Overview

A Claim Hours Form Policy lets an Administrator require Users to complete a form before their claimed hours are accepted for an Opportunity. This is useful for collecting a waiver, a sign-off, or other check-out information at the moment a User logs their hours.

This article covers requiring forms or waivers at hours claiming. If you only want a free-text note at hours claiming, see the article "How Does the Claim Hours Note Work for Opportunities on Vome?"

1. What is a Claim Hours Form Policy?

It connects a Form Submission Policy to a specific Opportunity for the moment a User claims their hours. When enabled, a User cannot complete their hour claim until they fill out the form rules you set for check-out / claiming hours. If no policy is linked, or the policy is disabled, Users can claim hours without filling out any form.

2. How is this different from other Form Submission Policies?

Form Submission Policies can collect information at different stages, such as when a User signs up or checks in. A Claim Hours Form Policy focuses only on the claiming-hours stage. Even if the underlying policy contains rules for other stages, only the Check-out / Claiming Hours rules are enforced when a User claims hours.

3. How do I set up a Claim Hours Form Policy?

There are two steps. First, create or select a Form Submission Policy that includes your Check-out / Claiming Hours rules. Second, link that policy to the Opportunity and set its status to Enabled. You can update or remove the link at any time. Setting it to Disabled, or removing it, means hour claims will no longer require a form.

4. Which forms are required when a User claims hours?

Only the Check-out / Claiming Hours rules from the linked policy. If a rule is marked as required, the User must complete it before their hour claim is accepted, and all required check-out rules must be completed.

5. What does the User experience look like?

When a User claims hours for an Opportunity with an enabled Claim Hours Form Policy, they are prompted to complete the required check-out forms, and their claim is only accepted once all required forms are submitted. If the User has already submitted a valid response earlier, for example a one-time or recurring form, the system recognizes it and applies it automatically so they are not asked again.

6. Are the form responses tracked for reporting?

Yes. Each form response is linked to the specific shift the User claimed hours for, so you have an accurate record of exactly which response was used for each hour claim. This supports clean reporting and auditing.

7. Does the policy have to belong to my organization?

Yes. The Form Submission Policy you link must belong to your institution.

8. How is this different from the Claim Hours Note?

The Note is a single free-text box a User types into. A Claim Hours Form Policy requires structured forms or waivers to be completed. They are independent and can both apply to the same Opportunity, or neither.