How to set up Checkin Stations?

The Check-in Station allows volunteers to check in for events, sign up and simultaneously check in for events taking place today, and start a timer to record hours outside of the event. It can even be used to join new volunteers.

To create a Check-in Station:

Navigate to the Opportunities section in the admin menu and select Check-In Stations.
Click “+ Add Station” to begin setting up a new station.

Adding a new station is divided into two key steps: Display Settings and Check-in Settings.

1. Display Settings (Visual Configuration)

The first step focuses on the station's appearance and how volunteers interact with it:

Station Name	The name used by admin to identify the kiosk
Title	The visible title displayed to volunteers (Defaults to "Welcome Volunteers").
Station Type	Defines how volunteers access the station: Self Check-In Kiosk: Simple URL access. Self Check-In Kiosk + QR Code: URL plus a visible QR code for quick scanning. Self Check-In QR Code: Only the scannable code is shown.
Background Color	Allows you to customize the station's background color

Preview of how the station will look to volunteers.

2. Check-in Settings (Functionality and Logic)

This section controls the core functionality of the station. You can enable Event Check-in, Non-Event Time Tracking, and Walk-ins/New Volunteer Registration individually or in various combinations.

A. Event Check-in

Allow volunteers to check in and check out for volunteer events at this station. This process automatically tracks volunteer time. This manages which events volunteers can check in for via this specific station.

Allow volunteers to check in for events at this station	Toggles the primary event check-in function on (Yes).
Show events for	Filters the events displayed on the kiosk: All Programs: Displays events from every program. Selected Programs: The kiosk will only display events that belong to one of the admin-chosen programs.
Allow Same-Day Event Registration	Toggling to Yes allows volunteers to sign up for shifts that they have not pre-registered for and immediately check in.
Check Out Process	Determines how the system logs the end time: Auto Event Check Out: Volunteers check in but are not required to check out. The system uses the scheduled shift end time as the official check-out time. Manual Event Check Out: Volunteers are expected to check out. If they forget, the system provides a fail-safe by automatically logging them out at the scheduled shift end time.

Read more about how the Event Check-in flow will look for volunteers here

B. Non-Event Time Tracking (Adding Hours via Kiosk)

This feature allows volunteers to "clock in" and "clock out" for general volunteer hours that are not tied to an event.

Core Logic

Allows volunteers to "clock in" and "clock out" outside of an event.
Fail-Safe: Volunteers who don't clock out by the end of the day will have their shifts automatically capped at 2 hours.

Program Assignment Logic

Determines program association for the logged hours:

No: Hours are logged to the organization but not associated with any specific program.
Optional program selection: Volunteers may choose to assign hours to a selected program, or select "no program."
Required program selection: Volunteers must select one of the chosen programs when they clock in.

Note: All hours records created via this method are tagged with the Source: "Kiosk" in the admin view.

Learn more about how volunteers can log hours through the kiosk with the Non-Event Time Tracking option here.

C. Walk-ins / New Volunteer Registration

This enables quick registration for new volunteers directly at the station.

The "New Volunteer Registration" option can only be enabled in combination with “Event Check In” or “Non-Event Time Tracking”.

Allow new volunteers to register via this station	Toggles the new volunteer registration form on (Yes). New volunteers will only be able to sign up for events if they meet the existing requirements. You can find the requirements here
Technical Workflow	Contact Creation: A new basic, unclaimed Contact Record is created in POINT. Invitation Sent: An official invitation to join the organization is automatically sent to the email provided. Final Step: The volunteer must create an account and accept the invitation to link their user login to the contact record created at the kiosk.

Learn more about how volunteers can create a contact record with your organization through the kiosk here.

Volunteers must meet these requirements in order to be able to sign up for an event via the kiosk.

Questions? Email us at support@pointapp.org.