📌 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.
Manual attendance updates and time tracking modifications are performed by authorised Event and Shift Leaders. If a Volunteer cannot use their device to check-in, an Event or Shift Leader can do this via the User Portal in Leader Mode, or in the Shift Volunteers List. Utilising these methods allows for immediate on-site overrides, making it easy to manually check volunteers in and out, adjust times captured incorrectly, or log hours for individuals who missed the self-service window.
💡Tip: Volunteer's must have a Confirmed status in order to check-in to a Shift. If their status is Pending, Applied, Offered, or Cancelled, the system blocks them from checking in. This can be changed manually in the Shift Volunteers List.
IN THIS ARTICLE:
Leader Mode Check-In and Check-Out
Volunteers that are assigned as an Event or Shift Leader can enter Leader Mode in the User Portal to manage all Shifts for Volunteer check-ins and check-outs for an Event or Shift.
💡Tip: A Shift must be published to appear in the User Portal.
Click Events in the sidebar of the User Portal.
Click the View Event button. The Event Details appear:
Click the Leader Mode button. The Shifts for that Event appear:
Enter a Volunteer's name in the search bar.
Press Enter, or click the magnifying bar to search.
Click the Check in button. The Volunteer's status changes from Confirmed to Attended.
Click the Check out button when the Shift is complete. The Volunteer's status remains as Attended.
The Shift Volunteer List
An Admin can check-in, check-out, and edit check-in and check-out times from the Shift Volunteer List in the application.
Click Events > Shift Volunteers. The Shift Volunteers List appears:
Click the Check In button on the Volunteer you wish to check in. The Check in Volunteer screen appears:
Edit the Check in Date/Time, if desired. To use the Shift's scheduled start time, click the Use Shift Time button.
Edit the timezone, if desired.
Add a break time, if desired.
Click the Submit button. The Volunteer's status changes to Attended.
Click the Checkout button when the Shift is complete. The Check out Volunteer window appears:
Edit the Check out Date/Time, if desired. To use the Shift's scheduled start time, click the Use Shift Time button.
Edit the timezone, if desired.
Add a break time, if desired.
Click the Submit button. The Volunteer's status remains as Attended.
Edit Recorded Check-In and Check-Out Times
Volunteer's check-in and check-out dates can be edited at anytime by an Event or Shift Leader in the Shift Volunteers List. The following settings are set by default, and are located in Organization Settings > Events tab. They may be configured to suit your needs:
Allow checkin by team leader this long before shift starts: Defines the time window (in minutes or hours) before a Shift officially begins during which a Leader can start checking Volunteers in. This prevents Users from being checked into a Shift too far in advance. 23 hours and 55 minutes is the default value.
Allow checkout by team leader this long after shift ends: Sets the time window after a Shift officially concludes during which a leader can still log Volunteer check-outs. Once this time limit expires, the attendance window closes to ensure data accuracy. 23 hours and 55 minutes is the default value.
Allow team leader to update timesheet after shift finishes: Specifies the total amount of time a Leader has to modify, adjust, or correct Volunteer time logs after a Shift has ended. Once this duration passes, the timesheet locks and any further changes must be made by an Administrator. The value for this setting is 0 by default, meaning it cannot be edited.
Warn when checking in too early or too late of a Shift: Enables an automatic warning message on the check-in screen if a Leader attempts to check a Volunteer in outside of the standard Shift schedule. This acts as a helpful guardrail to prevent accidental or incorrect time tracking. No is the default value.
💡Tip: To edit a Volunteer's check-in time when both entries exist, the check-out date and time must be cleared first. Once the check-out field is empty, the check-in time can be updated.
Click the X button on Check in Date/Time or Check out Date Time you wish to edit. The following window appears:
Click the Yes button.
Click the Check-In or Check Out button to edit the Check in Date/Time or Check out Date Time.
💡Tip: Checking a Volunteer in automatically updates their status to Attended. However, deleting a check-in or check-out time from their record will not automatically revert this status; it will remain as Attended even if the date and time fields are completely empty. If circumstances change and the volunteer did not actually attend, their status must be updated manually.