Touchpoint Software Documentation | Mobile Check-In Processes

Mobile Check-In Processes

In addition to using a phone number to check a person into a class, there are other features / processes in the TouchPoint Check-In app. The following are included in this article.

See Screenshots for Mobile Check-In.

There are a few differences between the PC version and the Mobile version of TouchPoint Check-In. Click here to become familiar with those differences, especially if you are moving from PC to Mobile Check-In.

Administration Mode (Magic Button) - Admin PIN#

Throughout the instructions below, we refer to Administration Mode (PC version uses the Magic Button) and Admin PIN#. Click here to become familiar with those features. If you plan to print labels using Mobile Check-In, you will want to read that article as well.

Important

TouchPoint Check-In app is designed to work best in portrait mode for the most pleasing display. It will work in landscape, but we do not recommend that.

Also, on Android devices you can change the font size in Settings > Display > Font Size. Try the various options from Small to Huge, and select the size you prefer. We recommend using nothing larger than the Large text size on the smaller tablets.

If you are using check-in on an iPhone, do not use the zoom display and always use portrait mode.

Alternative Attendance Option Using Tablets

In addition to TouchPoint Check-In app, we have an alternative method for taking attendance using mobile devices. This option works great if you want to use your tablet to take attendance for a single meeting. Even if there are several hundred members, you can still record their attendance very quickly. Instead of using the Mobile Check-In app, with this method you use the browser on your tablet. Read more about it in the article below.

Note

Most features work the same on both the Android and the Apple version. However, a few of the screen prompts are different. So, where you see an action described with 2 options (such as press Upload or press Save), it is because the display is different on the two versions. We try to point this out wherever the icons or text are different.

Family Select-Multiple Families with Same Number

After entering a phone number on the Check-In keypad, if you see a page entitled Family Select, and a list of families, that means that there is more than one family in the database with the same phone number. You will see a list of names representing each family with the phone number. The name displayed will be that of the Head of Household for each family. Select the family that has those who are checking in. Then proceed with normal Check-In.

You will want to make sure you get the data cleaned up.

If the families list are not in the same family as those checking in:
Make a note of the family names and give that to a staff member, so they can contact the family and get all the correct information. Then they can merge the members into the same family.
If there are multiple families with the same number:

You can usually find out from the people checking in if the other family with the same number is actually a member of their family or not. If they are not, then it is not a valid number for that other family. Jot down the phone number and return to that family list and Edit the records, removing the phone number. Or give the information to a staff member to handle later.

If you do not remove the number, each time the person checks in, they will see those multiple families.

Note

You can edit family and personal information and even add new members to the family during check-in, but you cannot merge two existing families during the check-in process.

Add Person

If neither the individual nor a family member is found, you can add a new person.

When you use this feature, you will be creating a people record as well as a family record at the same time.

Step 1

After an unsuccessful name search, you will be on the page displaying No People Found

Press the Add Person link in the top right corner.

Step 2

Complete the form entering the information as requested. It is presented on the same screen, so scroll down to see all fields. Fill in as much information as possible, especially Date of Birth, Gender, Marital Status, and Phone Number.

Press Add Person to save the information.

Step 3

You will now be on the screen to Visit a class. Those displayed will be those classes that are appropriate for that individual’s date of birth based on the Start / End Birth Dates on those organizations. They will be sorted by schedule.

Select the class / meeting the person will attend.

Tip

If you need to put a child in a lower grade (perhaps their age puts them in 2nd grade, but they have been held back and need to be in a 1st grade class), press Show All to display all classes that allow check-in and select the correct one. That link is a toggle, so you can press Show Filtered to return to the age-filtered list.

If the person will attend multiple meetings, after making the first selection, press the picture icon (where you see a yellow circle), select Visit a Class, and then select the class they will attend.

If you do not have other family members to add, press Return & Print, give the family the labels and direct them to their classes.

If there are other family members present, see instructions below to Add to Family.

Add to Family

If you find a family member, but not the individual, or if you need to just add a new person to an exiting family, here are the instructions.

Step 1
While viewing the family, press and hold the text Family Check-In in the top left corner to activate Administration Mode, enter the Admin PIN# if required. Then select Add to Family in the top right corner.
Step 2
Complete the form, entering the requested information. Scroll down to see all fields. Any fields that are for the entire family, such as the address and home phone number, will already be populated. Press Add Person when finished.
Step 3
After adding the person, press the yellow circle where you see the picture icon, and then select Visit a Class. Proceed as described below to Visit a Class

Edit Person

If you do not find someone using their phone number, but find the person using a name search, be sure to edit the record and add their correct phone number. Also, if the individual lets you know that they have moved, changed phone numbers, etc. you can edit the record during Check-In.

Step 1
While viewing the family, press the text Family Check-In to activate Administration Mode, enter the Admin PIN# if asked for. Press the yellow circle where you will see their picture or the picture icon.
Step 2
Select Edit Person, and make any necessary changes, and then press Update Person.
Step 3
Once everyone in the family has been checked-in, press the green Return & Print.

Visit a Class

When you add a new family, you will be taken directly to page to visit a class. When you add a person to a family, you will press the yellow circle where you see either their photo or the picture icon, and then select Visit a Class.

