Check-In Overview

This article explains how TouchPoint Check-In works, the types of Check-In available, gives tips for things to consider prior to using Check-In, and some database settings that relate to Check-In. We have other articles that go into more detail about specific processes.

Please make sure you have an overall understanding of Check-In before you set a date to go live using Check-In at your church.

Key Points to Consider

  • Allow time to purchase the devices you will use - PCs or iPad, as well as printers and labels - and time to install them.
  • Thoroughly test your Check-In setup, making sure your hardware is working correctly, and also that your organizations are properly set up for Check-In.
  • Plan for time to train the volunteers that will staff the Check-In stations. The software is very easy to use and intended to be self-service for regular members and returning guests who are attending a previously-attended class. However, you will need volunteers to welcome and assist new guests. Most will need to have new family / people records created, and they will need to select a class to visit. The Volunteers will also be needed to assist members who need to edit their records or visit a different class.
  • Communicate with your classroom workers and the parents of the children who will be using Check-In. Let them know the ‘who’, ‘what’, ‘when’, ‘where’ and ‘how’ of Check-In for your church. Let them know the ‘why’ as well. Give them your reasons for using Check-In so they will have a positive attitude and a good experience.

How to Use Check-In

The PC and the Mobile Check-In versions work basically the same, although the screens look a little different. A family will walk up to a kiosk or tablet being using for Check-In, and follow the steps below:

Step 1

Enter the home or cell phone number that is on the record of any person in the family, and press Go.

  • This will display a list of the entire family.
  • If anyone in the family has a meeting that is available for Check-In, the name of that organization will display beside the person’s name.
  • If they have multiple meetings available, each meeting will display on separate rows beside the person’s name.
Step 2
Press the box (PC Check-In) or circle (Mobile-Check-In) beside the appropriate person(s) and organization(s) to check them in and record their attendance.
Step 3
Press the green Return & Print button after everyone in the family has been checked in for all the meetings they will attend.
Step 4
Remove the printed labels and proceed to class.

Printed Roll Sheets and Allergy Report

Our best practice recommendation is for you to print roll sheets to put in each classroom with children, and have the teacher mark the roll sheet as the children enter the room, even though attendance is begin recorded at the Check-In kiosks.

Reasons for printing roll sheets:

  1. As a backup plan in case you had a power outage or lost your Internet connection and Check-In was unavailable.
  2. In case of an emergency evacuation of the building you would have a printed list of the children for each classroom.
  3. To use as a place to affix the extra Guest Labels. This gives the office staff a way to double-check attendance, making sure the guest ended up in the classroom for which they checked in. If not, they can correct their attendance in the database.

We also recommend that you print a Roster Report for each classroom with children, as it will list allergy information. Some churches do not print the actual allergy on the label. Instead, the letter A prints, letting them know the child has medical information on their record.

The Roster Report can be updated periodically for the classrooms, and does not need to be printed weekly. Remember, every guest will have their allergy information on the extra label they bring to the classroom.

See also

Roster Report

A Few Differences between PC and Mobile Check-In

Mobile Check-In displays the person’s photo beside their name. For children, we display their age in a circle on the left of the photo itself. We do not display ages for adults. Instead of a blue box, you will see a gray circle to press when checking someone into a class. The circle turns blue once selected. When you are in Administration Mode, you access the menu by clicking on the person’s image. When adding a new person or editing an existing record, all fields are on one page in the Mobile version.

PC Check-In displays a person’s name in orange if there is a photo on their record. Press the name to view the photo or to take a photo, if you have cameras attached to your Check-In PCs.

PC Check-In uses a Magic Button, whereas Mobile Check-In uses a press and hold feature to activate Administration Mode.

The PC version has separate pages for each field when adding a new record or editing an existing one.

Activate Menu Options and Security for those Options

This is used when finding a class to visit (or joining/dropping a class), searching for a person, adding a new family/person, editing a person’s record, and taking a photo.

Magic Button

We refer to the small dot in the bottom left corner of various PC Check-In screens as the Magic Button. When it is pressed, it activates the menu and other features.

