6 Ways to Make Event Check-in Convenient for Your Volunteers

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Volunteers

Updated - 05/08/2025

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First impressions for any event are essential, especially when onboarding volunteers. The first time volunteers step onto your event site, you’ll want to make it as easy as possible for them to check in, find where they need to go, and how to be a fully-engaged part of your event team.

Why Volunteer Check-in Matters

Volunteer check-in is more than just a logistical step—it’s the gateway to an enjoyable experience for everyone involved. When done well, it sets the tone for the entire event. A volunteer check-in that runs smoothly can help you:

Build confidence in your organization by showing volunteers that you value their time and efforts.
Ensure your volunteers fully understand their assigned roles and responsibilities, making them feel empowered to contribute effectively.
Save time during high-pressure event days by getting every volunteer in the right place at the right time.

Here are six ways to make event check-in convenient for your volunteers:

1. Start communications at the pre event stage

Success starts long before the event day. Weeks before the event starts, email all volunteers check-in instructions. This pre-event guidance saves you the trouble of repeatedly explaining essential information on the event day. Be sure to have a link to your volunteer management app, and provide information on how the event is organized. Here’s some things to include in your pre-event email:

Check-in instructions: Share the time, location, volunteer management app link, and specific steps for checking in. If there are multiple check-in points or staggered times, clarify these to avoid confusion.
Roles and responsibilities: Outline what’s expected of each volunteer and give them a rundown of their tasks. Detailed descriptions can prevent confusion and make sure everyone stays on the same page.
Event essentials: Provide any must-know details, including venue maps, parking instructions, event schedules, safety protocols, and contact info for the organizers.

2. Conduct training sessions for volunteers

A well-trained volunteer team is truly unstoppable. Provide tutorials on your volunteer management/check-in program, including performing and undergoing check-in procedures. That way, your administrative staff will be ready to check in your volunteers when they arrive on the scene—and your volunteers will already know what to expect. Here’s what you can cover during training:

Check-in procedures: Walk them through the process so they understand exactly how and where to check in on the event day.
Technology: If you’re using an app or other tools for check-ins, schedules, or tasks, offer step-by-step tutorials or hands-on practice so that all volunteers are comfortable using the tools.
Event FAQs: Address commonly asked questions or possible scenarios. Equipping them with answers helps them feel empowered.

Training not only builds confidence but also fosters a sense of teamwork and enthusiasm among your volunteers.

3. Have your staff perform administrative check-ins

Use event technology that allows you to efficiently check volunteers in via a mobile app. Start by assigning check-in administrators to greet volunteers as they arrive. Your volunteers will feel like they know exactly where they’re going, and they’ll get the impression that your event is organized and well-planned. These administrative check-ins can also:

Make volunteers feel welcomed and set a friendly tone for the event.
Ensure everyone is accounted for, helping you avoid last-minute shortages or confusion about roles, and allowing quick adjustments if needed.
Create a seamless experience for everyone involved by taking advantage of volunteer management technology.

4. Allow your volunteers the option to self check-in

With volunteer software that offers a mobile self check-in feature, you can empower your independent, tech-savvy volunteers to check themselves in. Use event check-in software that can be configured to let volunteers check themselves in. Provide clear instructions at the volunteer check-in station and have support staff nearby to help anyone who might need assistance navigating the process. Benefits of mobile check-in include:

Faster check-ins for large groups, especially during busy times.
A sense of autonomy and trust given to volunteers.
The ability to operate seamlessly across multiple venues or locations for large-scale events or organizations with dispersed operations.

5. Receive real-time updates on volunteers

Event dynamics can shift rapidly, and real-time updates are crucial for staying flexible and organized. Use an app that provides real-time updates reporting how many volunteers have checked in. Not only is it convenient for your volunteers who have checked themselves in, but it’s massive support for your busy line managers who need to keep track of who’s working their shifts. Platforms that track volunteer check-ins in real-time help you:

Monitor attendance in the moment, allowing you to quickly identify no-shows and gaps in coverage.
Reassign available volunteers to priority tasks as needs arise, always keeping critical roles filled.
Keep line managers and team leads informed about who’s on-site, enabling better communication and coordination.

