Volunteer crew check-ins at an event

Event volunteers are a special case of the volunteer-tracking problem: a large group, most of whom will only ever work this one event, who you'll never see again after teardown. Asking them to make accounts is a non-starter, the onboarding overhead exceeds the entire shift length.

The volunteer-table pattern

Set up your volunteer registration table at the event entrance. Print a Kangaroo Clock QR poster (or generate one without signing up from the free QR poster tool) and post it prominently. Volunteers scan on arrival, pick their name from the roster (one tap), and their phone becomes their clock-in surface for the rest of the event.

If you've imported your volunteer roster from a signup tool ahead of time (e.g., via GrasshopperSignup), the name list is already populated. If you haven't, names get added one at a time from the worker management page; takes about 10 seconds per volunteer.

Long roster? Shorten the picker

Worker groups scope the kiosk picker, so volunteers assigned to the registration crew see a short list of just registration people, the parking crew sees parking, etc. For a 200-volunteer event split across 8 crews, this means each volunteer sees a list of 20-30 names instead of 200.

Post-event hours pull

One CSV export with the event's date range gets you every volunteer's hours, tagged by phase if you used phase tags (setup/execution/teardown). Feed it into your post-event recap, grant report, or volunteer thank-you mailing.

Back to the events hub.