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Non-Profit and Third Sector — Certify Every Hour and Every Euro for Your Funders ​

Your social cooperative has won a publicly funded grant. The project calls for 12,000 service hours over 18 months, distributed among 25 operators across 4 locations. Every quarter the grant auditor wants to see: how many hours were delivered, by whom, where, and at what cost. Today you reconstruct everything from Excel spreadsheets and paper registers. A counting error can mean returning the funding.

This scenario is common across social cooperatives, NGOs, associations, foundations, and any third-sector organization managing projects funded by public grants — national recovery funds, EU programs, regional funds, private contributions. Reporting is the central requirement: proving that every declared hour was actually delivered, at which location, by which operator.

With RevasOS, attendance is digitally certified via NFC tags or QR codes, hours are linked to the specific grant, and auditor reports are exported in a few clicks. No manual reconstruction, no paper sign-in sheets to transcribe.

This guide is for the administrative lead or director of a non-profit organization who needs to configure the system, onboard the team, and manage periodic reporting.

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Certified attendance

NFC tags and QR codes: certified data on who was present, where, and when.

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Hours by project or grant

How to link hours to a specific grant and produce reports for auditors.

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Export for funders

CSV, Excel: the data in the format required by the funding body.

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Workforce management

Operator records, contracts, payroll export.

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Setup — What to prepare before launch ​

Before starting attendance tracking with the team, complete the preparation phase. The goal is to arrive at day one with everything in place: locations, operators, grants.

Create service locations ​

Every place where your operators deliver services — day centers, territorial offices, operational sites, residential communities — becomes a workplace in the Timecards app.

  1. Open the Timecards app in RevasOS.
  2. Go to Settings → Workplaces.
  3. Create a workplace for each operational point, with name and address.
  4. Enable the desired certification services (NFC, QR code, GPS).

Place an NFC tag or printed QR code at every location, in a visible and accessible spot.

Configure clock-in without login ​

Many third-sector operators do not have a company email. RevasOS supports clock-in without login through a dedicated app activated with a device code.

  1. The operator installs the native clocking app on their smartphone.
  2. The operator shares the device identification code with you.
  3. You open the Contacts app, search for the collaborator, click Operations → Enable device for clocking, and enter the code.

Create projects/grants in the system ​

Every grant or funded project becomes a project in RevasOS. Under each project, create tasks corresponding to the activities specified in the grant (e.g. "Home care assistance", "Employment desk", "Inclusion workshop").

This lets operators link their hours to the specific grant and to the individual activity — the data the auditor needs.

Certified attendance — The foundation for reporting ​

Attendance certification is the cornerstone of all third-sector reporting. A digitally certified record has greater evidentiary value than a paper sign-in sheet, because it includes information that cannot be retroactively modified: operator identity, exact date and time, service location.

How NFC timestamps certify who, where, when ​

Every timestamp produces a certified record that includes:

FieldDescription
OperatorCollaborator identity (from account or enabled device)
Date and timeExact clock-in and clock-out time
Service locationPre-filled from the NFC tag or QR code — not editable
CertificationsStatus of NFC, GPS, and digital signature (green if valid)

The data cannot be altered retroactively. If an operator forgets to clock in, the missing record is visible on the dashboard and can be addressed with a tracked correction.

Why digital data is more reliable than paper sign-in sheets ​

Paper sign-in sheetRevasOS digital timestamp
Signatures reconstructed from memoryReal-time registration
No location dataLocation certified by NFC tag/QR code
Sheets lost or illegibleData archived digitally
No time guaranteeTime certified and non-editable
Difficult to exportExport to CSV/Excel with one click

For funding bodies and for compliance purposes, the difference is substantial: digital data produces defensible documentation that withstands audits.

Hours by project or grant — Tracking for reporting ​

Certified attendance proves the operator was on site. Hours by grant prove which project they were working on. This is the second piece of information the auditor asks for: not just "they were present", but "they were delivering the service specified by grant X".

Every operator, at the end of the day, logs their hours in Timesheets linked to the task of the grant they worked on:

  1. Opens the Timesheets app.
  2. In the Quick task time entry view, sees assigned tasks organized by day.
  3. Enters hours next to each task.
  4. Saves.

