Participant Check-in is a Premium feature (Plus and Max level premium accounts, which includes Campus and Organization Plans) supporting several scenarios when you want to validate participation or formally track hours on your SignUps. It’s very helpful for both large events like carnivals, races and service days, and for every-day check-in to track people volunteering at schools, churches, call centers, etc. With Participant Check-in, you can:
- Manually check in participants and volunteers on event day from multiple mobile devices or computers
- Sign up Walkups (optional)
- Virtually allow participants to self check in on their shift day
- Follow up with participants to validate they attended an activity or event to capture their hours for reporting purposes
How Participant Check-in Works
Access this feature from the My Tools tab on your computer or choose Check-In from the 3-bar menu when logged in on your Smartphone, then follow three basic steps:
1 - Choose your SignUp(s)
2 - Select Options
3 - Check-in Participants
Step 1: Choose Your Signup(s)
Choose one or more SignUps for which you’d like to initiate check-in and click Next:
Step 2: Select Options
The next screen lists Check-in Options that may be helpful to you. You may choose one or more of these, or none.
- Support Walkups – allow new participants to sign up on-the-spot.
- Participant Verification - automatically send an email after the event date(s) asking participants who did not check in to verify they attended.
- Participant Self Check-in – allows the organizer to send an email prompting participants to check in themselves.
For each of these options, here is a more detailed explanation:
**Support Walkups** allows any Supervisor you designate to both sign up and check-in Participants on-site on the day of the activity/event. You will send the Supervisor a link to pull up the check-in application on their smartphone. (Get the Supervisor's link to share in the last screen of Participant Check-in set up as shown in Step 3 below.)
**Participant Verification** will automatically send an email the day after each Participant’s assignment (if the person is not yet checked-in). They will be prompted to check themselves in using the link in the email.
**Participant Self Check-In** allows the Organizer to send check in emails. When setting up or viewing the current Check-In setup, there will be an option to send emails. It will send an email to all Participants signed up with a personal check-in link. Ask Participants to save this email and bookmark this link to use every time they want to check-in. The same link can be used to check-in for all Spots they are signed up for, regardless of the date.
Step 3: Check-in Participants
You are now ready to check in people; click Get Started to begin. Options at the top of the screen are to search by Participant record, by Spot (job/shift), or to Share the Check-in application with others.
Check in by Participant (default)
In the blue Participants tab, scroll to the participant’s name or search for a participant by Name or Email address.
Check in by Spot
In the green Spots tab, scroll to or search for a specific Spots (shifts/jobs, etc.). This view will alsso show the number of people already checked in/total spots filled.
Tap on the Spot title to see the participant(s) assigned to this Spot and choose a name to check-in that person. If you have enabled Walkups in Options earlier, you will also be able to add new Participants from this screen.
Share Check-in Responsibility
Want others to help with Check-in? The orange Share button at the top of the screen lets you invite Supervisor(s) you designate to Check-in Participants from their own devices. Click Share and then email or text the URL link to your Check-in team. The Enable button here will turn this option on and off for them.
Reporting on Check-Ins
There are several options for reporting on who has checked in and who has not. To review the check-in status of Participants active in:
1) an individual SignUp, run the SignUp and Check In Report or Export Report from the Reports tab of your SignUp's Organizer view.
2) multiple SignUps, run the All Fields Export Report in the Premium Reporting screen from the My Tools menu (in large screen devices.)
Also see:
Tour of My SignUps Reports Tab
Can I run Reports Across Multiple SignUps or for All My SignUps?
What are the Premium Features?