❖ Heads up! This article is intended for site managers. If you're an agency manager, click here.

Your site offers several great ways for you and agency managers to manage volunteers and their hours. With the Check-In Kiosk, your volunteers can check in and out for shifts and Needs on their own. The kiosk automatically calculates and submits the volunteers' hours based on their check-in and out times. This tool makes it easier to track your volunteers and saves them from having to log back into your site at a later time to log those hours! In this article, we cover:

• How to set up your Check-In Kiosk
  • How to set up your time zone settings
• How to launch your Check-In Kiosk
• The volunteer perspective
  • How volunteers check in for Needs
  • How volunteers check out for Needs
• Check-In Kiosk FAQ

ⓘ So you know: Some sites have language overrides in place. This means you might see Programs in place of Agencies, Opportunities in place of Needs, or even Prerequisites in place of Qualifications. Contact us to request your own language overrides! 

How to set up your Check-In Kiosk

You may have already established your time zone settings as you were setting up your site. This is important since your time zone settings display on the page when you or a user launches the kiosk:

To get started:  

1. Go to Settings > Main Settings. 

2. Scroll until you see Check-In Kiosk. 

3. Select the settings you want applied to your Check-In Kiosk and personalize the front page message volunteers see when they log into the kiosk. 

• Show needs from all agencies: By default, volunteers can only see the Needs assigned to the agency that the kiosk was launched from. You can choose to have all Needs displayed when a user launches the kiosk regardless of what agency it was launched from. This lets them check in and view those Needs. 
  • To have all Needs displayed, select Yes from the dropdown menu. 

• Kiosk front page message: This is the message that volunteers see when they launch the kiosk. We recommend changing the wording to better reflect your organization.
  • For example, if your organization's name is Volunteer Space, then we recommend changing it to: You'll need a Volunteer Space account... 
  • You can also personalize this with a welcome message or anything you'd like as the front page message for your volunteers. 

4. Be sure to click Update Settings to save your changes!

How to set up your time zone settings

To get started: 

1. Go to Settings > Main Settings. 

2. Scroll until you see Time Zone Settings. 

3. Here, you can set up your default and display time zone settings. 

4. Don't forget to click Update Settings to save your changes!

• Default time zone: Select your organization's time zone for it to appear in the kiosk.
  

How to launch your Check-In Kiosk

You can access the Check-in Kiosk from the Agencies area of your site. To get started: 

1. Go to Volunteerism > Agencies.  

2. Select the Agency you want to launch the Check-In Kiosk for. 

3. Click the Check-in Kiosk button beside your agency's title on the Edit Agency page. 

4. Click Continue when the popup appears. 

ⓘ So you know: When you launch the Check-In Kiosk, you're logged out of your site. 

The volunteer perspective

Once you or an agency manager has set up the kiosk on a device at the Need location, volunteers can start checking in and out of Needs! 

How volunteers check in for Needs

1. Volunteers can either log into their account or create a new one. 

• If they click I Have An Account, then they're prompted to look up their account by Mobile Number, Email Address, or Name. 
  • After they enter their information, they'll be asked to confirm their account before moving forward to the check in page. 

• If they click Create An Account, then they're taken to the Create an Account page. 

2. Once they're logged in, they can start checking in or out for shifts. 

• The kiosk only shows shifts that are scheduled within the next seven days. 

3. Volunteers can click Check In for the shift they're checking in for. 

• They can also click View Other Needs or review past shifts by clicking Show Previous Shifts as applicable. 

• If they click View Other Needs it
•  takes them to a page with additional available Needs that they can check-in for, even if they didn't respond to them already. 

• They can click View Details for a Need and then Check In to respond to it and check in for it at the same time. 

• If a Need has a required qualification to respond to it, then volunteers must complete the qualification before they can View Details and Check In for a Need. 
  • This must be accomplished through their profile and can't be done in the kiosk. 
  • The qualification must be submitted and approved before they can proceed. 
  • To learn more about qualifications, click here. 

• If the qualification has a waiver, then the volunteers can go ahead and e-sign that waiver to complete the qualification at check in through the kiosk. 

• They'll be asked to enter their birthday so they can be directed to the correct waiver—i.e., adults vs. minor waiver. 
  • Click here to learn more about waivers. 

• Once they sign the waiver and it's approved, the View Details button appears for the Needs the waiver is associated with. 
  • From there, they can continue with the respond and check in process. 
    

4. On the Self Check-In page, volunteers can opt to Check in Now, Check in with the Shift Start Time, or Check in with a Custom Time. 

5. Did they bring a friend that doesn't have an account? No worries! They can click Yes under Plus-one Hours to track that volunteer contribution! 

• This attaches those plus-one hours to the volunteer's account that's signed in to the kiosk.

6. When they're done, they just click Check In. 

• A window pops up with their check-in time details—click Done to be taken back to the start.

How volunteers check out for Needs

Volunteers check out from Needs on the kiosk by logging back in and following the kiosk prompts: 

• On the Self Check-Out page, they select their check out time, answer any required or optional hours questions, and click Check Out to finish. 

• Click Done to be taken back to the start. 

Check-In Kiosk FAQ

Are you, your agency managers, or volunteers not seeing their Needs in the Check-In Kiosk? There are a few reasons why this might happen. Here are a few things to consider when determining why a Need isn't showing in the kiosk: 

• Check to see that the Need hasn't expired. 
  • If the Need or Need shift date has passed, then the Need doesn't appear in the kiosk. 
  • Does the volunteer want to add hours for this Need? They can from the Track Hours area of their volunteer profile! 
    • Remember, you, other site managers, and agency managers can also add hours on behalf of volunteers if necessary. 
• See if the Need occurs within the next week. 
  • Needs only appear in the kiosk if they're scheduled to occur within the next seven days. 
  • Does the volunteer want to sign up for something in the future? They can from the Needs area of the site! 
    • Remember, you, other site managers, and agency managers can also manually add responses for volunteers. 
• Does the Need have hours already associated with it? 
  • If the Hours field is left blank or if "0" was entered when the Need was created, then it won't appear in the kiosk. 
• Is the Need full? 
  • If the Need is at full capacity, then it won't be available for sign-up in the kiosk. 

ⓘ So you know: If the volunteer already signed up for the Need, then they can check in to it. 

• Is the Need set to private? 
  • Private Needs aren't available in the kiosk, unless: 
    • The private Need is assigned to a user group and the volunteer is a user group member. 
    • User group members can check in for it with the kiosk. 
    • The Need appears with a lock icon. 
    • All other volunteers won't be able to sign up for it.