Volunteer check-in might appear to be a minor aspect, but it plays a crucial role in your event management strategy and can have significant impacts. The longer it takes to check in your volunteers for their shifts, the longer it will be before they can start working, leading to potential delays, bottlenecks, and negative experiences for beneficiaries, supporters, and volunteers alike. Additionally, if you are still using manual volunteer check-in methods, your hour tracking might not be precise. How can you tackle this essential yet often overlooked part of event management? The solution lies in virtual check-in stations. By using a kiosk for volunteer check-in, you can harness technology to streamline operations and enhance the volunteer experience.
What is a Volunteer Check-In Kiosk?
A check-in kiosk serves as a digital alternative to traditional volunteer check-in methods. Rather than requiring volunteers to fill out a sign-in sheet or locate the volunteer manager, a kiosk allows them to effortlessly sign in and out via an app or online platform. At its core, virtual check-in stations enable volunteers to register for events using a mobile device. However, more sophisticated check-in kiosk software often offers additional features, such as:
- Day-of-event registration
- Hour tracking
- Check-in QR codes
- Automated follow-up
- Self-service check-in and check-out
- Name tag printing
This means a check-in station is far more than a digital sign-in sheet; it is a robust event management tool that can enhance your program's effectiveness.
Manual Volunteer Check-In vs. Check-In Kiosks
Implementing new software invariably involves investment, and it's understandable to question if a virtual check-in kiosk justifies the expense, along with the time needed for team training and app deployment.
Let’s do a quick side-by-side comparison of check-in kiosks vs. manual volunteer check-in procedures to see whether sticking to traditional processes is more efficient than transitioning to a software solution.
| Manual Volunteer Check-In | Virtual Check-In Kiosks |
|---|---|
| Limited capacity for handling volunteers | Scales to support unlimited volunteers |
| Requires ongoing staff oversight | Enables fast, self-service check-in |
| Slow, time-consuming process | Volunteers check in within seconds |
| Staff must manually track hours | Automatically logs volunteer hours |
| Fixed to a single location | Accessible on smartphones and tablets |
| Pulls staff away from core responsibilities | Frees staff to focus on higher-priority tasks |
If you manage a lot of onsite volunteers, and you think your volunteer program can do without virtual check-in software, think again! When you don’t use a kiosk for volunteer check-in, you’re introducing inefficiencies into your event management system that could snowball into larger issues.
Long lines keep volunteers from getting to the important stuff: serving your nonprofit’s mission. While it may not seem like a large issue, over time, check-in inefficiency can contribute to volunteer disengagement and negative beneficiary experiences—outcomes that ultimately hurt your volunteer retention rates, fundraising campaigns, and organizational goals.
The Benefits of Kiosks for Volunteer Check-In
If you’re still not convinced that virtual check-in stations are worth the investment, here is a comprehensive overview of the benefits of kiosks for volunteer check-in:
- Streamlined volunteer onboarding. A volunteer kiosk system helps new volunteers onboard with minimal staff oversight so that they can start registering for shifts as soon as possible!
- Easy, self-service check-in and check-out. When volunteers arrive at events, they will be able to sign themselves in on their mobile devices and get right to work—replacing lengthy processes with a few simple clicks. When their shift is over, volunteers don’t need to track down a manager; they can just check themselves out.
- Improved attendance tracking and hour reporting. When you use a virtual check-in station, the software will automatically log event attendance and volunteer hours so that you always have accurate records on hand for grant reporting and performance analysis.
- Enhanced volunteer experience. A kiosk for volunteer check-in eliminates wait times and reduces confusion, resulting in a better volunteer experience. It may seem simple, but when your volunteers have a positive experience with your organization, they are more engaged and less likely to turn over, and they may even become donors.
- Increased staff efficiency. Manual volunteer check-in and hour tracking leave a volunteer coordinator or other paid staff member chained to a desk instead of out in the field. However, with a virtual check-in kiosk, you can automate these administrative tasks and free up team members to focus on more high-level aspects of event management. Plus, your volunteers will spend less time in line and more time helping people.