6. Take advantage of automatic time-tracking

Do away with manual punch-ins, sign-ins and sign-outs, and other time-consuming methods of tracking volunteer hours. Instead, use an app that automatically creates time stamps as volunteers check in and out. These systems offer a range of benefits:

Provides accurate and detailed reporting for future planning, audits, or grant applications.
Eliminates the need for paper logbooks or manual data entry.
Creates clear documentation of each volunteer’s contribution.

Volunteer Check-in FAQs

How do I check in volunteers?

Creating a smooth check-in process for volunteers is essential for a successful event. Use a simple, tech-enabled process tailored to your event’s size and needs. Combining staff-assisted check-ins with self-check-in options via mobile-friendly software helps you can handle large volumes efficiently.

What should I have on hand for volunteer check-ins?

To streamline the check-in process, preparation is key. Here’s a list of essentials to have on hand:

Event-specific ID badges for volunteers: These make it easy to identify volunteer roles.
Printed list of names and roles: A backup list is crucial, especially in case of technical issues.
Devices like tablets or smartphones: Mobile apps make quick and easy check-ins and are ideal for larger events.
Visual aids like maps, schedules, or role-specific instructions: These help check-in staff guide volunteers and answer common questions quickly.
Emergency contact information: Always keep a list of emergency contacts for volunteers and key event staff readily accessible.

When should volunteers check-in?

Timing is everything when it comes to volunteer check-ins. Schedule check-ins at least 30-60 minutes before their shift begins. This allows ample time for volunteers to check in, receive any materials or instructions, and settle into their roles. For larger events or events involving complex setups, stagger check-in times to prevent bottlenecks and provide everyone the attention and information they need. Early check-ins also offer an opportunity for last-minute briefings or introductions to team leads.

Do’s and Dont’s of Volunteer Check-in

Do’s:

Keep check-in easy: Use streamlined systems—such as QR codes, quick sign-in apps, or pre-registration forms—to minimize confusion and keep the process fast and efficient. A smooth check-in experience sets the tone for the rest of the event, ensuring volunteers feel confident and ready to begin.
Keep volunteers informed: Communicate schedules, roles, and expectations well in advance. Share details about their tasks, start times, and any materials they’ll need so they arrive prepared and confident. Consider sending reminder emails or hosting a quick briefing session to ensure everyone is on the same page.
Keep in touch: Assign a point of contact or team lead who is available to answer any questions or resolve issues during and after the check-in process. Maintaining good communication builds trust and motivates volunteers to perform their best.

Dont’s:

Underschedule volunteers: Avoid assigning too few people for critical tasks, as overworking volunteers can lead to burnout, mistakes, and a slower workflow. Always plan for extra hands in case of no-shows or unexpected challenges. Consider creating a backup list of volunteers who can step in if needed.
Schedule last-minute check-ins: Rushed check-ins can create confusion, missed instructions, or delays. Allow enough time for a proper welcome, introductions, and a brief orientation so volunteers feel valued and understand their roles clearly. This helps prevent miscommunication and sets everyone up for success.
Fail to track hours: Tracking hours isn’t just for reporting or compliance—it’s a valuable tool for recognizing volunteers’ hard work and contributions. Accurate record-keeping helps you provide meaningful recognition, such as certificates, awards, or even personalized thank-you messages, which encourages continued participation.

Making Volunteer Check-in Work for Your Event

A seamless volunteer check-in process is essential to running a successful event. By starting early, staying organized, and leveraging technology, you can create an experience that’s stress-free for both your team and your volunteers.

Remember, well-managed check-ins do more than ensure accountability. They help you create a welcoming, professional environment that motivates volunteers to keep coming back.

With Bloomerang Volunteer, event planners perform volunteer check-in and other administrative tasks with one easy-to-use device. Our Bloomerang Volunteer event planning tool provides smooth scheduling and seamless communication, paving the way for a highly successful and memorable event.