A single QR Code can be used for the Volunteer check-in / out process. This method will require volunteers to use their mobile device to scan a QR code at check-in.
⏱️ This is one option for tracking hours. See all Check-In/Out tools in Hours Tracking Overview.
Enable Volunteer-scanned QR code Check-in/out
- From the menu bar, navigate to Events & Programs > Events & Programs
- 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 Volunteer-scanned QR Code
- Enable the toggle, Allow volunteers to check in by scanning a QR code
- Click the Save changes button
This will generate a QR code for this specific Event/Program
🖨️ Print or display this QR code to be used at your check-in area for your Event/Program
Check-in Options & Process
This method requires the volunteer to scan a QR code. Please consider your volunteer's technical capabilities when implementing this method.
Option 1: No validation (recommended)
Process:
The volunteer scans the QR code at check-in.
A screen appears on their mobile device prompting the volunteer to enter their Email and First Name.
If the volunteer is registered for a shift today and is within the check-in window, they will be presented with the option to check in for that shift.
The volunteer will click the check-in button, and the time will be recorded
Option 2: Require the volunteer to validate who they are
Process:
The volunteer scans the QR code at check-in.
A screen appears prompting them to enter their Email and First Name.
A PIN is sent to the volunteer’s email address.
The volunteer retrieves the PIN from their email.
The volunteer returns to their mobile browser and enters the PIN.
If the volunteer is registered for a shift today and is within the check-in window, they will be presented with the option to check in for that shift.
The volunteer will click the check-in button, and the time will be recorded
💡 Tip: If a volunteer already has their profile open on their device, they won’t need to enter any information and will be taken directly to check-in. Consider sending a reminder text or email before the shift with the {volunteer profile link}, encouraging volunteers to open their profile in advance to take advantage of this shortcut.
| {first name}, Your volunteer shift is in 15 minutes! Open your profile for easy check-in: {volunteer profile link} |
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 check 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 will 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 email template to be sent to the volunteer when they attempt to check in by following these steps:
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,
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