Learn how to choose, prepare, communicate, analyze, and report your attendance data for your volunteer event. Find tips and tools to track your impact and volunteers.

Although volunteer events tend to be out of pocket or with little to no budget, using free online tools and platforms to best organise events is a must nowadays. Gone are the days of traditional paper forms. To further enhance the experience with attendance, always look to provide the latest and greatest platforms (preferably free or in trial). Examples: Trello, Eventbrite (cost required for priced events), RSVPify

You’re organizing a volunteer event. How can you keep track of attendance?

You’re organizing a volunteer event. How can you keep track of attendance? Whether you’re hosting a beach cleanup, a food drive, or a tutoring session, you want to know how many people show up and how long they stay. Tracking attendance can help you measure the impact of your event, recognize your volunteers, and plan for future activities. Here are some tips and tools to help you keep track of attendance at your volunteer event.

1 Choose a method

When deciding on the best way to track attendance at your volunteer event, there are a few factors to consider. How easy is it to use and access for you and your volunteers? How accurate and reliable is the data collection and storage? What is the cost and what features does it offer? Lastly, how well does it suit the type and size of your event? You can choose from paper forms, online platforms, or mobile apps to record who comes and goes.

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Raymark Sinchongco PMP MPM

Project Manager @ Prvidr | Associate Director, Academic Outreach @ PMI Sydney
(edited)
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Although volunteer events tend to be out of pocket or with little to no budget, using free online tools and platforms to best organise events is a must nowadays. Gone are the days of traditional paper forms. To further enhance the experience with attendance, always look to provide the latest and greatest platforms (preferably free or in trial). Examples: Trello, Eventbrite (cost required for priced events), RSVPify

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Pranav Nair

Lawyer | LL.M. (Investment & Securities Laws) | NISM Alumnus
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One can always use easy to use websites and software to help tackle attendance. Examples include QR based sign in apps such as rsvipfy [dot] com. Or, handing out numbered lanyards at the entrance of the venue if one just wants to know the headcount. A familiar and easy to use system is a barcode scanner. Volunteers get a QR code sent to their email (assuming prior sign up for event i.e. non-spontaneous). Said QR is used to check-in at the venue. A one-time investment in the scanner, with immense re-use potential.

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Sung HAN Dr. med.

Spiegel-Bestseller Autor📖 I Facharzt für Kinder- und Jugendpsychiatrie⚕I Ermutiger⭐I Mit unseren Büchern begeistern wir junge Menschen herauszufinden, was im Leben wirklich zählt für ein glückliches & erfülltes Leben☀️
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Halte den Überblick mit effektiven Methoden! Nutze digitale Tools für Online-Anmeldungen und schnelle Aktualisierungen. Die traditionelle handschriftliche Liste vor Ort ermöglicht direkte Updates. Moderne QR-Codes bieten Echtzeitinformationen durch einfaches Scannen.

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2 Prepare in advance

Prior to your event, it's essential to take certain steps to ensure everything runs smoothly on the day of. This includes creating a registration form or link for volunteers to sign up and provide their contact information and availability. Additionally, you should set up a check-in and check-out system, which can be done manually, electronically, or with QR codes or barcodes. It's also important to assign a staff member or volunteer leader to oversee the attendance process and troubleshoot any issues. Finally, don't forget to test your method and equipment to make sure they work properly, as well as having backups in case of failure.

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Sung HAN Dr. med.

Spiegel-Bestseller Autor📖 I Facharzt für Kinder- und Jugendpsychiatrie⚕I Ermutiger⭐I Mit unseren Büchern begeistern wir junge Menschen herauszufinden, was im Leben wirklich zählt für ein glückliches & erfülltes Leben☀️
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Kläre die Teilnahmeerwartungen frühzeitig und ermutige zur Vorab-Anmeldung. Verschaffe dir einen Überblick über potenzielle Teilnehmer, um Anpassungen vornehmen zu können. Teste deine Anwesenheitsmethode vor der Veranstaltung, um etwaige Probleme zu vermeiden.

