Check-in Method: Administratively-scanned QR Codes – VolunteerLocal

Volunteers receive a unique QR code available on their profile and/or email.

To check in, authorized individuals (staff, leaders, or approved volunteers) use their own device with an access code created within the Event or Program to scan and check in volunteers.

⏱️ This is one option for tracking hours. See all Check-In/Out tools in Hours Tracking Overview.

Enable Administratively-scanned QR code Check-in/out

From the menu bar, navigate to Events & Programs > Events & Programs
From the Events & Programs view, scroll to your Event or Program, click Edit Detail
From the Edit Detail view, scroll to Check-in/out Options (near the bottom)
Within Check-in/out Options, navigate to Administratively-scanned QR Codes
Enable the toggle, Display a QR code on volunteers' web-based profile to be used for check in
Next, click the +Create access codes button to create as many codes as you may need
Click the Save changes button

Distributing QR Codes to Volunteers

You have two display options. When the feature is enabled, the QR code will display on their profile and mobile app as long as those settings are also enabled.

Option One: (Default) Web-Based Profile & VolunteerLocal Mobile App

The QR code will appear directly on the volunteer’s profile:

Web view & Mobile app view:

Option 2: Send an Email to the Volunteer with their QR Code

This option allows you to distribute the volunteer’s QR code in addition to displaying it on their profile or in the mobile app. You can send the QR code via email using an email template, shift reminder, or broadcast message. You'll use the {event qr code} smart tag so the QR code appears correctly in the email message.

Example Email Message:

Hi {first name},

You have an upcoming shift for {event name}.

{job info}

Please have the following QR code ready to display at Volunteer Check-In:

{event qr code}

Option 3: Send an SMS/Text Message with the Volunteer Profile link

Please note that the {event qr code} smart tag does not function in an SMS/Text Message. As an alternative, you can send an SMS/Text Message containing the {volunteer profile link} which will display the volunteer's shifts and QR code.

Example SMS/Text Message:

Hi {first name}, your volunteer shift is in 15 minutes. Click below to have your QR code ready!
{volunteer profile link}

💡 This works well as a shift reminder!

Check-In Process

Be sure to provide the individuals who are responsible for scanning/checking-in volunteers the access codes created above. These codes do not provide access to your VolunteerLocal account.

Process:

The individual opens the camera on their mobile device to scan the volunteer’s QR code from the volunteer’s profile, mobile app, or email.
They are prompted to enter the access code on their mobile device.

They will only need to enter this once.
If the volunteer is registered for a shift today and is within the check-in window, the shift will appear with a Check-In button.
The individual clicks the Check-In button, and the time is recorded.
The individual can then open their camera to scan the next volunteer’s QR code.

Here is a video to share with your check-in team

Check-in window of time & Check-out options

Check-in window of time

This setting determines when the check-in button becomes available for the volunteer to be checked in for the shift. You can adjust it by following these steps:

From the menu bar, navigate to Events & Programs > Events & Programs
From the Events & Programs view, scroll to your Event or Program, click Edit Detail
From the Edit Detail view, scroll to Check-in/out Options (near the bottom)
Within Check-in/out Options, navigate to Check-in window of time
Adjust how many hours before and after the volunteer’s shift the check-in button should be available
Click the Save changes button

Automatic Check-out

The check-out process works similarly to check-in. Alternatively, you can enable Automatic Check-out, which will check out a volunteer automatically when their shift is scheduled to end.

👉 Note: Yes, volunteers can still check out early even if Automatic Check-out is enabled.

Check-out Email Template

You can send an email when a volunteer has checked out, either manually or automatically.
To set this up:

First, create your Email template
Select the template within the Event/Program's Check-out settings

Missing Waiver or Disclaimer Signatures

The volunteer may not be able to check in for a shift if they are missing a waiver or disclaimer signature on the Event or Application. You can enable an administrative override to allow check-in despite a missing signature, and/or set up an automated email template to be sent to the volunteer when they attempt to check in.

Enabling Override: Allow check-in with Missing Waiver or Disclaimer Signatures

From the menu bar, navigate to Account > Settings
From Setting, scroll to Check-in/out Options, click to expand
Enable the toggle Allow the volunteer to check into a shift even if the waiver/disclaimer is not signed
Click the Save Check-in/out Options button

Enable email template for Missing Waiver or Disclaimer Signatures

Step One: Create an Email Template

Navigate to Communicate > Email Templates

Click New Template at the top right of the page

Suggested copy:

Hello {first name},

Please take a moment to complete your volunteer profile by clicking the link below. From there, you'll be able to fill in any missing required fields, review your information, and sign the waiver:

{volunteer profile link}

Thank you,

✏️ Learn more about creating an Email template

Step Two: Enable the Email Template upon Check-in

From the menu bar, navigate to Account > Settings
From Setting, scroll to Check-in/out Options, click to expand
Select the template from the dropdown
Click the Save Check-in/out Options button