Barcode Check-In and Child Security

ChurchTrac's Check-in & Child Security screen provides easy attendance check-in for all age groups. Additionally, the check-in screen has the ability to record important information about the children left in your care--like allergies, special needs, and emergency contact information--plus other features to help ensure the safety of kids in your nursery or children's department.

Overview: How does it work?

From a centralized computer station (or multiple stations), people can check in as they arrive. There are two check-in methods available--barcode and manual. The barcode method allows you to scan a bar-coded roll sheet or ID card, which immediately marks a person present. Manual entry is also fast and allows you to add guests or new individuals who do not have a barcode (it can also be used in place of bar-coded entry).

The check-in feature also provides several layers of security for your nursery and children's departments. As the children are checked-in, ChurchTrac allows you to enter security information--such as allergies, emergency contact and authorized pick-up information. ChurchTrac can then print a security and pick-up tags that display this information. For example, you can print a child info tag that has the child’s name, allergies, special instructions and emergency contact information. This tag can be printed and attached to the child or the child's belongings. You can also print a pick-up tag that the parent will present when picking up their child.

The child’s info tag and the parent's pick-up tag will display matching, random security IDs. The parent’s pick-up tag does not display the name of the child. When someone arrives to pick-up the child:

They should have a pick-up tag with a security ID that matches the security ID of a child
They should know the name of the child that matches the pick-up tag (the name of the child does not appear on the pick-up tag), and
The adult's name should appear on the list of names that are allowed to pick up the child.

To make the pick-up process easier, you can enter the security ID from the parent's pick-up tag, or scan the barcode on the parent’s pick-up tag, and ChurchTrac will display the child’s information on the screen. These check-in/check-out processes and built-in security features can bring great comfort to guests and parents as they leave their children in your care.

Creating Attendance Records

Prior to beginning the check-in process, you will need to create an attendance record for the designated check-in date by going to the Attendance screen, selecting your Group Category, then adding an attendance record for a new date. Be sure you've followed the recommended instructions for setting up the Groups and Attendance screens before using the Check-In and Child security features. Once this is complete, you can access the Check-In screen by clicking "Barcode Check-In & Child Security" on the second toolbar under the Attendance tab.

Note: The check-in and security features only work with Group Categories that are set to the Detailed attendance tracking method. The Count method of tracking attendance is not supported for Check-in. Also, if you use the data sharing feature, we recommend that you also use the log-on security method. This allows you to give one person the ability to create attendance records, which can then be synced to the other computers. This prevents duplicate entries if more than one computer or station attempts to create attendance records for the same date.

The layout of the check-in screen is very similar to other screens in ChurchTrac. On the left you have the list of names that appear on the roll for this Group category. Whenever your scan a barcode, type a name in the box, or select a name from the list, that person’s information is display on the right side of the screen.

Entering Attendance Data

There are two main ways of entering the attendance data: keyboard and barcode. Keyboard entry includes typing in the person's name in the name field at the top left of the screen. As you type the person’s last name, ChurchTrac will automatically match it to names from the People Screen. When the correct name appears in the list, press Enter, and it automatically marks the person present while displaying their information on the right.

A second way of entering attendance data is through barcode scanning. To use barcode scanning, click the blue "Print Bar-coded Roll Sheets" button at the bottom of the screen. This will print each of your group roll sheets with a special bar code assigned to each name. As the group member arrives, simply scan the code next to their name and they will be marked present.

Alternatively, you can print bar-coded name tags for each group member. These cards can be preprinted and used each week for youth or adult groups as name tags, or laminated and reused each week. As the person arrives, they can pick up their name tag and scan the barcode, which marks them present.

Entering Guests and New Names

As visitors arrive, type their name into the name box at the top of the screen. If they were already entered on the People screen, ChurchTrac will find their name, allow you to assign them a Group, and mark them present. If they are not already entered in the program, ChurchTrac will allow you to enter their People screen information, assign them to a Group, and mark them present.

Once all/or most of your Group members have checked-in, you can click the blue "Print Class Check-In List" button at the bottom of the screen. This will print a list of all the Group members present for the day, including visitors and their information for the teachers. For children, this list will also include allergy information, any notes or special instructions, emergency contact and pick-up information entered in the Security Information section.