Search: On the initial keypad page, press the Magic Button and then enter 4 1 1 in order to launch a name search from the keypad. This is used when you do not find a person using their phone number. This name search can also be activated with the Magic Button on the page you see after entering a phone number and not finding anyone.

Menu: Press the Magic Button to activate the menu while viewing a family. The menu has options such as Visit a Class, Edit Record, Join a Class, and Drop a Class.

Add New Family: After an unsuccessful search, press the Magic Button to activate the Add New Family button.

By design, we do not prominently display the Magic Button. We always want a volunteer to assist with these actions.

Administration Mode
In Mobile Check-In, instead of using the Magic Button, you press and hold the text Check-In at the top of the screen, and enter the Admin PIN#. You will see Administration Mode appear with a countdown beside it. This is the number of seconds remaining before you must enter the Admin PIN# again. Administration Mode will activate the various options such as Search (by name), the menu for a person, and add to a family. When you are in Administration Mode, the circle around the person’s picture (or the picture icon) will be yellow. Press it to view the menu options for that individual. Look in the top right corner for other options, depending on the page you are viewing.
Admin PIN #

The Admin PIN is a 4-digit password that you create on the Settings page after you log in to start up Check-In. This PIN (password) is used during Check-In to add a layer of security in the software, and is required at the point someone tries to use the Magic Button or start Administration Mode.

If the PIN is not set when starting up Check-In, it will not be required.

We strongly recommend that you use the Admin PIN and that you have a plan for changing it at least monthly following some sort of formula. Be sure to communicate this to your volunteers.

PIN Timeout

The PIN Timeout is the number of seconds you can continue after entering the PIN # without having to enter it again. The default will be blank, and what you enter will be retained the next time.

The Admin PIN and the PIN Timeout are set in the Admin Options section on the Settings page for both PC and Mobile Check-In.

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PC Check-In Settings

Open and Close Check-In

After you have downloaded Check-In, here is how to open and close the application.

Note

You must have the user role Checkin in order to log into the Check-In software. We recommend that you create a people record to use exclusively for Check-In. We have some more information about this in the article about Check-In Users.

See also

Check-In Users

Open

Click the TouchPoint Check-In icon on the desktop and wait 1 or 2 seconds while the software searches for any updates. These updates occur automatically each time you re-open Check-In, to ensure that you are always using the latest version of the software.

Log in and proceed to the Settings page. Make any necessary changes. Your settings will be saved after your previous session.

Press Start.

Mobile Check-In opens basically the same way. However, updates are through the App Store or Google Play.

Close
To close the Check-In software, click 0 1 0 on the keypad.

Caution

You should close Check-In when you are finished using it for the day. That will ensure you are using the latest version when you re-open it.

Database Settings Relating to Check-In

Here are some Settings that your System Admin can add to your TouchPoint database if you want or need to use them.

DisallowInactiveCheckin

By default, an Inactive member of an organization using Check-In will have their meeting displayed in order for them to check into their class. You can turn off that feature by adding this setting and entering a value of true.

Inactive members do not print on roll sheets, with or without that setting.

NotifyCheckinChanges
Add this setting with a value of true so that your New People Manager(s) will receive an email when records are added and/or edited during Check-In. We recommend you use this feature, so someone can double-check these changes.
TZOffset
If you are not in the Central Time Zone, add this to your Settings to compensate for the time difference between the TouchPoint servers (in Central Time Zone) and your time zone. As the value of the Setting, enter the number of hours (plus or minus) that you are different from the Central time zone. Example: Your church is in the Eastern Time Zone, so the setting will be 1.
UseFourDigitSecurityCodeForCheckin
If you prefer to use a 4-digit code on the Security Label instead of the standard format that is 3 characters, with at least 1 number and 1 letter, you can add this Setting to your database with the value equal true. This will produce a 4-digit Security Code. Some notification systems require all numbers in order to display an on-screen message during the worship service. In that case, you will definitely want to use the 4-digit code.

Check-Out

If you would like to keep track of children being picked up (‘checked out’) read the article listed below. It explains what we recommend.

See also

Check-Out

Next Phase

Now, you are ready to move on to the next phase of setting up Check-In.

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