Step 1
Select the class the person wants to visit. If you are using the Start and End Birth Dates for your organizations, only classes that are age-appropriate will display. When you select the class, it will mark the person present.
Step 2

If you do not see an appropriate class (if a child has been held back in school, for example), press the Show All to view all classes. Scroll down to view more classes. Select a class.

Note

Classes / Meetings are displayed by schedule, so those meeting earlier will display first.

Step 3
Once everyone has been checked in, press the green Return & Print button.

Disable Join Setting

In the Start Up Settings for Check-In, you have the option to Disable Join. If you select that, then Join a Class, Join this Class, and Drop this Class will not display as options. We prefer to disable join on Sunday mornings, so that all guests will first visit a class. We also disable this so that all enrollment changes will be made in the office, not during Check-In.

Note

If you are checking in a child for more than one class, be sure to select classes with different start times. For example: 8:00 Life Group and 9:30 Children’s Worship When selecting the second class, you will see a prompt in red for any classes that have an attendance conflict.

If your intent is to select a different class to replace the first one and you select one with the same schedule, you will see a pop-up prompt instructing you to remove the attendance for the first class and then return to select the other class.

Some classes that are longer than a normal class will allow attendance overlap. These classes will not present the prompt regarding a conflict.

Join A Class / Join This Class

For first-time guests, you would almost always want to select Visit a Class, not Join a Class. However, if a person has been visiting several weeks and would like to join, you can enroll them using Check-In.

If the person has visited the class previously

Step 1
While viewing the family, press the text Family Check-In in the top left corner, Press the yellow circle where you will see their picture, or picture icon. Then select Join a Class.
Step 2

You will be presented with a list of classes they have recently attended. Select the one you want.

If they are attending that class press the circle beside that class to mark them present.

Step 3
Mark any other family members present, and then press the green Return & Print button.

If the person has not visited the class previously

Step 1
Complete Step 1 above.
Step 2

If they have attended any classes recently, you will see those displayed. If none are the class they wish to Join, press Show More Classes, and then select the correct class.

If they are attending that class, press the circle beside that class, to mark them present.

Step 3
Mark any other family members present, and then press the green Return & Print button.

Drop a Class

If a person is enrolled in a class they no longer attend, you can drop their enrollment in the class during Check-In. See note above regarding the Disable Join Setting.

Step 1
While viewing the family, press and hold Family Check-In text in the top left corner. Enter the Admin PIN# if requested. Then press the yellow circle where you see the person’s photo or the picture icon. Select Drop a Class and then select the class to drop from the list presented.
Step 2
Proceed with normal Check-In for the family.

Take Picture

If you see a picture icon beside the person’s name, instead of their picture, then they do not have one on their record. If your device is positioned where you can capture a good head and shoulders photo in good light, then proceed below.

Step 1
Press and hold the text Family Check-In, to go into Administration Mode and enter the Admin PIN#. Press the picture icon, which will now have a yellow circle around it, and then select Take Picture.
Step 2

Press the camera icon on the screen.

Be sure to have the person’s head and shoulders centered in front of the camera. Press the white circle.

Step 3

If you are satisfied with the photo press the blue circle with the check mark or Use Photo (whichever you see on the screen).

  • If you want to retake it, press the undo arrow or press Retake.. Then retake the picture and press the circle with the check mark or Use Photo.
  • If you are using an Android and need to rotate the picture, press the icon on the far right (three vertical dots), and select either rotate left or rotate right.

Once you are satisfied with the picture, press the upload icon in the top right of the screen or press Save. This will upload the picture to the server.

Proceed with checking in the family.

Tip

If your tablet is mounted, you may not be able to get a good angle for a picture. However, smart phones take great pictures. You can use the TouchPoint app, find the person in the database, and take the photo using a phone instead. That can be done when the person reaches the classroom by one of the leaders.

Reprint all Labels

If you return to Family Check-In, perhaps to edit a record, take a photo, or to check to see if everyone is already checked in, you do not have to reprint labels. Actually, unless you make a change, the button says only Return, not Return & Print. Pressing Return will not print any labels.

If you return to a family list and you need all the labels reprinted, check the box Reprint all Labels, then press the Return & Reprint button. You would need this if a parent loses their labels. Or, you might need this if the parent checks in another child and they want to keep the same security tag for all their children.

Print Labels for Additional Children

If a parent checks in some of their children, then later the other parent checks in an additional child, when the parent clicks Return & Print, the only labels that will print will be for that additional child, including a security tag for that parent. They will be able to see which child(ren) they are checking in, vs those that checked in earlier, because the circle for the check mark will be green for the new check-ins, and blue for those already checked in. So, only those with a green circle will have labels printed.

If the parent unchecks those previously checked in, it will remove their attendance!

Extra Value PIN #

TouchPoint also has a feature that allows a child to have an Extra Value PIN # put on their record. This PIN # can be used by anyone (parents, grandparents, aunts or uncles) to check-in a child. The PIN # would be entered on the keypad instead of the phone number. It should be a number that is easy for those family members to remember. This is very helpful when children normally attend with someone other than their parents.

PC Check-In

The processes for PC Check-In are a little different from those for Mobile Check-In. You will want to review both articles to get a full understanding of how each one works.

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