TrailTime help

1. On the TrailTime home page, choose Create an account.
2. Enter your email address (it's your user ID), your full name and ZIP code.
3. Choose your Stewardship organization if you volunteer with one. The State menu above it shortens the list. You can leave it at None and set it later in My profile.
4. Pick a password: at least 15 characters, with an uppercase letter, a lowercase letter and a number. The checklist under the field ticks off each rule as you type.

Scanned your organization's sign-up QR code? The organization is already chosen for you — just fill in the rest. (Already have an account? Scanning it offers to make that organization yours.)

Scanned a group activity's QR code? You'll land on the Create your account page with the activity shown at the top; once your account is created you're linked to it automatically.

Go to Log time:

1. Sponsoring organization — the organization you did the work for. It starts on the organization in your profile; choose None for independent work.
2. Trail system — the list shows the sponsor's trail systems first. Tick Show all trail systems to see the rest, and use State and City to narrow a long list.
3. Primary activity (required) — the type of work, such as Trail Work, Rides, Event or Meeting.
4. Secondary activity (optional) — what specifically you did, such as Blowdown removal.
5. Date worked and Hours (more than 0, up to 24, two decimals allowed — e.g. 2.5).
6. Grant project (optional) — appears when your organization has a grant that covers the date. Choose it if this work was for that grant.
7. Notes (optional, up to 500 characters), then Save hours.

Your last five entries appear under Recent entries.

Open My records, set the From / To dates and choose Filter. Each entry has Edit and Delete buttons.

At a work party, the leader may show a QR code. Point your phone's camera at it and open the link.

• Already logged in: you're linked straight away. Undo takes it back.
• Have an account but logged out: choose Log in on the page that opens; you're linked once you log in.
• New to TrailTime: create your account on the page that opens; you're linked when it's created.

The activity's hours then count as yours on the Leaderboard, toward badges and in your own report — you don't need to log them again. They're listed under Group activities you joined in My records, where Leave removes one. Codes work until 30 days after the activity.

Open Reports, choose Volunteer — hours by trail system and a date range. It shows your hours per trail system with a total. Use Print or Download CSV to keep a copy — handy for service-hour requirements.

• Leaderboard ranks volunteers by hours — year to date to start, or a quarter, full year or your own dates. Filter by organization, sub-organization and primary activity. It opens on your own organization.
• Names show as first name and last initial (e.g. "Ann L."). To leave the Leaderboard, untick Show me on the Leaderboard in My profile.
• Organizations can award badges when your lifetime hours with them reach a level. See yours, and how close you are to the next one, under My badges in My profile.

Open the menu at the top right and choose your name to reach My profile. There you can change your name, ZIP code, stewardship organization, optional cell phone and Leaderboard setting (Save profile), and Change password.

Forgot your password? Use the link on the Log in page. If it says to contact your administrator, email-based reset isn't turned on yet — ask your organization's Admin or info@trailtime.org.

Running a group that isn't in TrailTime yet? In My profile, use Register a stewardship organization. You become its Admin — see the Admins guide for what to set up next.

Check the organization list first: if your group is already there, choose it in your profile and ask its Admin for access instead.

1. Link your trail systems so your volunteers see them first on Log time (next topic).
2. Share your sign-up QR code so volunteers create accounts already connected to your sub-organization.
3. Log group work parties and show their QR codes so attendees get credit.
4. Run reports for your sub-organization whenever you need totals.

Your organization's Admin made you a SubAdmin; they can also change your sub-organization's name or location if needed.

1. Open My sub-organization and choose Sign-up QR code at the top.
2. Show the code on screen, Copy link for an email or newsletter, or Download QR image for a flyer.

New volunteers who scan it land on Create your account with your sub-organization already chosen. Volunteers who already have an account are asked whether to make it their organization. The code doesn't expire.

1. Open My sub-organization and choose Edit.
2. On the Trail Systems tab, tick the trail systems you care for. State / City filters, Select all shown and Clear shown help with long lists. Save.

Missing a trail system? Import trail systems on the same tab uploads a CSV with the columns Trail System Name, City, State; each row is created if new and linked to your sub-organization.

