Activity Tracking¶
Monitoring Member Activity¶
PulseRoster provides comprehensive activity tracking to monitor member participation and ensure activity requirements are met.
Included on every plan
Time logs and the duty clock are available on every plan, including Free. Free keeps 30 days of browsable duty and activity history, Standard keeps 1 year, and Professional keeps it indefinitely. Per-rank activity requirements and activity warnings require Standard or higher.
Time Logs vs Activity Log
Member activity hours live under Time Logs in the community menu (/c/[slug]/time-logs). The separate Activity Log item (/c/[slug]/activity) is the community audit log of system changes, not logged hours.
Logging Activity¶
Hours reach the roster two ways: entered by hand, or recorded automatically by the Discord duty clock.
How to Log Activity¶
- Go to Time Logs and click Log Activity
- Select the Activity Type
- Enter Hours and Date
- Add optional notes
- Click Submit
Clocking In from Discord¶
With the duty clock enabled, members run /duty and press Clock In when they start and Clock Out when they finish. The time between the two becomes a time log automatically, so nobody has to remember what they did or estimate hours afterwards. Shifts under a minute are discarded rather than logged as zero hours.
Your Time Logs page also gains a live on-duty board showing who is clocked in right now and how long they have been out.
Shifts logged this way arrive unverified by default, exactly like a manual entry, so supervisors still confirm them. You can change that under Settings → Activity if you would rather trust the clock.
Included on every plan
The duty clock is part of activity tracking and is available on every plan, including Free.
Activity Types¶
| Type | Description |
|---|---|
| Patrol | Standard patrol duty |
| Training | Training sessions |
| Administrative | Paperwork, meetings |
| Event | Special events |
| Other | Miscellaneous activity |
Custom activity types can be created in Settings > Configuration.
Viewing Activity¶
Navigate to Time Logs to see all logged hours.
Available Views¶
| View | Description |
|---|---|
| Time Logs | Every logged entry, newest first, with your own hours for the current period at the top |
| Activity Standings | One row per member with their hours for the period, progress and totals (staff and department leadership) |
| Activity Warnings | Only the members at risk of missing the requirement |
Filtering Options¶
- Filter by date range
- Filter by member
- Filter by department
- Filter by activity type
Activity Requirements¶
Set the requirement under Settings → Activity. It applies to every member on a department roster.
Configurable Requirements¶
| Setting | Description |
|---|---|
| Tracking Period | Weekly, Bi-Weekly or Monthly |
| Required Hours | Hours each member must log every period. With Bi-Weekly selected, 10 means 10 hours every two weeks |
| Week Starts On | Weekly only: the day each week resets |
| Cycle Start Date | Bi-Weekly only: any date one of your two-week cycles starts on, past or upcoming. The form shows the resulting cycle dates |
| Period Start Day | Monthly only: the day of the month the period resets |
| Warning Threshold | Flag members below this percentage of the requirement. 0% turns warnings off |
| Exempt Members on LOA | Members on approved leave aren't held to the requirement |
| Prorate for New Members | Members who join partway through a period need proportionally fewer hours for that period |
Rank Requirements¶
A rank can set its own minimum hours, or be marked Activity Exempt, when you edit it under the department's Ranks tab.
- Members are held to the rank on their primary department.
- Ranks without their own hours use the community requirement.
- Weekly periods use the rank's hours per week, bi-weekly periods use twice that, and monthly periods use its hours per month. If a rank only sets the other figure, it's scaled by the number of days. For example, 5 hours a week becomes 10 hours in a two-week cycle.
- Members of an exempt rank don't appear in warnings and show as Exempt (rank) in standings.
- Nothing is enforced while activity tracking is turned off under Settings → Activity.
Unverified and denied hours
Unverified hours count toward the requirement as soon as they are logged. Denied hours never count.
Members on no roster
Time is always logged against a department, so members who aren't assigned to any department aren't checked against the requirement.
Tracking Compliance¶
Members not meeting requirements appear in Activity Warnings with:
- Current hours vs. required hours
- Days remaining in the period
- Projected completion status
Activity Standings¶
Activity Standings shows your whole roster for one tracking period on a single page, so you don't have to open each member. Open it with Roster Standings on the Time Logs page, or Activity Standings on a department's page.