Entering Child Security Information

Once the child’s name has been checked on the (left) Check-In side of the screen, their name, group name and a random Security/ID number will appear on the (middle) Security Information part of the screen. If you need to update a person's information, click on the “View/Edit this Name on the People Screen”.

Allergy and Notes/Special Instructions

Next, you can enter allergy information and notes/special instructions like "potty training," "needs blanket and pacifier to sleep," or any other instructions you want printed on the child's Security Tag. These entries are saved and do not have to be re-entered each week. You can make changes as needed before printing the child’s information tag or check-in sheet.

Security Tag Example

Emergency Contact Information

Another key security feature is the Emergency Contact and Pick-up Info field. Use this section to list the names of individuals who are permitted to pick up the child, plus any important pick-up notes. This will allow parents or guardians to authorize who is able to pick up the child—and sometimes more importantly, who is not permitted to pick-up the child. The parents' and/or guardians' names should also be included on this list so their names can be verified at pick-up as well. This information can help you avoid circumstances where children are released to unauthorized individuals.

The Emergency contact number allows you to enter a cell phone or pager number to contact in case of an emergency. If you are an Automated Messaging subscriber, you can click the blue "Send a Text/SMS message to the number listed here" button to quickly send a text message to the emergency contact cell phone number listed here. This is a great way to send a message to the parent briefly identifying the child’s problem, without disturbing them with a phone call or by interrupting a class or worship service. Click here for more information on the Automated Messaging feature.

Printing Name Tags and Security Tags

When the child is dropped off you can print a security tag or label to be placed on the child or on their belongings. On the right side of the screen, you can select several options for printing on the tags. Once these preferences are set, they will apply to all the security tags printed.

Include Random Security/ID Number

When this option is checked, each security tag will display a random and unique security code. The Parent pick-up tag will have the same ID number. When the parent arrives to pick up the child, you can compare the security code on the Parent’s pick-up tag to the number on the Child’s tag. As an additional security precaution, the Parent’s tag does not display the child’s name. The individual picking up the child must, therefore, have the matching security code AND know the name of the child who has that security code.

At pick-up time, you can also enter the Security Code on the tag in the name field on the left side of the screen; and ChurchTrac will display the name and information of the child, as well as who is authorized to pick up the child.

This security tag number changes each time you create a new Attendance date. So each week, the child's security number will be different. Thus, old pick-up tags cannot be used on later dates. For this reason, we recommend that you wait until after all the children have been picked up to create new attendance records for the following week/event.

Include Group Name/Class Location

We recommend that you name each group so that it includes the room number. For example, instead of naming a group "Preschool Class", call it "Preschool Class Room 213". This can be printed on the child's tag and the parent’s tag. In larger churches, this allows the parent to easily locate the room where their child is.

Include Child’s Barcode on the Parent Pick-Up Tag

When selected, the child's unique ID number (assigned automatically by ChurchTrac) will be printed on the Parent pick-up tag. You can also choose whether or not to display the child’s barcode. You can scan this barcode, or enter the Security Code on the tag, and ChurchTrac will display the name and information of the child, as well as who is authorized to pick up the child.

Finally, click the "Print Child Security Tag" button to print the child’s tag including the information you designated above. Click on the "Print Parent Pick-Up Tag" to print the Parent’s portion of the security tag.

Basic Name Tag Options

If you would like to print basic name tags without the security features, use this section to design your name tags. Here you can choose to include a barcode for attendance scanning, picture, last name, and group name/class location. Once you have made these selections, click "Print a Basic Name Tag for this Individual."

Printer Setup and Label Options

Before printing, choose the appropriate printer from the drop down menu. You can also choose to preview labels before printing, which allows you to ensure the printer's settings are correct. You may need to adjust your Printer's default settings or preferences from the Windows control panel. For example, make sure your label printer's default page size is set to the correct label size. For standard printers, you should use Avery 5163 compatible labels (2 across, 5 down, 10 per sheet), which measure 2 inches high by 4 inches wide. For label printers, we recommend using labels that are between 2 and 2.5 inches wide and at least 4 inches long (or continuous labels that can be cut). Typically, you'll need to set label printers to "Landscape" and letter-size printers to "Portrait" to ensure correct printing.