Approve or deny submitted hours
For commitment officers: working the approval queue — approving (at a different amount if needed), denying with a reason, and un-approving a mistake.
When a family logs its own activity — the bake-sale morning, the at-home committee work — it lands as Pending: recorded, visible to them, counting toward nothing until an officer decides. That decision is your job, and the queue is built to make it a quick one.
Work the queue
- Open Admin › Service Program › Commitment Reports and switch to the approvals tab.
- Each pending entry shows the family, what they submitted, the amount, and their note. Open History if you need the entry’s full story.
- Decide:
- Approve — it starts counting, and the family’s chip flips to Approved. If the amount is off, change it right in the approve dialog with a reason — “sign-in sheet shows 6 hours, not 8” — and the family sees both the approved amount and what they originally submitted.
- Deny — it never counts. A reason is required, and the family sees it, so write the sentence you’d say to their face: what didn’t qualify and what would.
If your authority covers only some categories (a chair handles hours, the treasurer handles dollars), the queue shows you your slice and says so.
Speed matters more than you’d think
A family that logs three hours and watches “Pending” for three weeks stops logging. Decide in days, not weeks — the queue count is on the Overview tab, and new submissions are ordinary notifications, so nothing should sit unseen.
Undo: un-approve
Approved the wrong thing, or approved it too fast? Un-approve sends the entry back to the queue at the amount the family originally requested, and it stops counting until someone decides again. It’s the honest undo — the entry’s history records the whole round trip, reason included. Un-approve works even if the entry was corrected in the meantime; what returns to the queue is the family’s original claim.