Log hours
Recording a session that happened off the calendar, and material work.
Log hours records work that had no booking. A session log is a past session with its start and end. A material log is time spent preparing for a student or for the agency. Both go to the agency for review, the same as a completed session.
Admins can pick a Mentor to log hours for someone else.
Work already done is always logged. If it takes the student below zero, a red line says so, and VCP handles the hour overflow.
Outsourced mentors
Admins see a third kind, Outsourced, for people VCP pays who do not use Olva. Pick or add the mentor, pick the student, and enter the hours or the pay. The hours come off the student's balance and go straight to Payouts. It needs enough hours on the student's balance.
Logging a session
A student not in Olva
A student the agency has not added yet, such as a trial, is at the end of the student list as Not in Olva, for a session or for material. Picking it asks for the student's name, and an email if known. The log reads as that name, marked not in Olva, and waits for review like any other. When approving, the agency can keep it as is or move it to the student once they join.
When a booking matches
When the student has a booked session that already started within 12 hours of the logged time, the form takes its times and reads Completes your booked session. Log then completes that booking, so the hours count once. Log separately records a second session for the same day. A log that overlaps a session already recorded cannot be sent.
Fixing a log
A log stays editable until the agency approves it. Logs waiting on the agency sit under Pending review on Sessions, oldest first. Open one and pick Edit hours to change the times, length, topic, or links. A log or material logged for the wrong student can move to the right one there too. When the agency disputes a log, Resubmit opens the same form with the reason shown on top. Approved hours are locked, so a later correction goes through an admin.