VolunteerMatters' standard Kiosk Module allows volunteers to locate their records, register when permitted, sign up for available volunteer opportunities, and check in and out of assignments.

The Advanced Kiosk option expands the standard kiosk functionality with additional configuration for organizations that need to support different types of kiosk users, require a photo during check-in, or allow volunteers to access a kiosk from their own mobile devices.

For information about configuring and using the standard Kiosk Module, see:

• VolunteerMatters Kiosk Module – Administrative Setup
• VolunteerMatters Kiosk Module – Using the Kiosk

Availability

The standard Kiosk Module is:

• Included with Professional subscriptions
• Included with Enterprise subscriptions
• Available as an add-on for Growing subscriptions

The Advanced Kiosk functionality is:

• Included with Enterprise subscriptions
• Available as an add-on for Professional subscriptions
• Not available with Growing subscriptions

Advanced Kiosk includes:

• Kiosk Audiences
• Require Check-In Photo
• Mobile Access

If you have a Professional subscription and would like to add this functionality to your plan, please contact your Client Success Manager for more information. If you're unsure of your current subscription level or whether this feature is already available with your plan, your Client Success Manager can also help confirm your subscription and available features.

Kiosk Audiences

Kiosk Audiences allow you to customize the kiosk experience for different types of people using your kiosks.

For example, you might create audiences for:

• Volunteers
• Visitors
• Partners/Contractors

A school might create separate audiences for Parent Volunteers and Community Volunteers.

Each audience can have its own registration options, registration form, required agreements, and Project Tag filters. This allows the kiosk experience and available day-of volunteer opportunities to vary based on the audience selected by the user.  

Note: Kiosk audiences are global and when enabled, will appear on any kiosk created across all branches.

Accessing Kiosk Audience Configuration

To configure Kiosk Audiences:

1. Log in to VolunteerMatters as an administrator.
2. Navigate to Configuration > Kiosks.
3. Select the Kiosk Audiences button.

The Kiosk Audiences page displays all existing audiences along with their Active status and Display Order.

From this page, you can:

• View and/or Edit the "Kiosk Audience Welcome" message. 
• Click New to create a new audience.
• Click View to review or modify an existing audience.
• Delete an audience when the Delete option is available.  An audience must be inactive to delete.

Kiosk Audience Welcome

The Kiosk Audience Welcome section controls the introductory content displayed when a kiosk user visits the kiosk and is asked to select an audience.

Click the Edit button to customize this content.

This is particularly useful when multiple audiences are configured, as you can provide instructions that help users determine which audience they should select.

Note: In addition to the Kiosk Audience Welcome, audience button help text can be configured per audience. See below for more information. 

Creating a Kiosk Audience

From the Kiosk Audiences button, then click the New button to create an audience.

Name

Enter the name of the audience.

This is the name displayed on the kiosk landing page when users are asked to identify their audience.

Examples include:

• Volunteer
• Visitor
• Partner
• Contractor
• Parent Volunteer
• Community Volunteer

Choose names that will make it clear to kiosk users which option they should select.

Active

Enable Active to make the audience available for use at the kiosk.

An inactive audience remains configured in VolunteerMatters but is not presented as an available audience to kiosk users. Only inactive audiences can be deleted. 

Help Text

Enter optional help text for the audience.

This text is displayed below the audience selection on the main kiosk screen and can provide a short explanation to help users determine whether the audience applies to them.

For example:

Parent Volunteer
Select this option if you are volunteering as the parent or guardian of a student.

Welcome Text

Use Welcome Text to provide audience-specific instructions or information.

This rich-text content is displayed at the top of the landing page after the user has selected the audience.

Because each audience can have different Welcome Text, you can provide instructions specific to that type of kiosk user.

Allow Registration

Enable Allow Registration if users who select this audience should be permitted to create a new VolunteerMatters record through the kiosk.

When this option is disabled, users in the audience must already have an existing VolunteerMatters record.

This is useful when certain audiences require advance registration while others can register when they arrive.

Registration View

When kiosk registration is allowed, select the Registration View that should be presented to users in this audience.

This allows different audiences to have different registration experiences.

By default, VolunteerMatters only has one built-in Kiosk Registration forms, which can be modified by the admin by following the instructions in the view's customization solution.  However, with Advanced kiosk, VolunteerMatters Support can add additional Kiosk Registration forms if your audiences require different information.  Once added, these additional kiosk registration forms are only accessible via direct URL, but are managed with the same instructions in the solution linked above. If you need additional information or wish to have a new kiosk form created, please contact support@volunteermatters.com with any questions. 

Required Agreements

Select any credential agreements that individuals registering through this audience must accept. While the standard kiosk registration, only includes global agreement credentials, the kiosk audience registration can also include non-global agreement credentials, allowing additional audience specific credential information to be collected as part of kiosk registration without requiring those credentials to be included on the organization's standard global registration form.

The selected agreements are presented as part of the kiosk registration process for that audience.

Display Order

Enter a numeric Display Order to control where the audience appears when users are presented with multiple audience choices.

Audiences are ordered first by Display Order and then by name.

