❖ Heads up! This article is only intended for Site Managers.
Your site offers several great ways to manage your volunteers and their hours. With the Legacy Check-In Kiosk, your volunteers can check in and out for shifts and Needs or Opportunities.
The kiosk automatically calculates and submits the volunteers' hours based on the check-in and check-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!
ℹ️ So you know: Some sites have language overrides in place. This means you might see Needs in place of Opportunities, Agencies in place of Programs, or Prerequisites in place of Qualifications.
Please select your product below to see special instructions for managing your site's Legacy Check-in Kiosk.
Some sites have the Legacy Check-in Kiosk and others have the Check-in Kiosk—a more streamlined version of the kiosk.
Amplify Site Managers
Amplify Site Managers
Getting Started
You may have already established your time zone settings while setting up your site. This is important since your time zone settings display on the page when you or a user launches the kiosk:
1. Navigate 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 opportunities from all programs: By default, volunteers only see the Opportunities assigned to the Program the kiosk was launched from. You can choose to have all Opportunities displayed when a user launches the kiosk regardless of what Program it was launched from. This lets them check in and view those opportunities.
To have all opportunities 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!
Time Zone Settings
To get started:
1. Go to Settings > Main Settings.
2. Scroll until you see Time Zone Settings.
Here, you can set up your default and display time zone settings.
3. 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.
Default Track Settings
You can choose which Registration Track you want as your default for the kiosk.
This is the Track volunteers interact with when checking in through the Check-in Kiosk.
If new users register an account through the kiosk, they're added to this default Track.
You can always update which Track they're supposed to be in at any time.
To update your default Track for the kiosk:
1. Go to Settings > User Registration.
2. Select the Track with the dropdown beside Default track for Kiosk and Mobile App.
3. Click Save Options to finish.
Launching the Kiosk
You can access the Check-in Kiosk from the Programs area of your site. To access this area:
1. Go to Volunteerism > Programs from your dashboard.
2. Click Programs.
3. Select the Program you want to launch the Check-In Kiosk for.
4. Click the Check-in Kiosk button beside your Program's title on the Edit Program page.
5. 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
After you launch the check-in kiosk, volunteers are prompted to select either I Have An Account or Create An Account to sign in.
Existing Volunteers
1. Click I Have An Account.
2. Select a method to verify account info and click Submit—e.g., mobile number, email address, or name.
3. Verify that the information is correct and click This Is Me!
4. A list of Opportunities that the volunteer responded to appears—click Check In for the Opportunity.
These are Opportunities with scheduled shifts.
The list displays Opportunities with shifts that the volunteer already responded to.
5. Verify the Opportunity information and select a Check-In Time.
6. Complete the Miles Traveled and User Groups fields, as applicable.
7. If the volunteer brought a friend who doesn't already have an account, they can add them by selecting Yes under Plus-one Hours.
Enter the number of additional volunteers and who they are—e.g., 3, co-workers.
If they didn't bring a friend or don't need to add Plus-one Hours, then leave it as No under Plus-one Hours.
8. When ready, click Check In.
A screen appears with the check-in information—click Done to return to the start for the next volunteer.
New Volunteers
Volunteers who don't already have an account can check in for Opportunities through the Check-In Kiosk by clicking Create An Account.
Please note that if you have required qualifications set up on your site for your Opportunities, then:
The volunteer won't be able to check in for the Opportunity until they submit a response to the qualification and it is approved.
This must be accomplished outside of the check-in kiosk.
If you have a clickwrap waiver attached to the Opportunity or a waiver qualification, they can sign them through the kiosk—but they can't submit a response to a qualification through the kiosk.
The volunteer must complete their profile outside of the kiosk.
They can update their account information anytime by logging into your site with the email they signed up with on the kiosk.
No Qualifications
If there aren't any required qualifications attached to your Opportunities, then:
1. Click View Details for the Opportunity they want to check in for.
2. Click Check In.
3. Answer any required Response Questions, as applicable.
Response Questions are only present if you've added custom ones for volunteers to answer when responding to your Opportunities.
