Assisted Check In [video]

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Learn how to use the assisted (manned) check in option in the check in kiosk to allow your team to assist families with check in, adding new families, updating people's details and checking out.

 

 

When setting up a check in kiosk, you can select the manned check option if you want to be able to add new families, edit people's details, select how many labels, etc. You'll need to have staff or kids volunteers to run manned check in stations as it allows access to the rest of UCare and so people can potentially access private information.

To check a household in first search for the household by entering their name, at least the last four digits of their phone number or they can scan a barcode or keytag. When you find the household that you want, tap it to select that household. If only one household matches what you search for it will automatically load.

Below you can see that the Smith household has been selected, and the appropriate meetings have been selected for each person. In this case, Anna isn't here and John has already been checked in. A note has also been added for Jess about her peanut allergy and this will be printed on her name tag.

A note can be added here such as who picked up the child, when the Export > All people report is used later on this information will be included and may be important if there was a child safety situation that needs to be reported to authorities or to help improve check out procedures for your church.

Note: Only meetings that are within 90 minutes of the current time will be displayed.

Tip: "Group member" is displayed under meetings that are for groups that person is a member of, this can be a quick way to work out which meeting a person should be checked in to. In this example Jess is a member of the 1-5yrs group and Patrick the 6-12 yrs group, making it quick to see which meeting each should attend. If a visitors attends the same group 3 times within 60 days; they will automatically become a group member.

Note: If your church is printing security tickets then either scan the barcode on the security ticket or check that the security ticket code matches the code on the child's name tag. The security ticket lets you know that this person either dropped of the children or was given the ticket by the person who did and has authority to collect them. In cases of custody disputes this can be very important to ensure that you are releasing children to the correct people.

Tip: You can suggest to parents that they stick the security ticket to their clothes so they don't lose it. If they unfortunately do misplace the security ticket, then it is suggested that you either call the other parent, or if not known have them fill out an incident report. Delaying the checkout process will encourage the parent to not lose their security ticket in future.

Tip: If labels have been pre-printed then you may want to select "No Tickets or Labels" from the drop down next to the check in button so you don't waste them or slow down check in. If your children's ministry is in multiple locations around the church then you may want to instead print multiple tickets so that each parent can collect their children at the same time.

Tip: If a child has a bag or other item that you would like to keep track of with a label then you can choose to print extra labels from the drop down next to their name. In the picture two labels are being printed for Jess.

Tap "Assign new barcode" and then scan a barcode or RFID tag to assign a code to this household. The code can then be used to speed up finding them on their next visit. This can be used if the family has lost their code or has never had a code. Leave this blank to not change the family's code.

 

Adding a Household/Person

To add a new household or person, simply tap the + sign next to the search field. Fill out the required fields as necessary, then tap "save". From there, extra people can be added to the household. Fill out the information as needed.

Tip: If you want to check new last minute guest in quickly then simply create a household and add the number of people you are checking in without entering their info. This will record check in/out times and print labels. Then at checkout you can edit the household and people to enter their actual info. 

 

Editing a Household/Person

If you need to edit a household's information, tap the pencil next to the household name to edit the household details. To edit a person's information, hover your mouse over the profile's photo and a pencil will appear. Tap on the pencil to edit the person's profile, then tap save when finished. 

Tip: When editing a person's profile, you can double tap the pencil to add or change a person's photo. If you are using a smartphone or tablet then you'll be able to use the camera to take a photo of them.

 

Check Out

Check out happens at the end of a meeting, typically when parents come to collect their children. Either scan their security ticket, barcode or enter their name/phone number, when you find the household that you want tap to select that household. Finally select the people that are checking out or tap checkout all.

Note: If your church is printing security tickets then either scan the barcode on the security ticket or check that the security ticket code matches the code on the child's name tag. The security ticket lets you know that this person either dropped of the children or was given the ticket by the person who did and has authority to collect them. In cases of custody disputes this can be very important to ensure that you are releasing children to the correct people.

Note: Only assisted check in stations have the check out feature for security purposes. Self check in only allows check ins, and does not give editing access to people checking in.

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