Volunteer Hours Log & Retention Tracker
Volunteer hours by programme and month from a session log, their value at an hourly rate, active volunteers in a 90-day window, retention and top contributors.
Volunteer Hours Log & Retention Tracker is a free Excel workbook: 4 sheets, 495 live formulas and realistic sample data throughout, 20 KB as .xlsx.
The formulas are printed on this page, unedited, so you can check the method before downloading anything. Swap in your own numbers and the whole file recalculates — which is the part no chat window can hand you. Opens in Excel, Google Sheets, Numbers and LibreOffice; no add-in and no macro.
A look inside
This is a real slice of the Volunteers sheet from the actual file — not a screenshot, and not a mock-up. Cells shown in violet are live formulas, exactly as they arrive.
| # | Volunteer | Joined | Main programme | Skills | Sessions | Total hours | Hours last 90d |
|---|---|---|---|---|---|---|---|
| 2 | Willow Reid | 2024-08-16 00:00:00 | Community garden | First aid | =COUNTIF('Hours log'!$B$4:$B$43,A2) | =SUMIF('Hours log'!$B$4:$B$43,A2,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 3 | Archie Osei | 2025-08-22 00:00:00 | Befriending | Languages, Counselling | =COUNTIF('Hours log'!$B$4:$B$43,A3) | =SUMIF('Hours log'!$B$4:$B$43,A3,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 4 | Florence Dubois | 2025-12-12 00:00:00 | Community garden | Gardening | =COUNTIF('Hours log'!$B$4:$B$43,A4) | =SUMIF('Hours log'!$B$4:$B$43,A4,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 5 | Finley Nakamura | 2025-08-21 00:00:00 | Food bank | IT, Safeguarding trained | =COUNTIF('Hours log'!$B$4:$B$43,A5) | =SUMIF('Hours log'!$B$4:$B$43,A5,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 6 | Maya Clarke | 2024-11-28 00:00:00 | Food bank | Counselling, Events, Safeguardin… | =COUNTIF('Hours log'!$B$4:$B$43,A6) | =SUMIF('Hours log'!$B$4:$B$43,A6,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 7 | Rory Walsh | 2026-06-14 00:00:00 | Befriending | Safeguarding trained | =COUNTIF('Hours log'!$B$4:$B$43,A7) | =SUMIF('Hours log'!$B$4:$B$43,A7,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 8 | Esme Chen | 2026-05-18 00:00:00 | Advice line | Driving | =COUNTIF('Hours log'!$B$4:$B$43,A8) | =SUMIF('Hours log'!$B$4:$B$43,A8,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
| 9 | Hugo Kaur | 2024-05-23 00:00:00 | Food bank | Admin | =COUNTIF('Hours log'!$B$4:$B$43,A9) | =SUMIF('Hours log'!$B$4:$B$43,A9,'Hours log'… | =SUMIFS('Hours log'!$D$4:$D$43,'Hours log'!$… |
What’s in the file
What it explains
- Active means hours in the last 90 days, not a name on a list
- Valuing time at the living wage
- Retention is the number that predicts next year
Download it
The workbook is free with a DataHub Pro account. Free accounts download three templates and keep them forever — re-downloading one you already have never counts again. Pro accounts get all 201.
Related templates
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<a href="https://www.datahubpro.co.uk/excel-templates/nonprofit-volunteer-hours">Volunteer Hours Log & Retention Tracker</a> — free Excel template from DataHub Pro
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