Newport Ski Swap Volunteer Management System powered by TMTNSBRO
Volunteer event-day guide

Check in correctly. Check out before you leave.

Use VMS on your phone to request attendance, scan your personal QR at the kiosk, and wait for completion before starting or ending your shift.

How to check in ↓ How to check out
Before you arrive

Three things make check-in easier.

You do not need anything complicated. Have VMS ready, know the shift you are arriving for, and give yourself enough time to finish the kiosk process.

01
Have VMS open on your phone. You will use it to select your shift and display your personal attendance QR.
02
Know which assignment you are arriving for. Confirm the position, date, and shift time before requesting attendance.
03
Arrive a little early. Leave a few minutes for the kiosk, a name tag if used, and finding your work area.
1

Sign in before you reach the kiosk

Open the Volunteer Management System on your phone and sign in to your volunteer account. Open Dashboard or My Schedule so your assigned shift is already visible.

Having VMS open before you reach the kiosk keeps the check-in line moving.
2

Confirm the correct shift

Find the shift you are actually arriving for. Confirm the position, date, and shift time before you continue.

If the assignment does not look right, ask event staff before creating an attendance request.
3

Tap “Request Check-In”

When the shift is eligible for attendance, VMS will make check-in available. Tap Request Check-In to create an attendance request for that exact shift.

Creating the request does not start your volunteer hours.
4

Keep your personal QR open

VMS will display a QR code created specifically for your check-in request. Leave it open while you walk to the kiosk.

A CRQ- request reference may also appear. Keep it available in case staff need to locate the request manually.
5

Scan at the kiosk

Hold your phone so the scanner can see the entire QR code. Keep the phone steady while the kiosk reads and verifies the request.

If scanning is difficult, turn up your screen brightness and make sure the entire QR is visible.
6

Follow the group step if it appears

Some kiosks use Manual Pick mode and ask you to choose a group. Other kiosks use Auto mode and select the group automatically.

Both flows are normal. If no group screen appears, simply continue.
7

Wait for “Check-In Complete”

Do not walk away immediately after the scan. Wait until the kiosk confirms that your check-in has finished.

Your attendance officially starts only after VMS successfully completes the check-in.
8

Take your name tag and report to your area

If a name tag is printed, take it with you. Then report to your assigned group, work area, or event lead.

Depending on kiosk configuration, the tag may print immediately, be queued elsewhere, or not be required.
Group assignment

You may see one extra step.

The kiosk can assign your group automatically or ask you to choose one. Both are normal.

Manual Pick

You choose.

After the QR is accepted, the kiosk shows available groups. Normally keep the Recommended group selected unless an event lead told you otherwise.

Auto mode

VMS chooses.

The group-selection screen is skipped. If the kiosk moves directly from verification toward completion, nothing is missing.

Confirmation matters

Do not walk away after the scan.

Scanning starts the transaction. Wait until the kiosk shows Check-In Complete before you leave the kiosk and report to your work area.

1

Open VMS before leaving

Return to Dashboard or My Schedule. Your active attendance should show that you are currently checked in.

2

Tap “Request Checkout”

Create a checkout request for the shift you are leaving. VMS will generate a new QR specifically for checkout.

3

Scan the checkout QR

Return to an authorized kiosk and scan the checkout QR. The kiosk will verify your active attendance session.

4

Wait for “Checkout Complete”

Once VMS confirms checkout, your attendance session is finished. Do not leave before you receive that confirmation.

Remember

The rules that matter most.

If you remember only four things from this page, make them these.

01
Have your QR ready.Create the request in VMS before you reach the scanner.
02
Use the correct shift.Attendance requests are tied to a specific assignment.
03
Wait for completion.A successful scan alone does not guarantee attendance was recorded.
04
Check out before leaving.This closes the active session and preserves the correct hours.
Help & troubleshooting

If something does not look right.

Do not keep repeatedly scanning the same code if the kiosk gives an error. Use the guidance below or ask event staff for help.

Turn up your screen brightness, make sure the entire QR code is visible, hold the phone steady, and move it slightly closer to or farther from the scanner. If it still will not scan, show event staff the CRQ- request reference displayed with the QR.
Return to Dashboard or My Schedule and create or refresh the attendance request. Use the newly generated QR code instead of the expired one.
Confirm that you are signed in to the correct volunteer account and looking at the correct assigned shift. If the shift should be eligible but the option is still missing, ask event staff for help.
That can be completely normal. The kiosk may be running Auto mode, where VMS assigns the group automatically and skips the group-selection screen.
That kiosk is using Manual Pick mode. Normally keep the Recommended group selected unless an event lead has specifically told you to report to another group.
Do not guess. Wait for the kiosk to show Check-In Complete or Checkout Complete. If you do not receive a completion message, ask event staff before leaving the kiosk.
Tell an event lead or kiosk staff before reporting to your work area. They can help confirm where you should report.
Tell event staff as soon as possible. Do not create unrelated attendance requests to try to correct the time yourself.

Arrive ready. Check in. Help out. Check out.

Your schedule and VMS account stay available whenever you need them.

Open My Schedule → Volunteer Welcome