Check-In System Overview

TimelyChurch's Check-In module provides a secure, family-friendly way to track attendance at your services, classes, and events. It is designed with child safety at its core -- every child receives a unique security code, and parents must present a matching code to pick up their child.

Key Features

• Family check-in -- Search by phone number to pull up an entire household, then check in multiple family members at once.
• Security codes -- A unique 6-character alphanumeric code is generated for every check-in. The same code appears on the child's name tag and the parent's security receipt.
• Allergy and medical alerts -- The Allergies and Medical Conditions custom fields on a person's profile are shown during check-in and can be printed on labels.
• Label printing -- Print child name tags and parent security tags on Brother or Dymo thermal label printers. A drag-and-drop label designer lets you customize every detail.
• Consent and waivers -- Attach a published form (for example, a medical release) to a session, and parents sign it on the kiosk before their children are checked in. See Consent Forms and Waivers at Check-In.
• Kiosk mode -- A full-screen, self-service interface optimized for tablets and touchscreens. Families can look themselves up by phone number, scan a QR code, or search by name. If the internet drops, the kiosk saves check-ins on the device and sends them when the connection is back.
• Pre-check-in -- Members can pre-register from the member portal before they arrive. They receive a QR code that provides instant check-in at the kiosk.
• Multiple concurrent sessions -- Run separate check-in sessions for different events or classes happening at the same time (for example, a worship service and children's ministry running simultaneously).
• Visitor walk-in registration -- Check in first-time visitors on the spot. The system creates a new person record and a family record automatically.
• Headcount tracking -- Record a quick headcount for areas that do not require individual check-ins (such as a general worship auditorium).
• Event linking -- Tie a check-in session to an event from the Events module so attendance data flows into your event reports.
• Manual attendance -- Use the Manual Attendance button in the Check-In Station header to mark a class roster retroactively for a past class or event. A check-in into a class also counts as that person's attendance for the class on that date.
• Authorized pickups and emergency contacts -- Family records include who is authorized to pick up children and emergency contact priority, all visible at check-in and checkout time.
• Volunteer check-in / checkout -- Check teachers and helpers in to the class they are serving, and see the volunteers assigned to an event right on the Check-In Station.
• Unclaimed children alerts -- Children still checked in long after check-in appear on the Need Attention page, and staff can be alerted when a child is still checked in after a session ends.
• Rooms view and Classroom Roster -- See who is checked into each class right now, and give teachers a roster of who is expected, who is here, and who has been picked up.
• Lockdown mode -- An emergency control that suspends checkouts on every active session at once. Lifting it requires an administrator's password.
• Parent notifications -- Optionally tell guardians by Telegram or email when their child is checked in and out. See Parent Check-In / Check-Out Notifications.
• RFID wristbands -- Tap-to-identify check-in for camps, VBS, and busy nurseries; nothing is ever written to the band. See Set Up Wristband Check-In.

Common Use Cases

Children's Ministry

This is the primary use case. Parents arrive, enter their phone number at the kiosk, select which children are attending, and the system prints a name tag for each child and a matching security receipt for the parent. Teachers see allergy alerts on the label. At pickup, the parent presents their security code, and the child is checked out only when the code matches and an authorized pickup person is selected from the family's list (an administrator can override this if needed).

Sunday School and Small Groups

Your classes (Planning > Classes) appear automatically during check-in. When a child or adult is enrolled in a class, the kiosk will auto-select that class -- no manual selection needed. The check-in counts as their attendance for that class.

Worship Services and Events

Start a check-in session linked to a specific event from the Events module. Use individual check-ins for smaller gatherings or headcount mode for large auditorium services. The session report shows total attendance, a breakdown by hour, and a children-vs-adults split.

Multi-Service Sundays

If your church runs an early service, a late service, and a children's program simultaneously, create a separate session for each. The kiosk will prompt families to choose which session they are checking into.

How It Works at a Glance

1. An admin starts a check-in session from the Check-In Station page, optionally linking it to an event from the Events module.
2. Families check in using the kiosk (phone lookup, name search, or QR code scan) or a volunteer checks them in from the Check-In Station.
3. Security codes are generated automatically. Labels can be printed on the spot.
4. During the event, the Check-In Station shows who is checked in, grouped by class in the Rooms view, and teachers can follow their class on the Classroom Roster.
5. At pickup, the parent presents the security code. For a child, the system verifies the code and requires you to choose an authorized pickup person from the family's list before the Confirm Check Out button is enabled. Administrators can override the pickup authorization when needed.
6. After the event, the session report provides a full attendance summary with breakdowns by class, hour, children vs. adults, and first-time visitors.

Requirements

• The Check-In module must be included in your church's subscription plan.
• For best results, set up your People directory, Families, and Classes before using check-in. This ensures families are linked, children have a birthdate and allergy information, and class enrollments auto-populate at the kiosk. See First-Time Setup.

Tip: Pre-check-in from the member portal dramatically speeds up Sunday morning lines. Encourage families to pre-register from their phones before leaving home.