- Greater levels of transparency and security. Volunteer check-in kiosks give you real-time visibility into who is present at a specific event. With this information, you can ensure accountability, safety compliance, and better oversight during shifts.
VolunteerHub Kiosk
VolunteerHub is a industry-leading volunteer management software solution with advanced features that optimize every step of the volunteer lifecycle, from recruitment to retention, but did you know that VolunteerHub comes with a built-in virtual check-in station, Kiosk?
Kiosk is a user-facing application that is part of OnSite, a companion interface included with VolunteerHub’s Pro and Enterprise plans.
Kiosk has a variety of features that streamline volunteer check-in and event management:
- Mobile-friendly interface. Kiosk was designed with mobile devices, like smartphones and tablets, in mind, so the interface is user-friendly, even when you are on the go.
- Volunteers can use Kiosk to register for same-day events, turning the app into an all-in-one event registration and check-in platform.
- Multiple check-in methods. Kiosk offers a variety of check-in methods so that you can pick the solution that best suits each event. Organizations have the option of volunteer self-service check-in, administrative check-in, or a combination of both.
- QR codes. Use Kiosk to create QR codes for easy mobile check-in. Volunteers simply scan the QR code and log into their VolunteerHub account; then, they are automatically redirected to the check-in kiosk.
- Walk-up volunteers. Kiosk doesn’t limit you to pre-registered volunteers. If you have a walk-up, your volunteer manager can use the “add user” feature to assign them to the event, or walk-up volunteers can quickly self-register and check in on their own devices.
- Check-in timing control. You can control when volunteers check into events, making sure that volunteers don’t accidentally check into a future event that they won’t be able to make.
- Configurable hour tracking. With Kiosk, you decide when to grant volunteer hours: at registration, check-in, or check-out.
- Turn any device into a check-in station. With Kiosk, you can turn a desktop, laptop, smartphone, or tablet into a virtual check-in station just by downloading the Kiosk app. As long as you have an internet connection, you can access Kiosk.
- Print name tags. You can configure Kiosk to automatically print name tags once a volunteer checks in. The software integrates with Brother QL-700/800 series label printers.
- Reduce check-in complexity. You don’t need to worry about schedule overlap, multiple points of entry, walk-ups, or hour tracking. Kiosk has enough flexibility to handle these complex situations so that you can focus on event management.
- Automatic follow-up. VolunteerHub and Kiosk work together to send automatic follow-up messages after events. With VolunteerHub, you can send thank you notes and event surveys immediately.
Make Event Check-In Easy with VolunteerHub
When you use Kiosk with VolunteerHub, you’re not just getting access to an easy-to-use virtual check-in station; you’re also getting access to the top volunteer management software on the market.
In addition to our Kiosk check-in features, VolunteerHub also offers:
- Automated communication. Set up automatic emails, text messages, and social media posts to keep your volunteers in the loop. You can use automated communication for newsletters, event reminders, thank you notes, fundraising campaigns, sharing impact data, and more!
- Landing pages. VolunteerHub’s customized landing pages and configurable forms assist with recruitment, onboarding, training, engagement, and volunteer-to-donor conversion.
- Event management. Kiosk is just one of VolunteerHub’s event management features! Make event management easy with our multi-event editor and customizable user groups.
- Database organization. VolunteerHub makes database management a breeze so that you can easily manage events, access up-to-date contact information, accurately segment volunteers, and securely store and track meaningful data.
- Actionable insights. VolunteerHub’s advanced analytic and reporting options generate meaningful insights into how to improve your program.
- Volunteer fundraising. VolunteerHub offers landing pages, automated donation prompts, and secure payment processing to help you improve your volunteer-to-donor conversion efforts.
- Rewards systems. Gamify the volunteering experience with awards, recognition, and points-based reward systems.
