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After you prepare your check-in stations, you're ready for people to begin checking in. Learn how to check-in: at assisted check-in stations, self check-in stations, one-time visitors, and what to do if check-in cannot be completed.

There are four basic steps for check-in:

  1. Locate a family's record.
  2. Select the sessions the family members are attending.
  3. Edit the family's pager number (if necessary).
  4. Print badges.

Checking in at an Assisted Check-in

At assisted check-in stations, authorized people can help check members and visitors in. The instructions are the same for both families and individuals. Families can be checked in together or separately. 

To check in at a self check-in station, first locate the family's record. Once you have located the family's record, you can select the sessions they are attending. After selecting sessions, you can edit the family's information, including pager number and individual notes. Then, you can print badges.

Good to know!

  • After an individual or a family checks in, the check-in window clears and returns to the start window for the next person to check-in.
  • The assisted check-in start window is the starting point at which you can begin checking people in.
  • The check-in window is also the check-out window.
  • Before you can start checking in, make sure you have prepared the station for check-in.
 To locate a family's record
  1. In the assisted check-in start window, under Locate By, enter either the family's last name, phone number, pager, or bar code number. Depending on your global settings, not all of these options may be available.
  2. Enter the name, phone number, or pager number of the family.
  3. Click Enter.
  4. If multiple families match this information, select the correct family. (Click Family Members to view the individual members of a family.)
 To select the sessions they are attending
  1. Select the sessions that each family member is attending. Or, click Check In All to select all sessions.
  2. You will have the option to add people to groups that they are not yet in. Click Add to Group to add a family member to a session. If a person is already in a group and you want to check them into a different one, you can do this by checking the person in and clicking on the group's name. Click Add New Roster.
  3. For each new session, enter the person's class, status, position, and other attendance information.
 To edit the family's information
  1. To change the family's pager number, click Edit Pager. Or, to enter a pager number for the first time, click Add Pager #.
  2. To enter the next available pager number, click Use Next #, then click Next.
  3. You can also view and modify the individual notes about each family member. To add a note about a family member, click Add Note. To edit an existing note, click on the note, make the necessary changes, then click OK.
 To print badges
  1. Click Next.
  2. Select each badge you want to print. Or, click Print All Security Badges to print all child and parent security badges.
  3. Click Finish. The family is checked in.

Checking in at Self Check-in

The self check-in start window is where your members can check-in and out of classes and activities. Families can check in at the same time or if Dad has to park the car while Mom checks the kids in, Dad can check-in separately. At a self check-in station, check-in procedures are the same for individuals or families.

Good to know!

  •  After an individual or a family checks in, the check-in window clears and returns to the start window for the next person to check-in.
  • The start window of the self check-in screen will vary based on your color scheme, background image, and selected Locate By options.
  • The check-in window is also the check-out window.
  • Before members can start checking in, make sure you have prepared the station for check-in.
 To locate a family's record
  1. In the self check-in start window, select either Name, Phone, or Pager. Or, scan the family's bar code and skip to selecting sessions. Depending on your global settings, not all of these options may be available.
  2. Click Find.
  3. If multiple families match this information, select the correct family and click OK.

Once you've located the family's record, you can select the sessions they are attending.

 To select the sessions the family is attending
  1. Select the sessions that each family member is attending. To select every available session, click Select All.
  2. Depending on your settings, you may have the option to add people to groups that they are not yet in. To add a family member to a session, click Add to Group.
  3. For each new session, enter the person's class, status, position, and other attendance information.

Once you've selected the sessions, you can edit the family's information, including pager number.

 To edit the family's pager number
  1. Select the existing pager number to change it.
  2. Enter the new pager number. To enter the next available pager number, click Next #.

Once you've edited the family's pager number, you can print badges and finish.

 To print badges
  1. Click Next.
  2. Select each badge you want to print. Or, to print all available badges, click Print All.
  3. Click Finish. The family is checked in.

 

 

Checking in One-time Visitors (Assisted)

From time to time, you may have one-time visitors at your organization. They may be vacationing in your town, and visiting your church. You don't need to enter the visitor's information in your ACS dataset, but you can still check these visitors in and print badges. For one-time visitors, you can select whether to print a parent badge too.

Good to know!

  • Before you start checking visitors in, make sure you have prepared stations for check-in.
  • One-time visitors must check in at assisted check-in stations.
  • You can check in a visitor and the visitor's family at one time.
 To check in a one-time visitor
  1. In the assisted check-in start window, under New Family/Visitor, click One-time Visitor.
  2. Enter the visitor's first and last name.
  3. In the drop-down list, select the session the visitor is attending.
  4. Select the specific class and roster of the session, then click Add  the right arrow. This moves the session to the list of ones that the visitor is attending.
  5. If you want to print a parent badge, select Print Visitor Parent Badges.
  6. If you selected multiple sessions, click Print Combined Visitor Badges to print all sessions on one visitor badge.
  7. If applicable, enter the visitor's pager number.
  8. If applicable, click Save/Add Family Member and continue adding family members.
  9. Click Print. The visitor badges print and the visitor is checked in.

Check-in Cannot be Completed 

From time to time you may come across an error message that says check-in cannot be completed or that classes are not showing.The following message displays when someone tries to to check-in:

Your Check In cannot be completed

This happens when:

  1. The person is not enrolled in any of the sessions (or template) that the station is set up to check-in.
    (info) To correct this issue, confirm the event and date they want to attend and locate which station can check them in. 

  2. The Display Options for Adding to Groups option is not selected in Checkpoint Setup. 
    (info) Go to Check In/Out Defaults under Express Check In/Out Options to locate the Display Options for Adding to Groups option. During assisted check-in, you will always be able to add people to groups who are not already enrolled in one. You can check this individual in through assisted check-in, or you can enable Options for Adding to Groups.

Classes not showing

Classes that are unavailable do not display at self check-in. A class may be unavailable for a few reasons:

  • The class reached its maximum attendance and closed automatically.
  • The class was closed manually by a staff person.
  • The individual is in a group which meets in multiple locations, but some locations are full.
  • The individual is in multiple classes within the same group, but the session limits which classes display.

 

 

 

Record Not Found?

If you enter information to locate an individual and you know (a) the information is correct and (b) their record is stored in ACS, but receive the Record Not Found error, then that person is not enrolled in any of the sessions or templates at your check-in station.

This person must check-in at a station that is set up for their template or sessions. To avoid this situation in the future, consider turning on the Add to Group option for sessions and template.

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