Until you link any, your volunteers see your parent organization's trail systems.

On Log time, tick Group activity. Enter # Volunteers (2–1,000) and the Hours (length of activity); TrailTime shows Total hours = volunteers × hours. The sponsor is your sub-organization automatically.

The group's total hours count in your sub-organization's reports. They don't count as your personal hours.

• When logging, choose Save and show QR code instead of Save hours — the code opens right away. After saving, the message also has a Show QR code button.
• Later: use the QR code button on the activity in My records, Sub-org records or Recent entries, or Edit the activity.
• Volunteers scan it with their phone camera. Those with accounts are linked; newcomers create an account and are then linked. Each gets the activity's hours on the Leaderboard, toward badges and in their own report.
• The activity shows Linked TrailTime users and "N of # Volunteers linked". Remove takes someone off; New link retires the old code; Turn off stops new joins. Codes work until 30 days after the activity.

Many grants (such as Recreational Trails Program awards) let volunteer labor count as matching funds, documented as each volunteer's hours by date. TrailTime builds that list for you.

1. Add a grant project on Grant projects: your sub-organization, project name, grant number, funder, project administrator, start and end dates, and the hourly rate your funder requires (it starts at the Independent Sector national figure; some funders use a state figure or a fixed rate) with its source.
2. Tag hours to it. Volunteers can choose the project on Log time. You can also use Assign hours: filter the records, tick them, and choose Add selected to project (or Remove selected from project). Group activities count for the TrailTime users linked to them by QR code.
3. Run the report from the project's Report button, or Reports › Grant match — volunteer labor. It shows the grant details, one line per volunteer per date with tasks, hours, rate and value, a summary by volunteer, and totals. Group hours from volunteers who weren't linked are listed separately because they can't be documented by name.
4. Print / Save as PDF for a copy with the certification and signature lines, or Download CSV to open in Excel.

Close a project when the grant ends: existing tags stay, and no new hours can be added. Check your funder's form before submitting — requirements differ by state and program.

Sub-org records lists every entry sponsored by your sub-organization — individual and group — with filters for dates, trail system and volunteer, and Download CSV. It's read-only: volunteers fix their own entries in My records.

In Reports, choose your sub-organization and a date range:

• Organization — hours by trail system
• Organization — hours by volunteer (group activities on their own line)
• Organization — hours by activity type (by primary, then secondary activity)
• Organization — activity detail (every entry, by date)
• Volunteer — hours by trail system for one volunteer, counting hours your sub-organization sponsored

Every report can be printed or downloaded as CSV.

1. Become the Admin — register your organization (on the Create an account page, or Register a stewardship organization in My profile), or ask info@trailtime.org to make you Admin of an organization already listed.
2. Check your organization's details and add your logo — My organization › Edit.
3. Link your trail systems — same window, Trail Systems tab.
4. Add sub-organizations (chapters), if you have them.
5. Choose SubAdmins to run each sub-organization.
6. Define badges to recognize volunteers' hours.
7. Turn on notifications for new volunteer sign-ups.
8. Invite your volunteers — share your Sign-up QR code so new accounts are connected to your organization.

Each step is explained below.

Open My organization and choose Edit on your organization.

• Organization info shows the name, city, state and ZIP. To change them, ask info@trailtime.org.
• Logo: Upload logo (PNG, JPEG or WebP; large images are shrunk automatically). It appears at the right of the page header for everyone in your organization and its sub-organizations. Replace logo or Remove any time.

In your organization's Edit window, open the Trail Systems tab and tick the trail systems you care for, then save. Volunteers who choose your organization as sponsor see these first on Log time (they can still pick any trail).

Use State / City, Select all shown and Clear shown for long lists. A trail system that isn't in TrailTime can be imported into one of your sub-organizations (Import trail systems, CSV columns Trail System Name, City, State), or ask info@trailtime.org to add it.

