Please note: enabling check-in check-out does not automate any volunteering time or data. A volunteer report is still required to capture this information.
The check-in and check-out feature is often used for lone working or at events. It helps coordinators know when a volunteer is present and when they have left.
Enable check in check out
To get started with our check-in check-out feature for your volunteers, first select the mission template which you'd like to have this functionality.
Once you have your Mission template, enable shift management and then the shift attendance toggle. Select preferences for the following options:
Early check-in
Select the time in which you're happy for volunteers to check in early for their shift.
Auto check-out
Select the timeframe for automatically checking out a volunteer from their shift.
If a volunteer has been automatically checked out, the attendance record will be flagged. More information on this is below.
Shift reminders
Enable shift and report reminders at a timeframe which suits the activity type.
Managing check-in check-out
To view or manage your shift check-in check-out's visit the shift you'd like to manage and click 'View attendance'.
Staff users can check in a volunteer on their behalf from the staff dashboard by clicking the pencil icon, see below. The volunteer will be notified on their Volunteero account when you check them in, and you can also add a check-out time there.
If a volunteer is automatically checked out of a shift, a flag will appear on their attendance record. Staff can tick the ‘signed off’ box to confirm they’ve followed up with the volunteer or to verify the record.
Editing check-in times
Staff users can edit check-in, and check-out times for volunteers by clicking the little pencil icon in the attendance section.
You can always view the volunteer-reported attendance at the bottom of the editing screen and update the attendance time as needed.
To make this easier, use ‘Set to event start/end’ or ‘Set to now’ to quickly fill in the current time and date. If you want to revert to the volunteer’s original report, click ‘Set as check-in’ or ‘Set as check-out’.
Activity Log
Filter the activity log to view check-in, check-out activity by staff and volunteers, including sign off by staff users.
Volunteer experience
Volunteer claims (or is assigned too) their shift(s) on the Volunteero app.
If enabled on the management dashboard, the Volunteero app will prompt a volunteer to check in at the start time of a shift
(Volunteers can check in early to shifts that haven't started at a time specified on the management dashboard)
Volunteer confirms check-in to shift
Generates ongoing banner on the app for the shift they are checked in for.
Volunteer checks out when shift is complete.
Volunteer is prompted to complete a report, this report will auto-populate the volunteer time (if asked in the report template) but can be adjusted by the volunteer manually before submitting.
If a volunteer forgets to check out, they will be automatically checked out at the time specific in the mission template. The volunteer won't be prompted about this, but the management dashboard will flag they have been automatically checked out.
QR Code and Check In Kiosk
You can require volunteers to check in using a QR code. This ensures no one can check in without attending the shift. This is often used at events but can be useful for other volunteering activities as well. To enable the QR code feature enable the following button in the additional settings.
When you have created your shifts you can go to the individual shift and generate a QR code. You can download and print the QR code.
Alternatively to downloading the QR code you can also set up a check in kiosk. This way you can display the QR code on your laptop or tablet on the location and volunteers can check in with you. You can open up the Kiosk here after you have enabled the QR code in the additional settings.
This opens up a new tab and it will display the upcoming shifts. Please bare in mind that shifts are shown up to 8 hours before check-in starts.
After selecting the shift the QR Code will be generated and you can use this with your volunteers.
Video Tutorial
As always, if you require any additional support from our team to enable this feature, please don't hesitate to reach out to us at support@volunteero.org. We really appreciate your thoughts and feedback on our features!