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:
- As a backup plan in case you had a power outage or lost your Internet connection and Check-In was unavailable.
- In case of an emergency evacuation of the building you would have a printed list of the children for each classroom.
- 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.
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.
Open and Close Check-In¶
After you have downloaded Check-In, here is how to open and close the application.
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.
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.
Mobile Check-In opens basically the same way. However, updates are through the App Store or Google Play.
- To close the Check-In software, click 0 1 0 on the keypad.
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.
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.
- 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.
- 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.
- 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.
If you would like to keep track of children being picked up (‘checked out’) read the article listed below. It explains what we recommend.