*This video overview may include some outdated images. Thank you for your patience as we update our materials.
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. Check out our step-by-step guide on choosing the best method for you and how to set it up.
Step 1: Create and Set Up Groups
You'll need to configure groups so that people can check into them. To enable Check-In for a group, go to the Edit screen and check the boxes for "Track Individual Attendance" and "Use for Check-In."
- Create Groups representing your classes, groups, and events that people will attend. These groups will be used for check-in.
- Use good naming conventions to make group names easy to recognize. Check out our article Group best practices!
If you plan to print name tags, you must configure the format and number of labels.
Additional Resources:
Step 2: Create Check-In Stations and User Permissions
Check-in stations need their settings configured before you can use them. You can create/edit stations in Settings Check-In, but remember that you can't delete stations (you can deactivate them).
Key Settings to be aware of in Check-In Station Settings:
- Decide whether or not you would like to Allow Self Check-In.
- 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.
- Add a background image to your check-in station.
- Before going live to the public, test each station's setup. 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).
Check-In Permissions: We recommend creating a Security Role titled "Check-In" and selecting all necessary permissions to run check-in. Afterward, assign every staff member or volunteer the "Check-In" Security Role.
Additional Resources:
Step 3: Decide On a Physical Station
You can use any computer or iPad to Check in and check in easily on the go via our integrated Mobile App.
Here is a quick overview:
- Any computer can use our Desktop Check-In App or Browser-Based Check-In.
- An iPad can use the iOS Check-In app.
- Mobile Self-Check-In requires our Integrated Mobile App
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?
Additional Resources:
Step 4: Setup Printers
If you plan to print nametags or labels, you must get the right printers. (If not, you can skip this step.) The biggest thing to consider is the type of printer you will get (in general, we recommend Brother printers).
Note: 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. 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.
Additional Resources:
Step 6: Check-In Checklist
Though each ministry has unique check-in needs and multiple steps are required to setup Check-In, we've provided a quick checklist to ensure you're ready for launch.
- Are your groups set up?
- Are your stations configured?
- Do you have users that can use Check-In?
- Have you decided what physical stations to use and installed any necessary software?
- If printing labels, have you purchased printers and installed the necessary drivers?
- Have you configured all Check-In options?
- Have you done a Check-In demo yourself?
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 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