Click here for more information about creating custom Response Questions.
4. Select a Check-In Time.
5. Complete the Miles Traveled and User Groups fields, as applicable.
6. If they brought a friend who doesn't have an account, they can add them as a plus-one by clicking Yes under Plus-one Hours.
Enter the number of additional volunteers and who volunteered with them—e.g., 2, coworkers.
7. When ready, click Check In.
A screen appears with the check-in details—click Done to return to the start for the next volunteer to check-in.
Required Qualifications
If there are required qualifications—that aren't waiver qualifications—attached to your Opportunities, then:
Instruct the volunteer to log into the site on another device to complete the qualification(s).
Review and approve the qualification(s), as applicable.
Advise them to return to the kiosk once the qualification submission is approved and follow the steps for existing volunteers.
Waivers
Volunteers can sign clickwrap waivers and waiver qualifications at the kiosk if necessary.
Clickwrap Waivers
1. Click the link beside the Check In button that says I have read and agree to the volunteer waiver.
2. Check the box beside the link after reading the waiver.
3. Finish filling out the Check In form as applicable.
Waiver Qualifications
1. Click Sign Waiver for the Opportunity they're checking in for.
2. If the volunteer hasn't added their date of birth to their profile, the When's your date of birth? screen appears.
3. Enter the Date of Birth and click Submit Date of Birth.
4. Click Continue on the eSign Confirmation window.
5. Sign, initial, and date the required fields, as applicable, and click Complete Signing.
6. Click Yes to confirm your signature or No to cancel.
7. Once the waiver has been signed and approved, the volunteer can go ahead and follow the steps for checking in as an existing volunteer.
If the waiver qualification is set to Auto Approve, then the volunteer can go ahead and start responding and checking in for Opportunities right away.
If the waiver qualification isn't set to Auto Approve, then you must first review and approve it before they can respond and check-in.
Checking Out
To check out of the kiosk:
1. Click I Have An Account.
2. Select a method to verify account info and click Submit—e.g., mobile number, email address, or name.
3. Verify that the information is correct and click This Is Me!
4. Review the displayed information for check-in and out times and click Check Out when ready.
5. Be sure to answer any required Hours Questions on the Self Check-Out screen, as applicable.
If a question requires a file upload, the volunteer must log into the site from another device to edit and submit their answer to that question.
6. Select a Check-Out Time.
7. Click Check Out.
8. Review the information displayed—i.e., volunteer name, Opportunity details, dates, and times—and click Done to return to the start for the next volunteer.
Center Site Managers
Center Site Managers
Launching the Kiosk
With the Check-in Kiosk, Agency Managers open an application that allows volunteers to check themselves in by entering their name, phone number, or email address.
Volunteers can both check in and check out using the Kiosk.
Their hours are automatically attributed to the volunteer once they've checked in.
To launch the Check-In Kiosk on behalf of an Agency:
1. Go to Volunteerism > Agencies.
2. Select the Agency Name.
3. Click Check-In Kiosk.
ℹ️ So you know: Once you launch the kiosk, you're logged out of your account.
The Volunteer Perspective
Here's how the volunteer views and uses the Check-In Kiosk to check in and out of Needs:
Check-In Kiosk FAQ
Use these FAQs about the Check-In Kiosk to help you and your Agency Managers troubleshoot any issues when using the kiosk to check volunteers in or out of Need:
Q. Why is my volunteer Need not listed in the kiosk?
Volunteer Needs might not appear in the kiosk for a few reasons:
The Need has expired.
If the Need expiration date or shift date has passed it won't appear in the kiosk.
Volunteers can still log hours on their profiles.
The Need is scheduled for next week.
A Need or shift must be scheduled for within the next seven days to appear in the kiosk.
The Need doesn't have hours associated with it.
When creating a Need, the Hours field is required.
However, if '0' is entered in that field then the Need won't appear in the kiosk. You or the agency manager can change this by editing the Need.
The Need is full.
When a Need has met its capacity, it won't appear in the kiosk.