For example, audiences with display orders of 0, 10, and 20 will be displayed in that sequence.

Using increments such as 10, 20, and 30 can make it easier to insert additional audiences later without having to renumber all existing audiences.

Filtering Opportunities by Project Tags

The Project Tags section determines which projects are displayed to the selected audience for day-of sign-up at the kiosk.

Depending on the Project Tag categories configured for your organization, the audience configuration can include filters such as:

• Areas of Focus
• Grant Programs
• Impact Areas
• Intended Beneficiaries
• National Initiatives
• Programs

Project tags and tag groups are fully customizable. Please click here for more information. 

Select the applicable values within these categories to limit the projects presented to users in this audience.

For example, an organization could configure a Community Volunteer audience so that only projects tagged as appropriate for community volunteers are available for day-of kiosk sign-up via this audience.

If Project Tag filters are defined for an audience, VolunteerMatters uses those selections to filter the projects displayed to the user for day-of sign-up at the kiosk.

After completing the audience configuration, click Save.

How Kiosk Audiences Affect the User Experience

Kiosk Audiences are configured at the organization level, rather than for an individual kiosk station or branch. The configured audiences therefore apply to the kiosk experience across the organization.

The kiosk's behavior depends on whether one or multiple active audiences have been configured.

One Active Audience

If only one active audience is configured, the kiosk automatically uses that audience's configuration. The user does not need to select an audience before continuing.

This means Kiosk Audiences can still be useful for an organization that has only one type of kiosk user. A single audience can be used to customize:

• Kiosk registration availability
• The registration form
• Required agreements
• Credentials collected during registration
• Welcome text
• Volunteer opportunities available for day-of sign-up via project tags.

Multiple Active Audiences

If multiple active audiences are configured, users are first asked to identify the audience to which they belong.

For example, a school could present:

• Parent Volunteer
• Community Volunteer
• Partner/Contractor

After the user selects an audience, VolunteerMatters applies the configuration associated with that selection.

The user can then proceed through the applicable kiosk experience, including locating an existing record, registering if permitted, viewing available day-of opportunities, and checking in or out.

Require Check-In Photo

Advanced Kiosk can require volunteers to capture a photograph as part of the kiosk check-in process.

When Require Check-In Photo is enabled for a kiosk station, volunteers must capture a photo using the device's camera before completing check-in.

To enable this option:

1. Navigate to Configuration > Kiosks.
2. Open the applicable kiosk station via the "Edit" button.
3. Enable Require Check-In Photo.
4. Save the kiosk configuration.

The kiosk device must have an available camera, and the browser or device must have permission to access it. This includes user devices acting as Mobile Kiosks. 

When enabled, the check-in cannot be completed until the required photo has been captured.

Mobile Access

Mobile Access allows volunteers to use their own mobile devices as temporary kiosk stations.

Instead of requiring every volunteer to use a shared kiosk device, an organization can provide a Mobile Access Link or QR code. The volunteer can open the link or scan the QR code and complete the kiosk process from their phone.

For security, the volunteer must be physically located within the configured geographic range of the kiosk before a mobile kiosk session can begin.

Configuring Mobile Access

To configure Mobile Access:

1. Navigate to Configuration > Kiosks.
2. Open the applicable kiosk station.
3. To enable Mobile Access, configure the kiosk's physical location and permitted range.
4. Save the kiosk configuration.
5. Set the Mobile Access link lifetime. This is how long the QR code itself remains valid. (the session duration is 1 hour and cannot be modified). 
6. Click Generate Mobile Access Link button. 

Kiosk Location

Set the physical location where mobile access to the kiosk should be permitted. You can do so via an address or a specific Latitude and Longitude. 

When entering an address, after the address is entered, click the Look Up button to identify the kiosk's location to seed the Latitude and Longitude fields.
 

Range (meters)

Enter the distance, in meters, that a mobile device may be from the configured Kiosk Location and still begin a kiosk session.

When a volunteer attempts to access the kiosk from a mobile device, the device must report a location within this configured range.

The volunteer may be prompted to grant their browser permission to access their device's location.

Mobile Access Link and QR Code

When Mobile Access is enabled (address and range saved, link lifetime selected, and the administrator has clicked the generate mobile access link button, VolunteerMatters provides a Mobile Access Link and corresponding QR code for the kiosk station.

The URL or QR code can be shared with volunteers at the kiosk location. For example, the QR code could be displayed on signage at a volunteer entrance, front desk, or check-in area.

When a volunteer scans the QR code or opens the Mobile Access Link:

1. The volunteer's device is asked to provide its current location.
2. VolunteerMatters verifies that the device is within the configured range of the kiosk.
3. If the location requirement is met, the device is granted a time-limited kiosk session.
4. The volunteer can complete the kiosk process from their mobile device.

Each use of the Mobile Access Link or QR code provides temporary kiosk access. It does not permanently configure the volunteer's device as a kiosk station.

Note: Mobile Access requires location services. If the volunteer denies location access, the device cannot provide its location, or the device is outside the kiosk's configured range, the mobile kiosk session cannot be started.