Nonprofits often have staff who split their week across several programs, funders who want hours reported by grant, and volunteers who are not on payroll at all. EZTime records time by role or project, so each hour is tied to the program it belongs to. Paid staff and volunteers can be kept in separate groups with separate reports. Employees clock in from the mobile app, a shared tablet kiosk or by SMS, which helps when not everyone has a smartphone. Managers approve corrections and time off, timesheets can be signed, and payroll-ready exports go to your payroll provider. Digital employee files and an audit trail keep records organized. Paperless onboarding with digital HR forms shortens the first week for new hires, and expense reporting by category helps staff submit mileage or supplies. Whether you run one community center or several program sites, each with its own manager, everyone works from the same system and the same rules.
She switches between youth services, the food pantry and outreach during the day. Each block of time is recorded under the right project.
The finance team pulls hours by project for the reporting period and exports them to Excel for the funder's report.
Volunteers check in at the shared kiosk. Their hours appear in a separate volunteer group and stay out of the payroll export.
He reports his start and end time by SMS or at the tablet kiosk, and the hours go to his supervisor for approval.
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How nonprofits track time across programs and funders.
Kiosk, mobile app and SMS clock-in.
Paperless onboarding and employee documents.
Staff submit expenses by category, such as mileage or supplies.
These settings match how most nonprofits report time to their board and funders.
Create a project for each program or grant so hours can be reported by funding source.
Keep volunteers in their own group and leave them out of payroll exports.
Set up a kiosk at your main site for people who don't use a smartphone.
Let field staff and caregivers clock in and out by text message.
Route corrections and time-off requests to the right program manager.
Have employees sign their monthly attendance report before payroll.
Limit who can see employee data with manager permissions per location or department.
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Under the federal Fair Labor Standards Act, people who volunteer their time to a nonprofit for public service, religious or humanitarian purposes, without expecting compensation, are generally not considered employees. The U.S. Department of Labor also notes that paid employees of a nonprofit generally cannot volunteer to provide the same type of services they are employed to provide. That is one reason to track volunteer hours separately from paid hours, and to review how your organization classifies people who both work and volunteer. Nonexempt staff are still owed overtime for hours over 40 in a workweek; see our FLSA overtime guide. For more on running time tracking in a nonprofit, read our nonprofit attendance software guide.
Yes. Set up each program or grant as a project. Employees choose the project when they clock in, and reports show hours per project for any period.
Yes. Put volunteers in a separate group so their hours are recorded and reported without being included in payroll exports. Whether someone qualifies as a volunteer depends on the facts; this is general information, not legal advice.
They can clock in at a shared tablet kiosk or report attendance by SMS.
Manager permissions control who can see what, employee files are stored digitally, and every change is recorded in the audit trail.
Yes. EZTime creates payroll-ready exports to Excel, PDF or your payroll software.
Yes. You get a 14-day free trial with no credit card required. Plans start at $2 per employee per month, or $1.60 billed yearly.