ARTICLE
How to Make Volunteer Check-in Convenient for Supporters
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Updated - 08/22/2025
First impressions are essential, especially when onboarding volunteers. The first time volunteers attend an event, you want to make it as easy as possible for them to check in, find where they need to go, and become fully engaged members of your event team.
Streamlined check-ins can also help mitigate common volunteer program challenges, including recruitment roadblocks. 46.8% of nonprofit CEOs say recruiting enough volunteers is challenging for their organization. An effective volunteer check-in process helps volunteers feel comfortable right away, allowing your organization to retain more volunteers and offset recruitment issues.
This guide walks through strategies to understand your volunteers’ needs and improve volunteer check-ins, exploring the following topics:
- Why convenient volunteer check-ins matter
- Volunteer check-in FAQs
- 7 strategies to streamline volunteer check-in
- How Bloomerang supports seamless volunteer check-ins
Why convenient volunteer check-ins matter
Volunteer check-in is more than just a logistical step—it’s the gateway to an enjoyable experience for everyone involved and a step toward long-term volunteer engagement. When done well, it sets a positive 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, empowering them to contribute effectively.
- Save time during high-pressure event days by getting every volunteer in the right place at the right time.
Volunteer check-in FAQs
How do I check in volunteers?
Every successful volunteer program has a smooth check-in process. 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 handle large volumes efficiently.
What should I have on hand for volunteer check-ins?
Preparation is key to streamlining the check-in process. 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 quickly answer common questions.
- 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 thirty minutes to an hour before their shift begins. This allows ample time for volunteers to check in, receive necessary 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 with the attention and information they need. Early check-ins also allow for last-minute briefings or introductions to team leads.
7 strategies to streamline volunteer check-in
1. Start communications at the pre-event stage.
Success starts long before the event day. Email all volunteers check-in instructions a couple of weeks before the event starts. This pre-event guidance saves you the trouble of repeatedly explaining essential information on the event day.
Provide a link to your volunteer management app and information on how the event is organized. Share this information 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 several check-in points or staggered times, clarify these details to prevent confusion.
- Roles and responsibilities: Outline what you expect of each volunteer and give them a rundown of their tasks. Detailed descriptions can provide clarity 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.
Provide tutorials on your check-in process for both administrative staff and volunteers. 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. Cover these topics 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. Provide the contact information for the go-to administrative staff for questions or issues on event day.
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 to efficiently check volunteers in via a mobile app. Start by assigning check-in administrators to greet volunteers as they arrive. These administrative check-ins should:
- Make volunteers feel welcomed and set a friendly tone for the event. Providing a positive volunteer experience is key to retaining their support.
- Ensure everyone is accounted for. This will help you avoid last-minute shortages or confusion about roles and make quick adjustments if needed.
- Take advantage of volunteer management solutions to create a seamless experience for everyone involved. With a robust volunteer management app, you can quickly look up volunteer information, check volunteers in, and confirm any missing details, such as emergency contact information or phone numbers.
4. Allow your volunteers the option to self-check in.
Mobile self-check-in features empower volunteers to check themselves in, avoiding long lines or holdups on event day. Benefits of mobile check-in include:
- Faster check-ins for large groups, especially during busy times.
- A sense of autonomy and trust in volunteers.
- The ability to operate seamlessly across multiple venues or locations for large-scale events or organizations with dispersed operations.
Provide clear instructions at the volunteer check-in station and have support staff nearby to help anyone who might need assistance navigating the process.
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 on how many volunteers have checked in.
These tools make it convenient for your volunteers who have checked themselves in and support 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.
Eliminate manual punch-ins, sign-ins, 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.
7. Ask volunteers for their feedback.
Bring volunteers into the conversation to see if they have any input about how to improve your check-in process. With the help of volunteer surveys, you can:
- Gain valuable feedback on your volunteer program.
- Boost volunteer engagement and productivity.
- Express appreciation for volunteers.
Send surveys via email, social media, or direct mail. Ask check-in related questions like:
- On a scale from 1-10, please rate your satisfaction with the volunteer check-in process.
- Did you have a clear understanding of how the check-in process works?
- Do you have any recommendations for ways to improve the check-in process?
How Bloomerang supports seamless volunteer check-ins
Bloomerang Volunteer is a volunteer management platform that understands that the key to volunteer retention is providing an amazing experience, from check-ins to follow-ups. Our intuitive solution simplifies volunteer check-ins to keep your focus on what matters most: running incredible events that support your mission.
Bloomerang Volunteer streamlines check-ins with features like:
- A powerful scheduling tool that helps identify shift gaps and overlaps to ensure sufficient coverage
- Multiple self-serve options for volunteers to sign up for roles that interest them and check into events
- A mobile app to facilitate convenient communications between volunteers and staff
- Customized recruitment, scheduling, and administrative workflows to tailor your check-in and management process to your unique needs
Wrapping up
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. By starting early, staying organized, and leveraging technology, you can create a stress-free experience for both your team and your volunteers.
See these additional resources to enhance your volunteer experience:
- 18+ Top Volunteer Management Software Picks for Nonprofits. Browse top volunteer management software options to find the right solution for your program.
- 19 creative volunteer recruitment ideas you should try. Recruit more volunteers to support your mission with these creative and effective ideas.
- 15 Volunteer Scheduling Software Tools & Tips for Success. Streamline volunteer scheduling with this guide to the top scheduling tools and tips.
Bloomerang makes volunteer management easier for you and your volunteers.
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