Volunteers who signed up for the Need can still check in to it.
The Need is set to private.
A private Need 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.
The volunteer didn't respond 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 those Needs and respond to them.
ⓘ So you know: Some Needs don't have shifts.
These include Needs with duration types of Is Ongoing, Happens On, or Multi-date.
These Needs have unlimited capacity and volunteer spots available.
Q. Why can't I see Needs from other Agencies?
There's a setting in the Main Settings area that only you, the Site Manager, can enable so that all Needs from all Agencies appear in the Check-In Kiosk.
If you haven't checked Yes to this setting, then the only Needs that appear in the Check-In Kiosk are the ones assigned to the Agency the kiosk is launched from.
Q. Why is my phone number not pulling up my account?
First, check that the volunteer's email, name, or number are entered correctly when signing into the kiosk. If they've entered them correctly and the kiosk still doesn't pull up their account, double-check that their profile is complete and that the information they entered matches.
ℹ️ So you know: Their mobile number is the phone number the kiosk recognizes.
Q. What if a volunteer didn't respond to the Need?
A volunteer can respond to a Need—and check in or out for one—through the Check-In Kiosk.
Have them click View Other Needs and then click View Details for the Need they want to check in for.
If the Need includes a required qualification, then they must complete it through the site before they can check in at the kiosk.
They may have to wait until the qualification is approved before they can finish the check-in process.
Q. Can a volunteer complete a qualification at the kiosk?
A volunteer can sign a waiver through the kiosk, but they can't complete other qualifications.
If a volunteer needs to complete a qualification to check in or respond to a Need through the kiosk, then they'll have to complete it through the site.
Q. How does a team check in at the kiosk?
If volunteers respond to a Need as a team, then when they go to check in to that Need, they have the option to check in as a team.
Q. What if there are internet issues and we can't launch the kiosk?
The kiosk needs internet to launch and function correctly. However, there are a few things you or your Agency Managers can do if the internet isn't available:
See if anyone has a hotspot available or see if a hotspot can be purchased for situations that require one.
Discuss a plan B in the event you don't have internet where the Need takes place.
You may want to consider using a sign-in sheet so that those hours can be added later.
Click here for information about adding responses manually for volunteers!
Or, you might ask the volunteers to self-check in through the site on their phones if the self-check-in notification is enabled.
You can also direct volunteers to this resource about the Causer app. They can download and check in through the app!
Sustain Site Managers
Sustain Site Managers
Getting Started
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:
1. Navigate to Settings > Main Settings from your site manager panel.
2. Under the Main settings area, scroll down until you see Check-in Kiosk.
3. After you're done setting up your kiosk the way you want it, click Update Settings to save your changes.
Show opportunities from all programs: By default, volunteers can only see the opportunities assigned to the program that the kiosk was launched from. You can choose to have all opportunities displayed when a user launches the kiosk regardless of what program it was launched from. This lets them check in and view those opportunities.
To have all opportunities 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.
Time Zone Settings
1. Navigate to Settings > Main Settings from your site manager panel.
2. Under the Main settings area, scroll down until you see Time Zone Settings.
3. Select your Default time zone and click Update Settings to save your changes!
Default time zone: Select your organization's time zone for it to appear in the kiosk.
Launching the Legacy Kiosk
You can access the Check-in Kiosk from the Programs area of your site. To access this area:
1. Navigate to Volunteerism > Programs from your site manager panel.
2. Click on Programs.
3. Select the Program you want to launch the Check-in Kiosk for.
4. Click the Check-in Kiosk button beside your program's title on the Edit Program page.
5. Click Continue when the popup appears.
ⓘ So you know: When you launch the kiosk, you're logged out of the site on that device.
The Volunteer Perspective
After you launch the check-in kiosk, volunteers are prompted to select either I Have An Account or Create An Account to sign in.
Existing Volunteers
1. Click I Have An Account.
2. Select a method to verify account info and click Submit—e.g., mobile number, email address, or name.
3. Verify that the information is correct and click This Is Me!
4. A list of Opportunities that the volunteer responded to appear—click Check In for the Opportunity.
These are Opportunities with scheduled shifts.
