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Check Volunteers In and Out

Goal: Capture who actually showed up — and for how long — so when you close the event, hours are accurate.

Start the event​

Before the first volunteer arrives, start the event. Starting:

  • Locks future registrations (configurable per event)
  • Opens the day-of dashboard
  • Enables check-in actions

You can reopen registration at any time if needed.

Check-in options​

Pick the method that fits your event size and setup:

  • Self check-in — volunteers tap a button on their phone when they arrive (shortest line, requires they're logged in)
  • Coordinator check-in — a coordinator marks each volunteer in from the registrations list (best for small events or when you want to greet everyone)
  • Bulk check-in — select many registrants and check them all in at once (useful when a corporate group arrives together)
  • QR check-in — each registration has a QR code in the volunteer's confirmation; scan it at a check-in station to mark them in instantly (fastest for high-volume events)

Day-of dashboard​

The dashboard surfaces:

  • Total expected vs. checked in
  • Per-slot and per-shift counts
  • Tasks status
  • Pending walk-ins or no-shows

Watch the dashboard for early signals (a slot under-staffed, a shift where no one's arrived).

Walk-ins​

For someone who shows up unregistered, you can register them on the spot and check them in.

Check-out​

Check out at the end:

  • Volunteers who self-checked-in usually self-check-out
  • Coordinators can check anyone out manually
  • The system records actual time present, which feeds into hours

Mistakes happen​

Wrong person checked in? Use undo check-in to reverse it. The audit trail captures who did what and when, so corrections don't lose accountability.

After everyone's gone​

When the event is over, move on to Close an Event and Record Hours.