If an operator works on multiple grants in the same day (e.g. morning on the "Employment desk" of the national grant, afternoon on the "Inclusion workshop" of the regional grant), they enter hours for both tasks separately.

Managing operators working across multiple grants ​

In non-profit organizations it is common for the same operator to be employed on multiple funded projects simultaneously. The system handles this natively:

  • Every operator can have tasks assigned from multiple projects.
  • Hours are logged against a specific task, not a generic project.
  • Reports automatically distinguish hours by grant.

If a single block of hours needs to be split across tasks:

  1. Open the entry to split.
  2. Choose Split.
  3. Distribute the hours across tasks from different grants.
  4. Save.

Hours report by grant — Ready for the auditor ​

The project hours report shows the aggregated data: how many hours were delivered on that grant, by which operators, over which period. This is the primary document for quarterly or semi-annual reporting.

  1. Open the Timesheets app.
  2. Go to Report → View the monthly report.
  3. Filter by project (the grant) and by period.
  4. The report shows: hours by operator, hours by task, total hours for the grant.

Export for funding bodies ​

At every reporting deadline, you need to produce the files that the auditor or funding body requires. RevasOS lets you export data in standard formats, ready to be included in the grant documentation.

How to export ​

  1. Open the Timesheets app.
  2. Go to My time entries → More → Export time entries.
  3. Choose the format: CSV, Excel, or JSON.
  4. Set the filters:
    • Date range: the reporting period (quarter, semester).
    • Contact: leave empty for all operators, or select a specific name.
  5. Confirm. The file is sent via email.

The export includes for each entry: operator, date, start time, end time, duration, workplace, and linked task and project.

How to produce data for the auditor ​

Data the auditor needsHow to produce it in RevasOS
Total hours delivered per grantMonthly report filtered by project
Hours per individual operatorMonthly report filtered by contact
Attendance by locationExport with "Workplace" column
Attendance with GPS/NFC certificationExport with certification status columns
Expenses incurred for the grantExpense export from the Reimbursements app, filtered by project

Archiving data for future audits ​

Funding bodies may request documentation years after the grant closes. We recommend:

Workforce management in the non-profit context ​

Non-profit organizations often manage staff with diverse contract types: permanent employees, project-based contracts, freelancers, volunteers. RevasOS lets you manage the records for all of them, with the necessary distinctions.

Operator records with contract details ​

Every operator is added to the organization with their personal data:

  1. Open the Contacts app and add the collaborator.
  2. In the Workforce app, assign the work schedule that reflects their employment type (full-time, part-time, project-based).
  3. If the hourly cost is relevant for grant reporting, configure it at the collaborator level.

The work schedule is required for calculating hour balances and leave balances. Without it, the system cannot distinguish between hours worked and hours missing.

Volunteers and external collaborators ​

For volunteers who clock attendance but do not have a formal employment contract, you can:

  • Add them as collaborators in the organization.
  • Not assign a work schedule (the system records attendance without calculating balances).
  • Use clock-in without login if they do not have a company email.

This way, volunteer attendance is tracked and certified just like that of employees, but without generating contractual data that does not apply.

Export for payroll ​

For employees with a formal contract, the attendance export for the payroll accountant follows the same flow as any other organization:

  1. Export attendance from Timesheets in CSV or Excel.
  2. Send the file to the payroll accountant with the period data.

For a detailed guide on the full payroll flow, see the dedicated use case:

The path to full grant control ​

When tracked hours are no longer enough and you need a complete financial picture of the grant — budget by work package, direct costs, supplier invoices, remaining margin — RevasOS provides the tools to move to the next level without changing platforms.

With the Project Management modules you can:

  • Configure a budget by work package for the grant, with hourly costs per role and planned external costs.
  • See the grant's Financial Report in real time: delivered hours × hourly cost + expenses + supplier invoices = total actual cost.
  • Issue invoices linked to the project for interim payments and the final balance.

The data your team has already tracked — attendance, hours by task, expenses — automatically flows into the project budgets. No migration, no re-entry.

Periodic reporting checklist ​

Quick reference ​

Key concepts ​

Roles and permissions ​