Learn how to use the assisted check-in option in the Legacy 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 assisted 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 assisted check-in kiosks as this mode allows access to the rest of UCare so people can potentially access private information.
To check in a household 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 key tag. When you find the household that you want, tap it to select that household. If only one household matches your search 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. A note has also been added for Patrick about a peanut allergy and this will be printed on his 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 decide 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.
Tip: If a visitor 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 at check out 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 off 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 parent or guardian.
Tip: You can suggest to parents that they stick the security ticket to their clothes so they don't lose it. If they do, unfortunately, 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 check out process can encourage a 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 the labels or slow down check-in. If your children's ministry is in multiple locations around the church facility 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 below their name. In the picture, two labels are being printed for Jess.
Tip: Anna has a birthday emoji next to her name as it is her birthday this week, a start emoji is displayed for new people and a handwave emoji if the person hasn't attended in over six weeks. These emojis are also printed on the corresponding person's nametag.
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 the family 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, tap the + sign next to the search field. Fill out the required fields as necessary, then tap "save". Continue to tap the + to add additional people to the household, and complete the information as needed.
Tip: If you want to check new last-minute guests in quickly then simply create a household and add a Guest profile for each person 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 a person's information, hover your mouse over the person's photo and tap the pencil icon, then tap Save when finished.
Tip: When editing a person's details, tap the pencil icon twice to change the photo. If you are using a smartphone or tablet then you'll be able to use the camera to take their photo.
Check out happens at the end of a meeting, typically when parents come to collect their children. Either scan their security ticket, barcode, or key tag. Alternatively, enter their name/phone number, when you find the household that you want, tap to select that household.
Finally, either click Check out all to check out the entire family or select just the people that are checking out and tap Check out. You should also select the person who is picking up the children as this will be recorded and included in attendance reports.
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 off 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 parent or guardian.
Note: For security reasons; Self-check-in stations don't have check out options, this mode only allows check-ins and does not give editing access to people checking in.