Set up walk-in options for your check-in kiosk

This feature is available on the Pro plan.

Walk-in positions let Active volunteers use the Check-in Kiosk to log volunteer time when they have not been scheduled for a shift in advance. They are designed for flexible or drop-in volunteering where volunteers arrive onsite, choose what they are volunteering for, and check in.

Depending on how the position is configured, Timecounts can track their time from check-in to check-out or credit a fixed amount of time.

Scheduled positions are connected to shifts with specific dates and times, where volunteers have signed up or been scheduled in advance. Walk-in positions don't require a shift or advance signup. Instead, volunteers select what they're volunteering for when they arrive onsite.
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You can offer both scheduled shifts and walk-in positions on the same kiosk. However, if a volunteer is already scheduled for a shift, they should check in to that shift rather than selecting a walk-in position for the same activity.
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When setting up walk-in positions, only include options you genuinely want volunteers to use for unscheduled volunteering.
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From the Kiosk Editor, open the Details tab and turn on Walk-In Check-In. This makes walk-in check-ins available as an option when launching a kiosk. It does not automatically enable walk-ins on every kiosk.

Note: Walk-in check-ins must also be enabled when launching a kiosk. This lets you choose which kiosks offer walk-ins and select the location for each one.
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Open the Walk-In tab in the Kiosk Editor and click Add Position.

As you start typing a position name, you can select from any existing Position Templates your organization has already created. This will pre-populate the position details, which you can then customize for your walk-in position. If you create a new position instead, it will also be added to your organization’s Position Templates in Settings, making it available to use elsewhere in Timecounts.

You can also add an icon or upload a custom image to help volunteers easily recognize the position when checking in. We recommend an image that is 96x96px.

By default, a walk-in position is open to all Active volunteers. If a position requires volunteers to have completed a particular training or qualification process, you can select an application to restrict the position to qualified volunteers. This lets you offer general walk-in opportunities alongside positions that should only be available to volunteers who meet specific requirements.

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Walk-in positions require you to enter a Daily Spots count to set how many volunteers can check in for that position each day. Once all spots have been filled, the position will no longer appear for new check-ins, and the spots reset each day.

If you don't need to limit the number of volunteers, enter a high number such as 100.

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Each walk-in position can use Actual time or a Fixed Duration to determine how volunteer hours are credited.

Actual time tracks the time between when a volunteer checks in and checks out, so their credited hours reflect how long they volunteered.

Fixed Duration credits a set amount of time, regardless of how long the volunteer is checked in. This works well for activities where everyone should receive the same amount of volunteer time.

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Turn on the Hide from volunteers toggle to keep a walk-in position configured without making it available at the kiosk.

It will remain visible in the edit view of your Kiosk Editor, but will be hidden from volunteers, saving you from having to recreate it if you plan to use it again in the future. To make the position visible again, click the edit pencil and turn the toggle off.
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From the Walk-In tab of the Kiosk Editor, you can control how your positions appear to volunteers. Drag positions to change their order, or click the Edit pencil to update an existing position. Consider putting your most commonly used positions first so they're easy for volunteers to find when checking in.
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You can customize the title and subtitle volunteers see when choosing a walk-in position. From the Details tab of the Kiosk Editor, find Walk-In Screen and enter the content you want to display or leave it empty if you are happy with the default text.

The Confirmation Check-In and Confirmation Check-Out messages can also be customized from the Details tab. These messages are shared across the kiosk and will appear for both scheduled and walk-in volunteers.

The Walk-In screen will automatically use the theme colours you've selected for your kiosk in the Design view, helping it stay consistent with your organization's branding.

We also recommend adding a unique icon or image to each walk-in position so volunteers can quickly recognize their options. Timecounts includes a selection of icons to get you started, or you can upload your own. If you don't have an in-house designer, tools such as Canva or AI image generators can be an easy way to create a consistent set of icons that matches your brand.

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After a volunteer finds their name at the kiosk, they’ll see their available check-in options. If they don't have a scheduled shift, they can select Check-in as a walk-in to see the walk-in positions available to them.

After selecting Check-in as a walk-in, they'll choose from the walk-in positions available to them and complete their check-in. Volunteers can only be checked into one position at a time.

When they return to check out, the position they're currently checked into will appear right away as a checkout option. They don't need to select the walk-in position again. Once they've checked out, they can check in for another position if needed.