Clock-InSign-in forms & funder reports
Visitor sign-in forms and funder reports for NZ community organisations
Clock-In collects the sign-in information you choose and turns it into attendance and demographic reports you can share with funders. Visitors fill in a short visitor sign-in form on a tablet at the door — no app, no account.
30 days free. No credit card required.
The funding report is due. The numbers are on a clipboard.
Most community organisations know how this goes: a paper sheet by the door, then a scramble the week before a funding report is due — counting heads off old sheets, guessing at age groups, chasing the playgroup coordinator for last term’s numbers. The information was there at the door; it just was never written down in a way anyone could add up.
Clock-In asks your questions at sign-in, so the numbers build up as people arrive. When a funder asks how many people you reached and who they were, you run a report instead of rebuilding one.
A sign-in system with your own custom questions
- 1
Create your questions
Add the questions you want answered — text, number, dropdown, date or yes/no — and mark any question as sensitive so visitors are asked for consent before answering it.
- 2
Attach a form to a location
Group questions into a form and attach it to a sign-in point, or use your default form. Optionally add a health & safety notice visitors must accept first.
- 3
Visitors answer at sign-in
On the tablet at the door, visitors enter their name — or sign in without one — and answer your form. Every visit records which form was used.
- 4
Run a funder report
Pick a date range, and a location or form if you want one programme on its own. Clock-In saves the report as a PDF and a CSV.
What’s in a funder report — and what’s left out
In the report
- Total visits for the period, and visits per day
- A breakdown by each of your questions — for example, how many visitors in each age group
- How many people didn’t answer a question
- The date range, and the date and time the data was taken
Left out
- Names, and any row about a single person
- Exact sign-in times
- Groups of fewer than five people — plus one more where needed, so a hidden number can’t be worked out
- Free-text answers to questions you’ve marked as sensitive
Each report is a frozen snapshot “as of” the moment you ran it, so later corrections don’t change a report you’ve already sent.
For your own records, a separate detailed export lists every visit with its exact time. That one stays inside your organisation.
A funder report shows totals only and hides small groups. It summarises who signed in; it doesn’t replace your funder’s own forms or outcome reporting.
Questions organisations ask at sign-in
You choose what to ask. Some common examples for attendance and demographic reporting by NZ charities and community groups:
- Age group
- Dropdown — e.g. Under 18, 18–24, 25–44, 45–64, 65+.
- Ethnicity
- Dropdown, marked sensitive. Use the categories your funder reports against.
- Suburb
- Dropdown of local suburbs, so answers group cleanly instead of in fifteen spellings.
- Is this your first visit?
- Yes/no — shows how many new people a programme is reaching.
- How did you hear about us?
- Dropdown — word of mouth, Facebook, referral from another service.
Keep it short: ask only what you will report on.
Included in every plan
See full pricingSign-in forms, the health & safety notice and funder reports are in every plan, including the free 30-day trial. Starter is NZ$29 a month for up to 25 people; Growth is NZ$79 a month for up to 200 people and multiple locations — one per programme, if each needs its own form.
Sign-in form and funder report questions
Can we ask visitors questions when they sign in?
Yes. You write the questions — text, number, dropdown, date or yes/no — group them into a form, and attach it to a location. Visitors answer on the sign-in tablet, with no app or account.
Is the funder report safe to share?
It is designed to be shared: totals and breakdowns only, with no names or exact sign-in times. Groups of fewer than five people are hidden, and free-text answers to sensitive questions are left out. You choose what to ask, so check what you collect before sending it.
How do we report participation numbers to funders?
Add the questions your funder asks about — such as age group, ethnicity or suburb — to your sign-in form. When the report is due, pick the date range and run a funder report. Copy the totals and breakdowns into your funder’s own form, or attach the PDF.
Can different programmes ask different questions?
Yes. Each location shows its own form, so a playgroup and an ESOL class can ask different things, and you can run a funder report for one location or form at a time. Multiple locations are on the Growth plan.
What happens if someone’s answers are changed later?
Reports you have already run don’t change. Each is a snapshot as of the moment it was made; a correction only shows up in later reports.