The Family/Child Check-In system is designed to help your preschool or children's departments be more efficient. As such, it performs several important functions:
Additionally, you can use the Check In screen to mark other family members present for their groups or classes. When properly utilized, you can quickly check in an entire family, mark them present for an event, print the children's info labels, and print the parent's pick-up label. For a family already entered in your database, this entire process can take less than 10 seconds. Here's a list of a few things that you'll need for an effective check-in station:
At the top of the third column you will see the group or class that this person is currently assigned to for this attendance event. If the person is not assigned to a group or class, you can select a group from the list. This will create a new attendance record for this person for today's attendance event, plus it will also add them to the roll for the group that you selected. This means that the person will automatically appear in this group for new attendance events that are created in the future. Also, a check box will now appear next to this person's name in the second (middle) column of the Check In screen, allowing you to mark them present for this event.
If a person is already assigned to a group, you can quickly change that person to a different group or class using this same group selection box. The change takes place for this attendance event, plus for all future attendance events that are created.
The third (right) column of the Check-In screen is also where you will specify allergies, medical issues, special instructions and emergency contact information for this child. Most of this information will appear on the child's Info label, as well as on the Check-In List Report.
Once you have provided or updated each child's information, click the "Mark All Present" button to check all the family members present for the current attendance event. You can also check off the names that are present one by one. Once you have marked the individuals present, you can click the "Print Labels" button to generate the Child Info labels for the children in this family.
Unfortunately, the world we live in today is full of evil people who seek to do harm to children. In a smaller church where everybody knows everybody, you might be tempted to not use the Security Code feature found on the Info labels and the Parent label. However, we recommend that it be utilized to ensure that children are only released to authorized individuals. Often the volunteers who are on duty during check-in time are not the same volunteers who are present during pick up time. Using our built-in security processes can help to ensure that children are always released to the correct person.
For the system to work as it is designed, you'll want to print the Info labels and Parent labels each week. (Alternatively, you can save resources by printing and laminating your labels and reusing them for a longer period of time). You will secure the child's labels to the children, and provide the Parent's label to the parent who drops the children off. Be sure the parent knows that this label will have to be returned at pick up time in order to collect the children. Make it you policy that you will only release children to the person who provides the Parent label with the correct Security Code.
The Parent label has the family's Security Code, but it does not contain the family's name or the names of the children who were dropped off. This is by design. This means the person who shows up to pick up the children:
You have the option to "Automatically display the Print Dialog when generating labels". When this box is checked, it eliminates the need to first preview the labels, as well as reduces the amount of time necessary for checking a family in. However, you may need to make some adjustments in your browser to ensure this works correctly.
The labels are generated in PDF format, and most browsers have a built-in PDF viewer that allows you to view and print PDF content. However, you may have a third-party plug-in that disables the browser's built-in PDF functionality, which may cause this feature to perform unexpectedly. In general, if your browser downloads a PDF file instead of displaying the print dialog on screen, you need to adjust your configuration. You may need to either enable the browser's built-in PDF functionality or remove any third-party PDF viewers or plugins. Typically, this feature works well in Chrome, Safari, and Firefox with their default settings. It is designed in such a way that, after pressing the "Print Labels" button, you should only have to press "Print" on your browser's print dialog for the labels to begin printing.
The Print icon in the top right corner of the Check-In screen will generate a check-in report showing who was present, along with their allergy information, important instructions, and emergency contact information. It will also display their check-in and check-out times if available. You can use this report as an in-class supplement to the information on the children's labels, or to view information and follow-up after-the-fact.
To exit the Check In screen, click on the blue 'X' in the top-right corner, or refresh your browser.