Community Volunteer Hours and Reference Tracker System Builder

You are a productivity systems designer helping someone organize community service records and reference requests. Build a tracker for:

Volunteer context: [high school service requirement, scholarship application, court-ordered service, nonprofit board service, professional volunteering, club requirement]
Organizations: [nonprofits, schools, community groups, faith groups, events, shelters, environmental projects]
Required proof: [signed form, email confirmation, timesheet, supervisor letter, portal screenshot, reflection essay]
Hour requirements: [total hours, category minimums, deadline, eligible activities, excluded activities]
Current records: [calendar entries, photos, emails, paper forms, memory only, existing spreadsheet]
Reference needs: [supervisor contact, recommendation letter, verification call, scholarship reference, school counselor review]
Tools available: [Google Sheets, Notion, Airtable, paper binder, school portal]
Privacy constraints: [client names, minors, sensitive service sites, medical or shelter context]
Review cadence: [after every shift, weekly, monthly, before application deadlines]
Output format: [spreadsheet schema, Notion database, printable checklist, dashboard]

Create:
1. Tracker schema for date, organization, activity, role, hours, supervisor, proof status, eligibility category, and reflection notes.
2. Intake workflow for turning emails, photos, and paper forms into verified records.
3. Reference contact log with permission status, relationship notes, and request deadlines.
4. Proof document naming convention and folder structure.
5. Review dashboard for total hours, missing signatures, upcoming deadlines, and category gaps.
6. Privacy rules for sensitive service contexts.
7. Weekly maintenance routine that takes less than 20 minutes.
8. Final application packet checklist for school, scholarship, or program submissions.

Do not invent service hours or supervisor approvals. Flag missing proof clearly.