Guest Configuration Options

There are four different configurations available for the handling of guests  (volunteers brought by other volunteers), and walk-ins  (volunteers who just show up but weren't signed up with a confirmed connection)

You will be asked which guest configuration you want to use for your kiosk.   (This setting can be updated in the future by request.)

Additionally there is one additional setting for the handling of private (invitation code) opportunities:

1. #1 Allow guests disabled

Only volunteers with confirmed connections will be able to check-in. No guests or walk-ins allowed.

2. #2 Guests Active: Guests checked in by host
  • Anyone with a confirmed connection will be asked if they have any guests when they check-in. They indicate yes or no, and how many guests.
  • Guest volunteers will be added to the host's existing connection as anonymous volunteers / guests.
  • Walk-ins may not check themselves in.
3. #3 Guests Active: Create new connections for registered volunteers. Create 'guest connection' for unregistered volunteers.
  • Confirmed volunteers are checked in.
  • Registered Volunteers without confirmed connections will have new connections created,  
  • Guests will be added as a connection for a generic contact called “Guest Volunteer”.

This option allows you to quickly check-in guests, and quickly creates connections for registered volunteers who hadn't previously signed up.   It also provides a count of anyone who walks-in but didn't already have a volunteer account. You wind up with a certain number of generic "guest" connections.

Note:  If you are allowing team check-ins in the kiosk, you cannot use guest active configuration #3.  This configuration is only available if you disable team check-in, as it counts individual volunteers without identifying whether or not they are part of a team.

4. #4 Guests Active: Create new connections for registered volunteers, otherwise register new volunteer and create new connection
  • Confirmed volunteers are checked in.
  • Registered Volunteers without confirmed connections will have new connections created,
  • Guests will be asked to fill out a 'short' registration form and a contact record and connection will be created.

This is the most complete check-in solution, but requires longer for guests to check in as they must fill out a form.

  • By default, The guest will be able to provide a password and an account will be created for them.  
  • The 'short' registration in configuration 4 bypasses any 'required' fields and custom questions or Advanced Registration System custom fields and content, that you normally ask during registration.  (If you wish to require the full registration form, we recommend that you choose configuration 3, and have guests go to another device and complete your full registration form) before checkiing in at the kiosk.

5. Options for handling of Private (Invitation code) opportunities

You also must make a decision about how you want guests handled for private (invitation code) opportunities.  (This is only necessary if you are using configurations 3 or 4 regarding guests:

It determines whether or not you want private opportunities to be visible to guests to check-in.

Option 1:   Do not allow guests to check-in for private (invitation code) opportunities

Option 2:   Do allow guests to see and check-in for private (invitation code) opportunities.

Considerations when enabling guests

  • When guests are active, no restrictions to opportunity sign-up are enforced
  • Maximum attendance is not applied
  • You should check age and any other restrictions manually, as restrictions will not be applied to guest or walk-in check-ins.
  • Note:  volunteers under the age of 13 cannot check-in in configuration 4.  They can't complete even a short registration online under COPA law.

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