The list displays Opportunities with shifts that the volunteer already responded to.
5. Verify the Opportunity information and select a Check-In Time.
6. Complete the Miles Traveled field, as applicable.
7. If the volunteer brought a friend that doesn't already have an account, they can add them by selecting Yes under Plus-one Hours.
Enter the number of additional volunteers and who they are—e.g., 3, co-workers.
If they didn't bring a friend or don't need to add Plus-one Hours, then leave it as No under Plus-one Hours.
8. When ready, click Check In.
A screen appears with the check in information—click Done to return to the start for the next volunteer.
New Volunteers
Volunteers that don't already have an account can check in for Opportunities through the Check-In Kiosk by clicking Create An Account.
Please note that if you have required prerequisites set up on your site for your Opportunities, then:
The volunteer won't be able to check in for the Opportunity until they submit a response to the Prerequisite and it is approved.
This must be accomplished outside of the check-in kiosk.
If you have a clickwrap waiver attached to the Opportunity or a Waiver Prerequisite, they can sign them through the kiosk—but they can't submit a response to a Prerequisite through the kiosk.
The volunteer must complete their profile outside of the kiosk.
They can update their account information anytime by logging into your site with the email they signed up with on the kiosk.
No Prerequisites
If there aren't any required Prerequisites attached to your Opportunities, then:
1. Click View Details for the Opportunity they want to check in for.
2. Click Check In.
3. Answer any required Response Questions.
4. Select a Check-In Time.
5. Enter Miles Traveled, as applicable.
6. If they brought a friend that doesn't have an account, they can add them as a plus-one by click Yes under Plus-one Hours.
Enter the number of additional volunteers and who volunteered with them—e.g., 2, coworkers.
7. When ready, click Check In.
A screen appears with the check in details—click Done to return to the start for the next volunteer to check in.
Required Prerequisites
If there are required Prerequisites—that aren't Waiver Prerequisites—attached to your Opportunities, then:
Instruct the volunteer to log into the site on another device to complete the Prerequisite(s).
Review and approve the Prerequisite(s), as applicable.
Advise them to return to the kiosk once the Prerequisite submission is approved and follow the steps for existing volunteers.
Waivers
Volunteers can sign clickwrap waivers and Waiver Prerequisites at the kiosk if necessary.
Clickwrap Waiver
1. Click the link beside the Check In button that says I have read and agree to the volunteer waiver.
2. Check the box beside the link after reading the waiver.
3. Finish filling out the Check In form as applicable.
Waiver Prerequisite
1. Click Sign Waiver for the Opportunity they're checking in for.
2. If the volunteer hasn't added their date of birth to their profile, the When's your date of birth? screen appears.
3. Enter the Date of Birth and click Submit Date of Birth.
4. Click Continue on the eSign Confirmation window.
5. Sign, initial, and date the required fields, as applicable and click Complete Signing.
6. Click Yes to confirm your signature or No to cancel.
7. Once the waiver has been signed and approved, the volunteer can go ahead and follow the steps for checking in as an existing volunteer.
If the Waiver Prerequisite is set to Auto Approve, then the volunteer can go ahead and start responding and checking in for Opportunities right away.
If the Waiver Prerequisite isn't set to Auto Approve, then you must first review and approve it before they can respond and check in.
Checking Out
To check out of the kiosk:
1. Click I Have An Account.
2. Select a method to verify account info and click Submit—e.g., mobile number, email address, or name.
3. Verify that the information is correct and click This Is Me!
4. Review the displayed information for check in and out times and click Check Out when ready.
5. Be sure to answer any required Hours Questions on the Self Check-Out screen.
If a question requires a file upload, the volunteer must log into the site from another device to edit and submit their answer to that question.
6. Select a Check-Out Time.
7. Click Check Out.
8. Review the information displayed—i.e., volunteer name, Opportunity details, dates and times—and click Done to return to the start for the next volunteer.
