Checkpoint works with the groups in ACS. Groups may include ACS classes, activities, and Access ACS small groups. You organize the groups into Checkpoint sessions. Then, members check into sessions, so you must have sessions to check people in.
A group plus an event equals a session.
Limit Sessions to specific groups to organize your check-in area. If you have check-in stations dispersed across your campus (instead of being in one central location), you can create different sessions with classes based on where the classrooms are. Say you have a wing for high school students, you can limit the check-in stations in that wing to sessions for youth classes.
Assign attendance groups to more than one location. If you have several nursery rooms for 12-18 month olds, and each room can accommodate ten, you can arrange the maximum classroom size and locations in ACS Groups and Attendance setup. You can only configure classroom sizes if you have two or more locations attached to a class – not for a single location.
If you set maximum class size, occupancy limits are strictly enforced. If you have overages, you must add a new location or adjust the maximum number of people in Attendance Setup. You can also close groups manually to temporarily decrease the number of people attending a group for one time. This is helpful if more than one teacher normally leads a class, but one of the teachers is unable to attend.
When members check-in for the first time, they are asked to select a location. When the limit is reached for a specific location, members can no longer check-in to that location and it won't display at self check-in stations. Checkpoint remembers the location from week to week, so members only need to select a location if it changes.
- Assign sessions to specific check-in stations. When you set up your check-in stations, you can choose up to ten sessions for check-in. Workstations can have different sessions, so you can target your check-in stations to a particular set of sessions. For example, on Sunday mornings you may designate one check-in station for worship services and designate two stations for Sunday School classes.
- Specify badges for each session. With Checkpoint you have a variety of badge templates, including child and parent security badges, visitor badges, and simple name badges. You can customize these and assign them to specific sessions. See Badges for more information.
- Customize the look of sessions. You can customize the color scheme and background images of sessions. Use images to promote events, match a group theme, celebrate the current season, or reflect your organization's culture.
Global settings are most helpful when you're setting up Checkpoint for the first time. Decide which settings you want all of your sessions and templates to have in common. This way, you don't have to constantly change the settings of each session and template.
You can also use global settings delegate the task of creating templates and sessions. This keeps your templates and sessions professional, and consistent while controlling the settings for them. Most global settings act as defaults. In general, global settings don't change templates and sessions that have already been added; they only affect newly-created ones. Some global settings do override all sessions and templates.
Use templates to save time and effort by managing the settings of related Checkpoint sessions together. For example, every week, you have (a) two Sunday School classes for preschool and (b) six for elementary school. Each Sunday School class is entered under one of two Checkpoint sessions, either the (a) preschool or (b) elementary session. You will want all of the classes to look the same on the check-in screen and have the same settings. By including all of the sessions within a common template, the "Children's Sunday School Template," you can control the Checkpoint settings for all classes at once.
Templates and User Permissions
You must use sessions with Checkpoint, however, organizing sessions into templates is optional. Once you decide to use only sessions or use sessions with templates, consider what you want your staff to be able to select when setting up check-in stations.
Sessions alone might be the right choice if you're comfortable with your staff having permission to:
- select color schemes and background images
- determine what information to gather at each event
- set badge templates.
Your staff will have more freedom with the settings. If you prefer to have more control over those areas, or if you often use volunteer staff, you may want to organize all of your sessions into templates. Having all sessions contained within templates would allow you to hide sessions during check-in station setup. This way, you can manage the templates , which would limit your staff to only your pre-determined options for checking in.