The Volunteer Check-in Kiosk is a self-service check-in solution designed for a shared device, typically a tablet at your event or program. Volunteers check themselves in and out without staff assistance. It works for pre-registered volunteers and walk-up participants.
The kiosk can also capture on-site waiver signatures and new volunteer registrations.
The kiosk functions best on a tablet but also works on any desktop or laptop browser.
⏱️ This is one option for tracking hours. See all Check-In/Out tools in Hours Tracking Overview.
Administrative Setup
To create a kiosk:
Navigate to Hours & Attendance > Check-in Kiosk
Click the New Kiosk button
Set a name and choose at least one Event/Program
Click the Create Kiosk button
All settings can be adjusted after save
All settings can be adjusted after saving. After saving, a unique kiosk code is generated — you'll see it displayed at the top of the kiosk settings screen. Volunteers do not need a VolunteerLocal login to use the kiosk.
You can create multiple kiosks, or use one kiosk code across multiple devices and locations.
🎥 Video below
Configuration Options
Settings are listed here in the order they appear in the kiosk setup screen.
Name of Kiosk
- Internal identifier for each Kiosk
Events & Programs this kiosk can reference
Select which Events or Programs this kiosk applies to. You may want a dedicated kiosk per event, location, or program — or a single kiosk that references everything.
⚠️ When a new Event is created, it is not automatically added to existing kiosks. Remember to update your kiosk settings when adding new events.
Record in/out time as
Choose how check-in and check-out times are recorded:
- The exact time of check in/out — logs the actual clock time the button is tapped
- The start/end time of the shift — logs the scheduled shift time regardless of when the volunteer checks in
Check-in window
Set how many hours before and after a shift starts a volunteer can check in or join a shift via the kiosk. Volunteers outside this window will not appear in kiosk search results.
Register/apply at the kiosk
Displays an Apply Now button for volunteers not yet in your database. You can control which application fields appear on the kiosk version to keep the on-site experience fast and simple. See [Kiosk: Walk-Up Volunteers & New Registrations].
An applicant may join a shift at the kiosk (walk ups)
After applying, or if already in your database but not signed up for a shift, a volunteer can join an available shift directly from the kiosk. Requires open spots on the shift, or the shift-level overfill setting to be enabled. See [Kiosk: Walk-Up Volunteers & New Registrations].
Unsigned waivers will be surfaced to the volunteer at check-in.
Unsigned waivers will be surfaced to the volunteer at check-in for on-site completion.
‼️ Note: Volunteers with unsigned waivers will not be able to check-in. This setting is recommended.
Minor volunteers will see a prompt to resend the parent/guardian email request rather than signing directly.
List all volunteers without searching (ie, a roster)
Displays all volunteers scheduled for today within the check-in window as a list, without requiring a name search. Useful for staffed check-in stations.
‼️ Note: Roster mode removes the search bar, which disables the ability for walk-up volunteers to join a shift. See [Kiosk: Walk-Up Volunteers & New Registrations] for details on this conflict.
Instructions (placed at the top of the kiosk screen):
Add custom text or HTML that appears at the top of the volunteer-facing kiosk screen. At minimum, we recommend including:
Please enter your name to check-in
Permissions
- User permissions — This kiosk will have access to the Events/Programs that this user account can access.
- Change permissions: Transfer ownership to another admin user.
🎥 Video below
Volunteer-Facing Setup
On your event device, open a browser and navigate to:
https://kiosk.volunteerlocal.com
Enter the kiosk code displayed at the top of your kiosk settings screen. The same code can be used on multiple devices simultaneously.
When entering the code, you'll have two options:
Not let the kiosk expire (checkbox) [Recommend]
Automatically open the kiosk in the browser if the browser window is closed [Recommended]
The same code can be used on multiple devices simultaneously. You'll have the option to keep the session open for kiosks that remain available throughout the day.
How the Kiosk Displays Volunteers
Once active, the kiosk shows volunteers and check-in based on three conditions:
Scheduled volunteers
Anyone with a shift today that falls within the check-in window
Walk-up applicants
Applicants eligible to join an open shift today, if "An applicant may join a shift via the kiosk" is enabled
Self-reporting volunteers
Applicants eligible for self-reporting jobs, if Self Reporting is enabled.
👉 See How to Use and Enable Self Reporting
Privacy
The kiosk display is limited to protect volunteer privacy.
Volunteers are identified only by:
- First and last name
- Email domain (not the full address)
- Last two digits of their phone number (if provided)
Example:
Unsigned Waviers
Unsigned waivers will appear as a prompt for the volunteer to complete at check-in.
Minor volunteers will have the prompt to resend the parent/guardian email request.
👉 See Why are Volunteers missing required fields or waiver signatures?
Updating the Application for Kiosk
Your full application may have fields that slow down an on-site walk-up: date of birth, photo, full address, etc. You can hide specific fields from the kiosk version without removing them from your standard online registration.
- Go to Events & Programs > Applications
- Navigate to Registration Form
- Review each field that should remain or should be hidden from the Kiosk version of the Application
- Uncheck Show this field 'on the Kiosk' of the field should not display on the Kiosk Application
🎥 Video below [Min 2:43 New Volunteer Registration & Join a Shift at Kiosk]
Allowing Volunteers to Overfill a Shift at the Kiosk
If a shift is at capacity, volunteers won't see a join option, even if the kiosk settings allow walk-ups. To accommodate volunteers beyond the shift limit:
- Go to Events & Programs > Events & Programs
- Navigate to Shifts, click on a specific Shift to open the shift settings
- Within Additional Options, enable "Allow walk-ups to overfill this shift at the kiosk"
- Click Save changes
This is a per-shift setting, not a kiosk-level setting. You can enable it selectively for shifts where you're willing to accept extras.
🎥 Video below
List all volunteers without searching (Roster Mode)
Roster Mode displays all volunteers scheduled for today as a list, without requiring a name search. It's useful for staffed check-in stations where someone is managing the screen.
However: Roster Mode removes the search bar. Without the search bar, walk-up volunteers cannot find themselves, which means they can't join a shift, even if availability or overfill is enabled. The "Apply Now" button remains visible, but after the application is submitted, they will not be able to 'Join a Shift'
Choose one based on your primary use case:
- Roster Mode ON — best for checking in pre-registered volunteers
- Roster Mode OFF — required if you want walk-ups to self-serve and join shifts
Troubleshooting
A volunteer isn't showing up
The kiosk only displays shifts scheduled for today, and within the check-in window of time. Confirm the shift date matches the current date.
A shift isn't appearing
Kiosks follow the event's time zone and the following Event & Job-level requirements:
- Status: Ensure the volunteer has the aligned status requirement (if enabled)
- Age Requirements: Review the volunteer has the correct birthdate associated with the Job (if enabled)
- Qualifications: Ensure the volunteer has the aligned Job Qualifications (if enabled)
Walk-up volunteer can't join a shift
Is the shift full? Do you allow walk-ups to overfill shifts?