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3 Communicate clearly

Communication is essential for keeping track of attendance at your volunteer event. It's important to inform your volunteers about what to expect and what to do before, during, and after the event. To communicate clearly with your volunteers, you should send them a confirmation email or message with the details of the event, like the date, time, location, and agenda. Additionally, remind them to register and check-in and check-out using your chosen method, providing instructions and links if necessary. Make sure to update them on any changes or cancellations and ask them to notify you if they can’t attend or have to leave early. Finally, thank them for their participation and ask them to fill out a feedback survey or share their experience.

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Sung HAN Dr. med.

Spiegel-Bestseller Autor📖 I Facharzt für Kinder- und Jugendpsychiatrie⚕I Ermutiger⭐I Mit unseren Büchern begeistern wir junge Menschen herauszufinden, was im Leben wirklich zählt für ein glückliches & erfülltes Leben☀️
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Definiere klare Erwartungen bezüglich der Teilnahme und ermutige zur rechtzeitigen Rückmeldung. Verwende präzise Informationen in Einladungen und erkläre die gewählte Anwesenheitsmethode deutlich. Stehe für Fragen zur Verfügung und betone die Bedeutung der Anwesenheit. Eine transparente Kommunikation schafft Verständnis und fördert eine reibungslose Organisation.

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4 Analyze and report

After your volunteer event, it's important to analyze and report the attendance data to evaluate the success of your event, acknowledge your volunteers, and improve your future events. To do this, you can use a spreadsheet or a software tool to organize, filter, and visualize your data. Calculate metrics such as the total number of volunteers, the average duration of participation, the retention rate, and the satisfaction level. Share your results and insights with your team, partners, and funders using charts, graphs, or infographics to highlight key findings and impact. Show appreciation for your volunteers by sending them certificates, badges, or rewards based on their attendance and performance. Finally, learn from your feedback and data to identify what worked well and what can be improved for your next event.

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Sung HAN Dr. med.

Spiegel-Bestseller Autor📖 I Facharzt für Kinder- und Jugendpsychiatrie⚕I Ermutiger⭐I Mit unseren Büchern begeistern wir junge Menschen herauszufinden, was im Leben wirklich zählt für ein glückliches & erfülltes Leben☀️
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Nutze digitale Tools, um Anwesenheitsmuster zu erkennen. Erstelle nach der Veranstaltung Berichte über die Teilnahmequote und identifiziere Bereiche für Verbesserungen. Teile die Ergebnisse mit den Teilnehmern und zeige die Auswirkungen ihres Engagements auf. Die Analyse schafft nicht nur Transparenz, sondern ermöglicht auch eine kontinuierliche Optimierung der Organisationsprozesse.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Brenda Menine

Humanitarian Action | Direitos Humanos, Diversidade e Voluntariado - Mestra em comunicação (UFRGS), especialista em comunicação corporativa (ESPM) e relações-públicas (PUCRS)
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Utilize aplicativos específicos de check-in que permitem aos voluntários registrar sua presença com facilidade. Esses aplicativos muitas vezes oferecem funcionalidades adicionais, como comunicação em tempo real e atualizações de eventos.

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Sung HAN Dr. med.

Spiegel-Bestseller Autor📖 I Facharzt für Kinder- und Jugendpsychiatrie⚕I Ermutiger⭐I Mit unseren Büchern begeistern wir junge Menschen herauszufinden, was im Leben wirklich zählt für ein glückliches & erfülltes Leben☀️
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Sorge für klare Anweisungen zum Ein- und Auschecken, um Missverständnisse zu vermeiden. Berücksichtige eine flexible Anwesenheitsmethode, um unterschiedlichen Bedürfnissen gerecht zu werden. Halte Notfallpläne bereit, falls unerwartete Situationen auftreten. Biete Unterstützung bei technischen Herausforderungen an und erkenne das Engagement der Freiwilligen an.

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You’re organizing a volunteer event. How can you keep track of attendance?

1

2

3

4

5

1 Choose a method

2 Prepare in advance

3 Communicate clearly

4 Analyze and report

5 Here’s what else to consider

Volunteering

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You’re organizing a volunteer event. How can you keep track of attendance?

1

2

3

4

5

1 Choose a method

2 Prepare in advance

3 Communicate clearly

4 Analyze and report

5 Here’s what else to consider

Volunteering

Rate this article

Thanks for your feedback

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