Check In a Volunteer

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People who teach or serve at your events can check in with the Volunteer check-in type. You can use ratio filters on locations to ensure Regulars/Guests don't outnumber Volunteers, ensure they have finished their background check requirements, utilize a different name label, and much more!

Check-Ins will automatically show their check-in type as the Volunteer check-in type if one of the following applies:

  • their last check-in to this event was as a Volunteer.

  • you are using the Check-Ins/Services integration, and the volunteer is scheduled in the corresponding plan.

If those two things have not happened, follow the steps below to check in your Volunteers.

First Check In

If a person is a Volunteer for the first time, check them in on a manned station.

From those stations, you can choose their type to be Volunteer, which will override any filters on the location.

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Location Filters

If you want to create a location that is for volunteers only, set up the location filters to be Volunteers only.

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Caution

If the location is closed, no one, including a Volunteer, can check in.

If the location requires background checks for Volunteers, a Volunteer without a background check will not be able to check in from any station.

Volunteers under 18 can manually have a background check set to Clear that doesn't expire until their 18th birthday.

Labels

If you want Volunteers to wear a name label, enable Volunteer on the name label.

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Unless you want someone to pick up the Volunteers, disable Volunteer on the security label.

Tip

You can create a label just for Volunteers, which doesn't have a security code or checked in by person.

Check-Ins and Services Integration

With the Check-Ins and Services Integration, your scheduled volunteers can quickly check in at a Check-Ins station. This will automatically update their attendance in Services and include them in any Check-Ins reporting.

Check-Ins and Services are connected by the Check-Ins event session date and time matching the Services plan date and time. When a scheduled person checks in, the integration will trigger attendance in both Services and Check-Ins.

Enable the Integration

Go to the Check-Ins event settings to enable the Services Integration.

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Once enabled, anyone scheduled in Services who checks in will be checked in as a Volunteer. If the Check-Ins event location matches the Services team or position, the matching location will be suggested. If there is not a matching location, the volunteer will need to check in at a manned station the first time they check in. After that, their previous location will be suggested.

Notice

For a volunteer to use a self station, one of two conditions must be met:

  • Their last check-in as a Volunteer must have been for the same location and time.

  • They must be scheduled in Services for a matching time, and their Services team or position name must match a Check-Ins location.

If neither of the above applies, the person will see a No locations available alert and need to check in at a manned station.

View Check-Ins in Services

When people check in through Check-Ins or are marked as Attended in Services, you'll see a small checkmark icon next to the team member in the Services plan. You can hover over the checkmark to see which time they attended.

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The checkmarks are color-coded for each day of the week, like in the main times section, so it’s easier to tell the difference between Wednesday night choir rehearsal attendance and Sunday morning attendance.

View People Who Didn't Check In

After the event, use the Services CHECK-INS: Absent people report to see who did not check in but was confirmed on the schedule.

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Troubleshooting

If the Services integration is not working with Check-Ins as expected, check the following sections.

Test the Integration

Test the integration between the Services plan and Check-Ins event by using a manned station. Select a person scheduled for the upcoming event and check them into the upcoming session using the location and time listed under their name.

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From the corresponding plan, ensure the scheduled person has a checkmark next to their name.

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Matching Times

Confirm the times your volunteers are scheduled to in the plan exactly match the event time.

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Matching Names

Confirm the team or position names exactly match the event location names.

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