This feature is available on the Pro plan.
How walk-in time gets to Track
Walk-in positions give active volunteers more flexibility to contribute without needing to be scheduled in advance. They can choose an available position from the kiosk when they arrive and check in.
Timecounts can track the actual time between check-in and check-out, or credit a fixed amount of time set by the admin. With a fixed duration, the volunteer only needs to check in.
From there, the time will either appear in Track → Walk-In Time for review or be credited automatically based on your approval settings.
Walk-In Time has its own view in Track because the information available to review is different from Scheduled Time. Once credited, it will still be included in Reports, where admins can see that the time came from a walk-in position rather than a scheduled shift or event.
Reviewing walk-in time
Once a volunteer has finished their walk-in time, it will appear in Track → Walk-In Time with a Pending status if it needs admin review. Admins will also see a task on the Dashboard when there is time waiting to be credited.
From here, admins can see the walk-in position, check-in and check-out times, and the hours to be credited. Use the edit pencil to adjust the hours, add skills, or leave a comment before approving the time.
To update one volunteer, use the Status dropdown next to their name. To update several at once, select them using the checkboxes and choose an action from the bulk actions.
Until the time is approved, the hours won't be included in Reports. Volunteers will see the activity under My Time with a Pending status until their time is credited.
When a volunteer forgets to check out
What happens when a volunteer forgets to check out depends on how the walk-in position is set up.
If the position has a fixed duration, a check-out isn't required. Timecounts already knows how much time to credit based on the duration set by the admin.
If the position is tracking actual time, both a check-in and check-out are needed to calculate the volunteer's hours. When a check-out is missing, the time will appear in Track → Walk-In Time as Incomplete at the end of the day.
Admins can then review the check-in time, enter the correct hours, and credit the time. As long as a volunteer has checked in, their time will always make its way to Track so it doesn't get missed.
Set how walk-in time is approved
By default, Walk-In Time is set to Review and confirm manually, giving admins a chance to check the hours before they're credited.
From Track → Details, admins can choose Approve automatically if checked in/out. For positions tracking actual time, this means the volunteer's hours can be credited automatically once they have successfully checked in and out. For positions with a fixed duration, a check-out isn't required because Timecounts already knows how much time to credit.
If Timecounts doesn't have enough information to calculate the hours, the time will still move into Track as Incomplete so an admin can review and resolve it.
Editing walk-in hours after they've been credited
If walk-in hours have already been credited, admins can still make changes from the volunteer's profile card.
To edit credited hours, select the volunteer's name to open their profile card, then go to the Schedule tab. Find the walk-in activity and use the edit pencil next to the credited time to make your changes. The updated hours will also be reflected in Reports.