approve/reject time entries for team members.

Over a year and a half, both the mobile app and the web apps grew with more functionality. But we did not do much on the Salesforce time tracking functionality.

Time Tracking in Salesforce

Over this calendar year, though, we’ve seen a renewed interest in time tracking inside Salesforce. To the point where now, over 60% of our leads are looking for Time Tracking within Salesforce.

The May 2019 EU Court of Justice ruling and the Fair Labor Standards Act (FLSA) requirements have pushed time tracking to center stage. Any business that has employees is now affected by regulatory compliance for time worked, overtime calculation and break time compliance. And that has pushed interest in time tracking within Salesforce.

Time sheet entry in Salesforce

Luckily for us, because of our Mobile app, we had a lot of functionality within Salesforce already. The objects themselves, reports,  dashboards – all these existed. We have now added a number of other functions that make life easier with Salesforce. Some examples:

  • A Lightning component that can be added as a Time Tracker pop-up from the Salesforce utility bar, to track time against ANY object, including the one that the user is currently working on.
  • A multi-check in time tracking option that helps enter their complete timesheet for a day or a week at a time, after-the-fact.
  • A Summary Timesheet page that helps users within Salesforce select a date and add/see all the time entries for that day, so users can make sure they’ve recorded all their work for a given date.

Overall, we now have one of the strongest offerings for time tracking, be it on the mobile, on the Web or within Salesforce. And the best part is that you could have a combination of users, some using our mobile app, some on the web and others inside Salesforce. Regardless of where the time tracking happens, Salesforce is the single repository of all time tracking data. So integration with payroll, invoicing and ERP systems becomes that much easier.

We are thrilled to say now that we are the Timekeepers for Salesforce!

The ROI of automated time tracking

If you are like most US businesses, payroll and associated costs form as much as 50% of your total budget. And like a lot of businesses, you may not be using automated time tracking systems.

Traditionally, payroll is a manual and labor intensive process, with employees hand-writing or punching in time cards. Not only is this process error-prone and rife with time padding and buddy punching, it’s a system that requires additional audit and reconciliation. There’s overwhelming evidence that streamlining the payroll process with a simple and automated time tracking system can significantly reduce payroll costs.

Let’s take a look at how an automated time tracking system can eliminate errors and increase accountability.

Reduce human error.

Let’s face it. Errors on time sheets are not exactly rare. For the most part, they are genuine human errors in rounding up or down, perhaps a misplaced decimal, maybe a miscalculation of hours worked. And then there’s those completely illegible timecards. Can you blame your payroll processor, if they couldn’t read the timecard correctly? Or even if they hit the wrong key? Automated time tracking systems reduce such human errors by close to 90%.

Your Mobile Time Tracker
Time tracking with optional photos, notes and GPS locations

Buddy punching” – the act of clocking someone in when they are not actually there – affects 75% of businesses in the US. It can cost businesses up to 7% of a company’s gross payroll annually. Let’s say your annual payroll is $ 250,000. That’s an additional $ 17,500 in payroll costs that you could easily avoid and send to your bottom-line, with automated time tracking. Then add in the costs of hour inflating. With a mobile time tracking solution, you have the added benefits of photos and GPS locations, to avoid these time theft issues.

Speed up payroll processing.

With all timesheet data collected digitally into a single system, you completely eliminate the need to collect manual timecards, transcribe them, calculate hours worked and manually update your payroll system. You can either integrate the data from your time tracking system directly to your payroll system or just export data from your time tracking system and import it into your payroll system. Automating this process can easily save you 50% of your payroll processing costs.

Eliminate material costs.

Automating your time tracking system eliminates several recurring costs associated with a paper-based system.  Reduce the costs on paper, ink, storage, mailing. And win big for Planet Earth with an environmentally friendly digital system.

It’s a win-win-win for your employees (faster payroll), your company (reduced costs) and Planet Earth (reduced paper and ink). Time to make the move?

 

 

 

Reward, recognize and retain your volunteers.

Volunteers are the lifeblood of most nonprofit organizations. Most of them dedicate their time to volunteer for a cause that they believe in. And that is rewarding in itself. For nonprofits, volunteers are priceless. They add value to your organization, bring new ideas and enthusiasm and connect your organization to the local community. The success of your volunteer program depends completely on your ability to retain and celebrate volunteers.

Recognize and reward volunteers
Recognize and reward volunteers

Volunteers not only need to feel valued, but really should be valued. They need to be respected and recognized in order for your volunteer program to function effectively. Knowing the financial benefit of the work that volunteers do, will justify the costs of volunteer celebrations and rewards.

Recognizing volunteers is one of the easiest things to do that has really high impact. But it often gets overlooked because of the difficulty of tracking what volunteers are actually doing. This happens even in the best organizations. When everyone is over-worked, it’s easy for things to slip between the cracks. That’s where volunteer time tracking can make a huge difference, ensuring that all volunteer time is tracked and transparent.

