❖ Heads up! This article is only intended for Agency Managers.
The Check-in Kiosk makes on-site sign-ups and check-ins a breeze — no more paper sheets or clipboards! But what if a volunteer can’t find the Need they’re looking for? This guide answers common questions about the kiosk, including why some Needs may not appear.
FAQ about the Check-in Kiosk
Q. Why is the volunteer Need missing?
There are a few reasons why a volunteer Need doesn't appear to the volunteer in the kiosk.
If | Then |
If the Need has expired... | Then it won't appear in the kiosk. Volunteers can still log hours on their profiles. |
If the Need is scheduled far into the future... | Then it won't appear in the kiosk. A Need must be scheduled within the next seven days to appear in the kiosk. |
If the Need is from another Agency... | Then it may appear in the kiosk, depending on how the Site Manager has configured the kiosk. |
If the Need is set to private... | Then it won't appear in the kiosk, unless it's assigned to a User Group. User Group members can sign up for the private Need in the kiosk. |
If the Need has a required Qualification... | Then the volunteer must complete that Qualification before they can check in on the kiosk. |
If the Need is full... | Then it won't appear in the kiosk. Volunteers who signed up for it can still check in. |
If '0' was entered in the Hours field for the Need at the time of creation... | Then it won't appear in the kiosk. The Hours field is a required step when creating or editing a Need. You can always update the Need and associate a numerical value in this field so it will appear in the kiosk. |
If the volunteer hasn't already responded to the Need before logging into the kiosk... | Then it won't appear on the main page.
However, they can click View Other Needs to see if the Need they're looking for is listed there and then respond to it. |
Some Needs do not have shifts. These include Needs with duration types of Is Ongoing, Happens on, or Multi-date, which have unlimited capacity and volunteer spots available.
Q. How do I launch the Check-in Kiosk?
Before you launch the kiosk, be sure to set up a tablet, laptop, or other device in a location that's easy to access and manage for you and your volunteers. Make sure the following steps are performed on the device you want volunteers checking into.
Go to your Agency Manager dashboard. If you manage more than one Agency, make sure you select the Agency you wish to launch the kiosk.
Click Check-in.
Select Check-in Kiosk. A pop-up appears to warn you that you'll be signed out and to confirm your selection.
Q. How do volunteers check in with the kiosk?
Volunteers with an account
If a volunteer has an account already:
They'll click I Have An Account.
They select how they want to search for their account—e.g., phone number, email address, or name and click Submit.
They can review and confirm their account and click This Is Me! when ready to check in.
Now they click Check In for the shift they're checking in for.
If they responded to the Need on their own, they click Check In Alone. If they respond to the Need as a Team, they will need to click Check In With My Team. Please note that these options are only presented if the volunteer responds to the Need as a team.
Now they can review their Need and Shift information, answer any required fields, and click Check In.
They must click Done to finish! The Check-In Kiosk returns to the start so the next volunteer can check in.
Volunteers without an account
If a volunteer doesn't already have an account:
Have the volunteer click Create An Account.
They fill out the Create An Account form and click Create Your Account.
Next, they select View Details for the Need they want to check in for.
When ready, they click Check In.
Have them fill out the form and click Check In when done. Now they can review information about the Need check-in time and click Done to finish!
Volunteers may need to take extra steps when creating an account or checking in at the kiosk. For example, if a Need requires a Qualification, they’ll need to complete it on the main site, not the kiosk. Waivers, however, can be signed directly at the kiosk.
Q. What if the volunteer can't find their account?
If a volunteer can’t find their account, double-check their info. Recommend they log into their account on another device (not the kiosk) to confirm their profile is complete and their details match what they entered.
Their mobile number is the number the kiosk recognizes.
Q. What if the volunteer forgets to check out?
The system automatically checks the volunteer out at midnight the night the Need occurred and applies default hours for that Need.
Q. Why aren't Needs from other Agencies showing?
They may or may not appear in the kiosk, depending on how the Site Manager has configured the kiosk. Site Managers can choose whether all volunteer Needs from every Agency appear in the Check-in Kiosk. If this setting is disabled, volunteers will only see your Agency’s Needs.
Q. What if the volunteer hasn't responded to the Need?
If the volunteer hasn't already responded to the Need before logging into the Check-in Kiosk, then it won't appear on the main page. They can click View Other Needs to see if the Need is listed there and respond to it.
Q. Can volunteers submit qualifications at the kiosk?
Volunteers can sign waivers at the kiosk but they can't submit qualifications through the kiosk. They must submit them directly through the site. Some qualifications may require manual approval, depending on how the Site Manager sets up their site's approval settings.
Q. How do teams check in at the kiosk?
There is an option to check in as a team at the kiosk. They just need to select that option when checking in.
Q. What if the site I'm at has limited internet access?
The Check-in Kiosk requires an internet connection to work properly. If access is limited, consider these options:
Use a hotspot (personal or Site Manager–provided).
Use a paper sign-in sheet and log hours later.
Have volunteers self-check in on their phones (if enabled).
If offline, be sure to sync the system once internet is available to prevent data loss.