Setting up the Volunteer Check-in Kiosk

This feature is available on the Pro Plan.

The Volunteer Check-in Kiosk is a shared check-in screen that runs on a tablet, laptop, or computer at your volunteer location.
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Volunteers use the kiosk when they arrive to check in and out of shifts or events. As volunteers check in, their status updates automatically in your dashboard, giving you a real-time view of who is onsite, who hasn't arrived, and who may be running late. It also connects with the Track tab, helping you accurately log volunteer hours and ensure each person is credited correctly.
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The kiosk is designed to be left open on a shared device at a reception desk, volunteer station, or event entrance. Volunteers do not access the kiosk from their own phones.

The kiosk is designed to be simple and easy to use, but you can customize it to match your organization’s style. To get started, go to the Kiosk tab in the main navigation, then customize the following:
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​Check-in status on dashboard

To see kiosk activity in your dashboard, select the Display option. This will show real-time updates, including who has checked in and who may be running late.

Title and welcome message
Set the opening screen with a title and welcome message. This is the first thing volunteers see when they check in, so make it feel welcoming and personal.

Check-in and check-out messages
Create optional messages that appear after volunteers check in or out. Use these to share a quick instruction, highlight something about the day, or simply thank them for their time.

Note:
These messages act as templates for faster setup. You can update them when launching the kiosk, so it’s easy to tailor messages for specific events or locations.

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Adjust the kiosk theme to match your organization. Set your button colors, text style, and choose a background using a solid color, image, or pattern. Keep it simple so volunteers can check in quickly without needing help.

Make sure your text and button colors are easy to read for everyone. High contrast will help volunteers check in faster, especially in busy or low-light environments.

Use the preview at the bottom of the page to see your changes in real time. Don’t forget to save your changes in the top right.

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See how your kiosk will look with your welcome message and customized styles before going live. When you're ready, launch it and start checking volunteers in.

Once your kiosk is set up and ready to go, click Go to Kiosk in the top right. This will open the kiosk sign in page.
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You can also go directly to volunteercheck.in from any browser on the tablet, laptop, or computer you plan to use as your check-in station.
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Log in as an admin to launch the kiosk, then place the device where volunteers will arrive and check in. You can also add the kiosk to your device's home screen for quick access.

​You’ll see your organization available to select. If you’re an administrator of more than one organization, choose the one you’re setting up.

From here, your kiosk will default to All activities and All locations, and use the messages you set up earlier. If needed, you can filter by a specific activity or location by selecting an option and choosing from the list. By default, volunteers check in by name. You can switch this to email if preferred.

If you want to customize messages for a specific kiosk session, click Edit check-in messages. From here, you can update:

Make your changes and click Save. These updates only apply to this kiosk session. Your default messages remain unchanged and will still be used as your template.

Once your settings are ready, click Launch kiosk to switch into volunteer mode. From here, volunteers can check in and out using the screen. After each check-in, the kiosk resets so it’s ready for the next person. When you’re done, you can log out using the Logout button or simply close the browser.

The kiosk is designed to show what’s happening today, so volunteers see only the shifts or events they need to check in to. For ongoing schedules or multi-day events, the kiosk updates automatically. If your kiosk stays set up in one place, you won’t need to relaunch it each day.

You can create an admin role with access limited to the kiosk. Go to Settings → Admins to set this up.

This is useful if you want a volunteer, staff member, or event lead to run the kiosk onsite without giving them access to other areas of your organization. They can launch and manage the kiosk while your organization's settings and volunteer data remain secure.

Can I run more than one kiosk?

Yes. You can launch the kiosk on multiple devices at the same time. This is useful if you have volunteers checking in at different entrances, buildings, or locations.
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Do I need to relaunch the kiosk every day?

No. The kiosk is designed to show today's shifts and events automatically. If your device remains logged in and the browser stays open, the kiosk can continue running without needing to be relaunched each day.
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What happens if I close the browser or log out?

You'll need to launch the kiosk again by signing in and selecting your kiosk settings. Your saved kiosk design and default messages will remain unchanged.
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​What happens if someone forgets to check out?

Timecounts allows up to 5 hours after the scheduled end of a shift or event for a volunteer to check out. After that, the scheduled end time is automatically used and the hours are sent to the Track tab for review, or approved automatically if your organization uses auto approval. Admins can make adjustments in the Track tab at any time.