Volunteer Tracking and Rewards
Volunteer Tracking and Rewards

If your volunteers are tracking their time every time they come in, you have complete insight into who’s active and how much time they are spending with you. You can easily set up automatic milestones like 50 hours, 100 hours. When your volunteers reach those milestones, give them a small gift. Maybe a pin, a certificate, coupons for cookies, perhaps just a public mention of the milestone.  Nominate your volunteers to the President’s Volunteer Service Awards. Any of these will make your volunteers feel special. Knowing that someone else knows what they are doing makes it all worthwhile.

When volunteers track hours and that progress is visible to everyone, it makes a volunteer fell connected to the organization and to other volunteers. Post a volunteer leader-board in your newsletters, on your websites, at a central position in your organization. Kindle a little competitive spirit among your volunteers. Give your best volunteers a huge morale boost.

Do you know how your employees are spending their time

Add in costs for compensation, federal, state and local taxes and other benefits

How do you track employee time?
Employee time tracking

and I’m fairly certain that employee costs are the single biggest expense for most companies. Every hour that your employees spend working has a certain cost attached. Do you know how your employees are spending their time? Are you able to track what unproductive tasks are sucking time away from your employees?

A good time tracking tool that is simple and easy to use by everyone in your company will help you answer this question. After all, time is a finite quantity and you would really want to know where that time is being spent. While the underlying reason for time tracking for most companies is easier payroll or faster billing, a good time tracking solution can actually give you a lot more insights into your business. As a manager, if you could get a clear view into the actual use of time by your employees, you could do a lot more analysis.

  • Are your employees spending a lot more time on unproductive meetings,
    Analyze employee time
    Time Tracking reports

    administrative tasks rather than on revenue generation tasks like sales or customer service?

  • Can you identify opportunities to improve processes such that you can reduce costs and increase customer satisfaction?
  • Compare actual time spent on a project vs the initial time estimates that you made. Are your projects actually profitable?
  • Can you make your estimates more accurate? Can you identify scope creep and modifications to project scope?
  • How about increasing employee satisfaction by removing unnecessary tasks and steps?
  • Can you move resources from under-worked teams to overworked teams?

When you begin to track employee time at a granular level and have a base of actual data to analyze, you’ll definitely find areas that you can improve your processes and cut costs. While at the same time, improving customer and employee satisfaction.

Configuring dftly Time Tracker to your requirements.

Last week, we spoke about how powerful Salesforce’s configuration options are. It is configuration that allows Salesforce to fit into many different business situations.

With the dftly Time Tracker, we give you a layer of configuration above and beyond those provided by Salesforce. You get several configurable options to make the Time Tracker fit your business needs and requirements closely, without having to go through the time and expense of a “customized” solution.

The idea is to enable you to match dftly Time Tracker to your business process as closely as possible. And to do all this easily and quickly, without having to depend on busy programming staff. You can configure everything that you need with a series of drop downs, clicks and check boxes.

You can select the specific objects in Salesforce to which you want to track time

Select objects to track time to
Objects to which your org tracks time to

to. Let’s say you want your Sales team to track time to Opportunities and Tasks related to them rather than to Projects and Tasks. So now your Sales team would see Opportunities and Tasks as the two drop downs on their mobile phones.  You can do that by selecting Opportunities and Tasks as the two drop downs that your users see, when you configure the Time Tracker. You can also choose the specific fields from those two objects that will actually show up on your user’s mobile phones. If you want each user to see only those Opportunities that are assigned to him/her, you can set that up as a filter condition, when setting up that specific configuration.

Let’s say now, you want your Service Engineers to track time to Orders and Cases. You can set up another App Key that will allow you to set up a different set of drop-downs from what you set up for your Sales team. Again with the same level of granularity for Orders / Cases assigned to specific Service Engineers.

With Time Tracker, you get a whole set of options for configuring the product to your exact requirements:

  • You can choose what specific work types or Check-in Types
    Configure Time Tracker Check-in Types
    Configuration options for Time Check-in

    your mobile users can track time to. Let’s say you have construction teams and you want to track time when they Travel, Load/Unload Equipment, Lunch Breaks and Work, you can do that very easily. Now let’s say you are a healthcare business where your therapists travel to patient locations, you could choose to track time for Travel and Therapy.

  • For each Check-in Type, you can select whether your users need to take a photo at the beginning and end of each transaction.
  • You can set up specific instructions for your users at each step
  • You can set up whether GPS Location Tracking should be enabled at Start and Stop of each Check-in Type
  • You can set up whether your users need to add Notes at the Start and End of each Check-in type
  • You can configure the icon for each Check-in Type to be something that your users are familiar with
  • And you can even configure the colors for the icon to match your company colors.

All of these options go back to our original premise that configuration allows a business-focused user to personalize aspects of a system, without having to depend on programmers to do so.