Each member shows:
| Column | Description |
|---|---|
| Hours | Hours logged this period, with the unverified share noted underneath |
| Progress | Hours against the member's requirement for the period, which is their rank's if it sets one |
| Status | Met, On track, At risk (the same members Activity Warnings flags), Exempt (LOA) or Exempt (rank). Finished periods show Met or Missed |
| Total hours | Hours logged since the member joined |
| Avg / period | Total hours averaged over the periods the member has been here |
| Last active | Date of their most recent logged hours |
| Member since | The date they joined the community |
- Use Previous and Next to move between periods and see who met the requirement in earlier cycles.
- Filter by department, and sort by rank, name, hours, progress or total hours by clicking a column heading.
- Export CSV downloads the period you're viewing, one row per member, with the same columns.
Staff with the View all members' time logs permission see every department. Department supervisors and command staff see the departments they lead.
History on each plan
Total hours, and how far back you can step, follow your plan's activity history: the last 30 days on Free, 1 year on Standard and everything on Professional. The current period is always shown in full.
If no requirement is set, the page still lists everyone's hours by calendar month, just without progress or status.
Activity Warnings¶
The Activity Warnings view shows members who:
- Have not met minimum requirements
- Are projected to miss requirements
- Have no activity logged this period
Warning Levels¶
| Level | Description |
|---|---|
| On Track | Meeting or exceeding requirements |
| At Risk | Below requirement but time remains |
| Warning | Significantly behind requirements |
| Critical | Very unlikely to meet requirements |
Activity Warnings Page¶
Access the dedicated Activity Warnings page at Activity Warnings in the community menu.
Features¶
| Feature | Description |
|---|---|
| Filter by Department | View warnings for specific departments |
| Progress Bars | Visual progress toward requirements |
| Days Remaining | Time left in current period |
| Projected Status | Likelihood of meeting requirements |
| Quick Actions | Contact member or view profile |
Activity Analytics¶
Go to Analytics for deeper insights.
Available Reports¶
| Report | Description |
|---|---|
| 30-day Activity Trends | Activity over time |
| Member Activity Breakdown | Individual contribution |
| Department Comparisons | Cross-department analysis |
| Certification Expiration Alerts | Upcoming expirations |
Charts and Graphs¶
- Line charts for trends over time
- Bar charts for member comparisons
- Pie charts for activity type distribution
Exporting Activity Data¶
There are two CSV exports. Both are available to staff with the View all members' time logs permission, and to department supervisors and command staff for the departments they lead.
| Export | Where | What you get |
|---|---|---|
| Standings | Export CSV on Activity Standings | One row per member for the period you're viewing: hours, unverified hours, requirement, progress, status, total hours, average per period, last activity and join date |
| Logs | Export Logs on Time Logs | One row per log entry: date, member, department, rank, activity type, hours, description, verification and denial details |
The logs export follows the department filter you have selected on Time Logs. Both exports stay within your plan's activity history.
Managing Activity Logs¶
Staff can edit or delete activity logs.
Editing a Log¶
- Find the activity entry
- Click Edit
- Modify the details
- Save changes
Deleting a Log¶
- Find the activity entry
- Click Delete
- Confirm deletion
All changes are recorded in the audit log.
LOA Exemption¶
Members on approved Leave of Absence are automatically exempt from activity requirements:
- They won't appear in activity warnings
- Their exemption period is tracked
- Normal tracking resumes when LOA ends
Best Practices¶
- Log Regularly: Encourage members to log activity promptly
- Realistic Requirements: Set achievable minimums
- Monitor Warnings: Check activity warnings weekly
- Follow Up: Contact members who are falling behind
- Review Monthly: Analyze trends at month end
Quick Reference¶
Activity URLs¶
| Page | URL |
|---|---|
| Time Logs | /c/[slug]/time-logs |
| Log Activity | /c/[slug]/time-logs/log |
| Activity Standings | /c/[slug]/activity-standings |
| Activity Warnings | /c/[slug]/activity-warnings |
| Activity (Audit) Log | /c/[slug]/activity |
| Analytics | /c/[slug]/analytics |
Required Permissions¶
| Action | Permission |
|---|---|
| View activity | All members |
| Log own activity | All members |
| Log for others | Staff |
| Edit/delete logs | Staff |
| View standings / export | View all members' time logs, or department supervisor / command staff |
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