• Add sub-organization on My organization creates one under yours. Each has its own SubAdmins, Edit and Delete buttons.
• Many at once: Import sub-organizations (Edit window, Sub-Organizations tab) uploads a CSV with Organization Name, City, State, ZIP (ZIP optional).
• Sub-organizations can link their own trail systems; until they do, they use yours.
• Reports for your organization include its sub-organizations by default (untick Include sub-organizations for your direct hours only), and the Leaderboard can be narrowed to one sub-organization.
• A sub-organization can't be deleted while it has SubAdmins, or while hours are logged to it.

1. The person creates a TrailTime account and chooses your organization or one of its sub-organizations in their profile.
2. On My organization, choose SubAdmins on the sub-organization's row and add them.

A SubAdmin can link trail systems, log group activities and show QR codes, see the sub-organization's records and run its reports. They're signed out once so the new access applies. Removing a SubAdmin makes them a regular volunteer again. See the SubAdmins guide for their tasks.

Open Badges and choose Add badge: a Badge name, an Icon, the Hours needed and an optional Description.

Volunteers earn a badge when their lifetime hours sponsored by your organization (including its sub-organizations and group activities they joined) reach the hours needed. Changes apply immediately, and the page shows how many volunteers have earned each badge. Badges appear on the Leaderboard and in volunteers' profiles.

On Notifications, turn on New volunteer sign-ups to get an email when someone registers and chooses your organization or one of its sub-organizations. It's off until you turn it on. Send me a test email checks that messages reach you.

1. Open My organization and choose Sign-up QR code at the top.
2. Pick the Organization: yours, or one of its sub-organizations.
3. Show the code on screen, Copy link for an email or newsletter, or Download QR image for a flyer.

New volunteers who scan it land on Create your account with your organization or one of its sub-organizations already chosen. Volunteers who already have an account are asked whether to make it their organization. The code doesn't expire.

With New volunteer sign-ups turned on in Notifications, you get an email for each one.

• Share your Sign-up QR code or its link (see above), or send people to TrailTime to Create an account and choose your organization (the State menu shortens the list).
• At events, log the work party as a group activity and show its QR code — newcomers sign up on the spot and are linked to it.
• Users lists everyone linked to your organization and its sub-organizations (read-only), with Privilege and search filters.

Log a work party once: on Log time tick Group activity, enter # Volunteers and the length in hours, and choose your organization or a sub-organization as sponsor. Total hours (volunteers × hours) count in your reports.

Choose Save and show QR code (or the QR code button on the activity later) so attendees can link themselves and get credit on the Leaderboard and toward badges. The activity lists Linked TrailTime users and "N of # Volunteers linked"; adjust # Volunteers if more people came. Codes work until 30 days after the activity; Turn off stops new joins sooner.

Many grants (such as Recreational Trails Program awards) let volunteer labor count as matching funds, documented as each volunteer's hours by date. TrailTime builds that list for you.

1. Add a grant project on Grant projects: the organization (yours or a sub-organization), project name, grant number, funder, project administrator, start and end dates, and the hourly rate your funder requires (it starts at the Independent Sector national figure; some funders use a state figure or a fixed rate) with its source.
2. Tag hours to it. Volunteers can choose the project on Log time. You can also use Assign hours: filter the records, tick them, and choose Add selected to project (or Remove selected from project). Group activities count for the TrailTime users linked to them by QR code.
3. Run the report from the project's Report button, or Reports › Grant match — volunteer labor. It shows the grant details, one line per volunteer per date with tasks, hours, rate and value, a summary by volunteer, and totals. Group hours from volunteers who weren't linked are listed separately because they can't be documented by name.
4. Print / Save as PDF for a copy with the certification and signature lines, or Download CSV to open in Excel.

Close a project when the grant ends: existing tags stay, and no new hours can be added. Check your funder's form before submitting — requirements differ by state and program.

• Org records — every entry sponsored by your organization and its sub-organizations, with filters and Download CSV. Read-only; volunteers fix their own entries.
• Reports — choose the whole organization or one sub-organization and a date range: hours by trail system, by volunteer, by activity type, and activity detail; plus Volunteer — hours by trail system for any one volunteer (hours your organization sponsored). Print or download any of them as CSV.
• The From group activities figure shows how much of the total came from work parties.