Which Check-in Method Is Right for My Event?

BetterUnite offers four check-in methods, and you can mix and match them at the same event. Here's how to decide which ones to set up.

Quick comparison

Method	Setup effort	Staffing needed	Volunteer needs	Best scenario
Volunteer Portal	None (built-in)	None	BetterUnite account + smartphone	Recurring programs, remote volunteers
QR Code	Print a poster	None	Smartphone with camera	Multiple entrances, outdoor events
Kiosk	Set up a tablet	Optional greeter	Nothing — name search	High-traffic desk, day-of-service
Walk-in Quick-Add	None	Admin or kiosk operator	Nothing	Unregistered day-of arrivals

By event type

Weekly recurring program (food bank, tutoring, habitat build)

Use the volunteer portal as the primary method. Regulars will learn the flow quickly. Post a QR code at the entrance as a backup for volunteers who forget to check in through the portal.

Large one-day event (day of service, community cleanup, gala setup)

Set up a kiosk at the main entrance with a greeter to handle walk-ins. Post QR codes at secondary entrances. Have the live board open on a separate screen so coordinators can track arrivals.

Small indoor event (board meeting prep, office volunteer day)

A single kiosk on a tablet is usually enough. The greeter can double as the walk-in operator.

Outdoor or multi-site event (park cleanup, neighborhood canvassing)

QR codes are ideal — print a poster for each site or zone. No devices to manage, no Wi-Fi dependency at each location (volunteers use their own phones and cell data).

Corporate volunteer day (partner company sends a group)

Use a kiosk with the walk-in form ready. Corporate groups often include unregistered volunteers — the walk-in form lets you add and check them in quickly without pre-registration.

Combining methods

These methods aren't mutually exclusive. A common setup for medium-to-large events:

Kiosk at the main entrance — Handles the bulk of check-ins.
QR posters at side doors — Catches anyone who doesn't come through the main entrance.
Portal link in reminder emails — Tech-savvy regulars check in from their phone before they even walk in.
Live board on a monitor — Coordination team tracks everything in real time.