📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Selecting the correct check-in method ensures accurate attendance tracking and a smooth arrival process for your Events and Shifts. Depending on the size of the Event, the venue, available electronic devices, and whether you need to collect waivers or other forms, you can configure your settings to automate check-ins or have Team Leaders manage them manually.
IN THIS ARTICLE:
Check-In Methods
Check-In method | Best used for | How it works | Forms allowed? |
Global Kiosk Mode
| Fast check-in for all Shifts across the organisation on the day.
| Kiosk Mode requires an assigned Event or Shift Leader to log in using their own profile.
Volunteer scans their personal account QR code using the kiosk camera.
|
❌ |
Kiosk Mode | Fast check-in locked to all Shifts inside one specific Event.
| Kiosk Mode requires an assigned Event or Shift Leader to log in using their own profile.
Volunteer scans their personal account QR code using the kiosk camera.
|
❌ |
Self Check-In
| Flexible check-in via the Volunteer's own device.
| Volunteer uses their own phone (Email link, QR code, mobile app or portal).
|
✅ |
Manual Check-In | Performed manually by a Event or Shift Leader. | Event or Shift Leader checks-in Volunteer via the User Portal or the Shift Volunteers List.
|
✅ |
Required Check-In Settings
Check-In Method
| Settings Required ✅ |
Global Kiosk Mode
| Organization Settings:
Leader setup required: Volunteers > Volunteers > More Actions > View Profile > Access tab > check Can Apply to Shifts as a Leader? > Save
Enable QR codes for Volunteers: Settings > Organization Settings > Portal tab > click Portal QR Code Attribute dropdown > User RRN (Recommended) > Save
|
Kiosk Mode
| Organization Settings:
Leader setup required: Volunteers > Volunteers > More Actions > View Profile > Access tab > check Can Apply to Shifts as a Leader? > Save
|
Self Check-In
| To enable self check-in to all Events and Shifts:
Settings > Organization Settings > Events tab > Allow self check-in > Save
To limit self check-in to a specific Event:
Events > Events > More Actions > Update > Shift Defaults tab > Allow self check-in > Save
To limit self check-in to a specific Shift:
Events > Events > View Shifts button > More Actions > Update > Check In tab > Allow self check-in > Save
|
Manual Check-In
| Event or Shift Leader must be assigned to check-in and out Volunteers.
|
Leader Types
There are four leader types:
Event Leader: Admins can designate a User as an Event Leader to manually process attendance and operate Kiosk Mode for any Shift within an Event. The Event Leader must be actively rostered on and checked into the respective shifts to manage other Users. Event Leaders are identified by a black star. See the Add an Event Leader article for more information.
Shift Leader: Admins can designate any User as a Shift Leader to handle manual attendance, operate Kiosk Mode, and process profile updates via attached check-in or attendance forms. Shift Leaders can only manage Users confirmed for their specific Shift. Shift Leaders must be actively rostered onto the Shift and checked in themselves to access these tools on-site. Shift Leaders are marked with a green star icon. See the Add a Shift Leader article for more information.
Team Leader: A User who has been granted permission to self-allocate to Shifts in a leadership capacity through the User portal, rather than requiring an administrator to manually assign them to an Event or Shift. Self-allocation is subject to the leader demand set for each Shift. Once rostered and checked into a Shift, a Team Leader holds the exact same permissions as a Shift Leader, allowing them to process manual check-ins, manage attendance, and update user forms on-site. See the Configure Team Leader Self-Allocation article for more information.
Group Leader: A User who oversees group members and handles Shift scheduling via the User Portal. They can view member profiles, manage roster additions or removals, and book individual volunteers or full groups into shifts. Assigned shifts automatically trigger standard shift workflows and apply default member statuses. On-site attendance management and check-ins require the Group Leader to also be assigned as the Shift Leader for that shift. See the Add a Group Leader article for more information.
Which Check-In Method Should I Choose?
See the following scenarios to decide which one is right for your Event:
📱"I want a fast check-in at our main entrance where anyone scheduled for any Shift today can just scan their QR code and walk in."
👉Use Global Kiosk Mode.
📋 "I am setting up a check-in table at a venue and I only want it to process volunteers who are scheduled for that specific Event."
👉 Use Kiosk Mode.
👩💻 "I have a smaller Event today and don't want to set up devices for check-in. I also need volunteers to sign a safety waiver when they arrive."
👉 Use Self-Check-In.