Check-In is a highly valuable feature for your ministry or organization. With multiple ways to use it, there is a 'best fit' for you. Review this step-by-step guide to understand the available options and learn how to set up the method that best fits your ministry.
This video overview may include some outdated images. Thank you for your patience as we update our materials.
Step 1: Configure Group Settings for Check-In
You'll need to create and configure groups so that people can check in to them. If you haven't already, create groups for your classes, groups, and events that people will attend. These groups will be used for check-in.
Pro-Tip: Use good naming conventions to make group names easy to recognize for people checking in. Check out our article on Group Best Practices!
Next, to enable Check-In for a group...
- Click the Pencil icon on the Groups List screen to edit the group. The Group Settings screen will appear.
- Expand Attendance and Check-In.
- Toggle on Track Individual Attendance and Use for Check-In (below)
- If you plan to print name tags, select a Label Format.
-
Note: The total number of labels that will print is configured under Check-In Station Settings (Step 2, below). However, you can use Label Exceptions to override Station Settings if needed.
Example: A Check-In Station is set up to print 1 name tag. However, you may want to print two name tags for an infant or toddler group. (One for the child and the other for a diaper bag a parent may drop off).
- Under Check-In Visibility, select whether you'd like your group to always be available for check-in (Always show group at check-in) or only on a specific day and time (Set Group visibility time frame).
-
Important: If Set Group visibility time frame is selected, your group will automatically display in Check-In based on the Group Meet Time. (Group Meet Time can be configured on the Group Settings screen within the Group Information section.)
The Show Group and Hide Group dropdowns determine how long before and after the Group Meet time your group will automatically appear and disappear as selectable groups within Check-in (below).
Need help? See our Check-in Visibility step-by-step guide.
Additional Resources:
- Check-In Visibility: Set Up Groups to Display on a Specific Day and Time
- Group Settings Options
- Configure How Many Labels to Print
- Check-In Label Format Options
Step 2: Create Check-In Stations and User Permissions
Check-In Stations are where you manage most Check-In options. In other words, most of your members' check-in experience (what they see and how they check in) is configured within Check-In Station settings. Most organizations have at least two or three Check-In stations configured to manage their check-in experience.
Note: Check-In Stations do not correspond with physical check-in stations (the computers or iPads where people check in). Think of a Check-In Station as a configuration option for one or more physical stations.
Example: It's common that the settings of one Check-In Station will work for multiple physical stations. You might have a station named "Sunday Classes and Services" that can govern the check-in experience for all your physical check-in stations used on Sunday.
How to Create a Check-In Station
- Click on the Gear icon
at the top right of your software.
- In the drop-down menu that appears, click Settings.
- Click on the Check-In tab.
- Expand Check-In Stations and at the top right, click the + Station button to create your first station.
- Give your station an intuitive name based on the physical stations it will govern. (You can change the name later if you wish.)
- Select your desired settings and click Save.
Common Check-In Station Setting Considerations:
- Decide whether or not you would like to Allow Self Check-In (the ability to check-in via Mobile App).
- Decide whether or not you would like to Enable New People to be Created from Check-In.
- Decide whether or not you would like to enable Only Allow People To Be Checked Into Groups They Are A Member Of.
- If desired, add a background image to your check-in station.
- Don't forget that you can test your check-in setup using the Testing fields under the Group Selection Options heading. Learn more!
Note: For additional information, see Check-in Station Settings.
Assign Permissions to Run Check-In
Provide the appropriate permissions for staff and volunteers to run check-in.
Note: Before a user can be assigned a security role that grants them the ability to run check-in, they must first be given access to log in to your Church Management Software. See Assign Login Credentials to an Individual.
On the Permissions > Roles screen, we recommend adding a role titled "Check-In" or similar.
When editing your Check-In role, here are the basic permissions most anyone running Check-In will need.
- Under the Check-In heading,
- Run Check-In
- Sms Parent
- Edit Notes
- Under the Search heading,
- Search
- Under the Individuals heading,
- View
Note: For more details, see Check-In Permissions. For details on all available security options, see Permission Descriptions.
Step 3: Decide On a Physical Station
You can use a computer, iPad, or even our Mobile App for Check-In! Here is a quick overview:
- A computer can use browser-based (kiosk) check-in or the Desktop Check-In App.
- An iPad can use the iOS Check-In app.
- Members can pre-check in using our Mobile App pre-check-in on the way to your service. Upon arrival, scan the provided QR code on an iPad camera or computer with a 2D scanner to complete check-in.
Things to consider:
- What are your resources? Do you already have laptops or iPads? If not, consider your budget when exploring additional hardware you may need (printers, barcode scanners, additional laptops/iPads)
- What do you want the experience to be? iPads and laptops using kiosk mode provide a more immersive experience but take a little more time than self-check-in methods.
- What is your church comfortable with? Would they have trouble with self-check-in or shy away from an iPad?
- Will your staff oversee Check-In, or will it be fully self-run?
Find a more comprehensive list of the differences between the Check-In methods using the table below.
Check-In Methods Feature List
Pro-Tip: Don't know which method to choose? We generally recommend using one or more iPads (iOS check-in) for most of your check-in traffic.
Next, use the Desktop Check-In App on a computer manned by ministry staff to welcome visitors who are checking in for the first time.
Additional Resources:
Step 4: Set up Printers
If you plan to print name tags or labels, you must use a supported printer. (If not, you can skip this step). The biggest thing to consider is the type of printer you will get (we recommend Brother printers).
Important: If you use iPads as your stations, you must use a wireless Brother printer.
Every printer has its own setup and troubleshooting tips. For further information, see Supported Printers, Drivers, and Labels.
Step 5: Configure Advanced Check-In Options
Check-In does more than just check people into groups. Here are some additional features of Check-In that you should be aware of:
- Smart Check-In: Automatically selects a suggested group for people who regularly check into the same groups based on the day/time, membership, and frequency of attendance.
- Barcode scanning: Instead of searching for people by name or phone number, you can scan a barcode to pull them up for a faster experience.
- Check-Out: This is particularly helpful for children's ministries and security. If you check a person out, you can see when they checked out and by whom.
- Status Report: View the people who have checked in today, which groups, time, label code, and even send a text message to parents.
Step 6: Test your Check-In Setup
There's a lot to Check-In and many ways to do it. Below is a quick checklist to help you make sure you're ready.
- Are your Check-In groups and Group Settings set up?
- Are your stations configured?
- Do you have users with permissions to run Check-In?
- Have you decided on what physical stations to use and installed any necessary software?
- If printing labels, have you purchased printers and installed the necessary drivers?
- Have you tested your check-in process on each physical station to ensure everything is working as expected?
To do so, edit a Check-In Station under the Settings > Check-in Tab, then, under the Group Selection Options heading, use the Testing options and set the desired date and time your group(s) will need to check in (below). Try checking into each group that should be available and ensure your labels print as expected.
Once you can answer 'Yes' to all of these questions, congratulations! You're ready to run check-in anytime you need it!
Pro-Tip: After you've completed your Check-In setup, take our Check-In Readiness Test to give you and your team the confidence to launch a successful Check-In experience from the very start!
Step 7: Teach!
Now that you're ready to use Check-In, the last step is to teach those who will use it! Depending on your circumstances, that might mean preparing your congregation to use the app, or it might mean scheduling a meeting with staff to show them how to use the functions of Check-In and answer any questions they might have.
If you encounter problems or questions you need help answering, you can always contact our awesome Support team!
Updated