Setting Up Check In at Your Church

How to set up a fast, safe, and easy check-in system at your church.

Having an efficient, intuitive, and safe check-in process at your church is important.

It increases safety, allows for a deeper understanding of who is coming (and who is not), and builds trust with the families in your church.

Using Breeze for check in allows you the opportunity to have a secure pick up process, track attendance, and print name tags (which can include important information such as a child’s allergy, parent’s contact information, or a shared security code between child and parent).

Here's how you can set this up with Breeze... 

Ensure Your People are Loaded into Breeze

The first thing you’ll need to do is make sure that you have all of your individuals, children and parents and families inside of Breeze with basic information on the profiles (such as names, emails, phone numbers, grade, birthdays, etc).

Have your people in Breeze? Great, you’re good to move on to the next step!

If you don't have all of your people loaded yet, there are three ways to add your people into Breeze:

Create Tags

After you get everyone into the system, you’ll next move on to creating tags. While not required, putting people into tags and limiting an event to only displaying people within those tags can help both your check in process go more smoothly (by limiting the number of people displayed) as well as give more advanced reporting abilities (the ability to report by tag).

  • Create a Tag Folder

For organizational purposes, we suggest creating a folder first, for all of these new Tags to go into, something like “Children's Ministry,”  or "Small Groups", that is all-encompassing.

  • Create Tags

Then, it’s time to create some tags! You’ll want to create a tag for each of the classrooms or child groups (e.g. Nursery, Pre-K, etc) or small groups. This process will enable us to later view attendance based on the classrooms or groups.

Here's an example of what this will look like:

Children_s_Ministries_Folder_with_Tags.png

  • Add People to Tags

Next, you'll want to add people to their respective tags. An easy way to bulk add individuals to the tags is going to be from the People section, where you’re able to filter search based on the criteria for your tags.

For example, if you have the tags created for groups of children based off of age, you can do an advanced search for an age range (0-1, 2-4, etc). Or if you have the tags created for groups of children based off of their grade, you can do an advanced search for individuals who match particular grades (Pre-K, Kindergarten, etc).

Search_By_Grade.pngBulk_Assign_To_Tags.png

After you've searched with the appropriate filters, you can then bulk add these individuals to a tag, using the Action Panel on the righthand side. 

Create the Event

Now that your tags are set up, you'll move on to creating a recurring event to be used for check in.

On the events page, click to create a new event and set it as a recurring event.

The title of this event should be something all-encompassing, such as "Children's Ministry", as it will be used for the check in of all of your individual classrooms (Nursery, Pre-K, etc.). If you have multiple services, we recommend creating a different event for each services (e.g. 9:15am Children's Ministry, 11:00am Children's Ministry).

Setting the Event's Eligibility 

Assuming you created tags to put people into in the previous step, during the creation of this new event you will want to change the check-in eligibility so it is limited to the tags you specify (this can also be done later within the event's settings). By doing this, only people within the specified tags will show up on the list.

Whether changing the eligibility upon creation, or later on in the event settings, you'll simply want to change it from "Everyone" to "Specific Tags." You will then choose the tags you would like to be eligible for the event (your child classroom tags).

check_in_eligibility.png

Customizing Name Tags

Follow the directions found on Customizing Your Check In Name Tags to see how you can customize the name tags to fit your churches needs.

For added safety & security include the 3 or 4 digit code which will print on the child's name tag and the parents.  Then the parent will bring their parent copy to check out their child. 

Congratulations, your check-in is all set up!

 

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Comments

47 comments
  • Hey Kevin - Great question!  And thanks for writing it on this article because it made me realize that this article is a bit out of date with some of our new check in features!  

    Based on this information, I think you would benefit from using our "Kiosk" mode check in which will allow check in by either a barcode or a phone number.  This is our most secure option and the one that we recommend for an "unmanned" check in station. 

    Here's some information about kiosk mode and barcode scanners: 

    Using A Barcode Scanner To Check In

    Kiosk Mode 

    If you have some additional specific questions with this, we'd love to talk to you further.  Please Contact our Support Team and we can walk you through some additional options! 

    1
  • Hi @connect!

    Thanks for reaching out! Great question! You can use the Brother Wireless Printer. Here are some additional details that will help y'all:

    Purchasing and Setting Up Your Check in Computer and Printer

    Breeze Check In App

    Cheers! 

     

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  • The video linkhttps://cl.ly/a24913a2888f is no longer working.. 

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  • Hi tzroberts!

    There is currently no way to check in people to multiple events from one check-in screen. Best Practice is to have multiple tablets that have different event check-ins pulled up. On one tablet you could have your 8 AM service and on another you could have your 11 AM service. :) 

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  • Hi par1500, 

    If you you are using a Dymo Printer and your app, a computer still needs to be involved in the equation in some way to process the information for the printer. The computer is what has the DYMO software on it, as the iPad/phone does not, so it still needs to be involved.

    The benefit of the wireless printer though, is that this will connect to your computer over the wireless internet. So, you can have the appearance of wireless at your check-in desk with your iPad and printer, but have the computer located somewhere else! You could have your computer with the Print Station window open in your church offices and it will still work! It does not have to be right next to the printer to connect to it.

    Essentially, once you have established a working connection to your wireless printer via the latest Dymo Software, you can then establish a connection between that printer and Breeze. You can see all of the details here: Setting up your check in computer and printer
    This connection is not happening via the network, but via the internet in general. Which means as long as a Print Station is connected to the Wireless Printer, you can literally print from anything that's running Breeze and connected to the internet!

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  • Hi @office!

    Absolutely! You can set up this notification within your own user account. :) Here is a great resource that will help you set this up: Notifications 

     

    Happy Breezing! :) 

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  • Can I add an allergy that a child has to their name tag?

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  • Hello! Is there a way when we check in a child to a Sunday School class that we can also record if they brought a Bible or Worksheet? We want to utilise Breeze for our SS teachers and would love for them to not have to use a paper recording system for keeping track of Bibles, etc in addition to recording infomation through Breeze. It would be GRAND to have it all in one spot! Is this a feature I can add somehow that I am just missing…

     

    Any help is GREATLY appreciated! :)

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  • Hey Leah, 

    Absolutely!  Follow this link to see how you can customize your name tags to include any existing profile fields: Customizing Your Check In Name Tags

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  • Hey @ngebelein!

    Thanks for reaching out! Rob is spot on but regardless would you send this information to our Support team so we can troubleshoot why it's not printing again. Happy to help!

    Blessings! 

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  • @Aconley

    Thank you so much for the Feedback! Our team is monitoring it and will take everything into consideration! Thanks again1

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  • @rachmdurant

    Hello! Unfortunately, no. The Security number is unique every time to prevent someone copying or impersonating the number. Parents have the confidence of knowing that the number issued today is the only number of it's kind from that day's date. We apologize for the inconvenience it's causing on your end, however, this is the most secure functionality for us!

    Hope this helps!

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  • We are active users of the check in.  Love it.  What is the best practice for visitors?  We currently use a paper form to fill out all the family info and a custom visitor sticker for a name, then they bring that form over to the check in station to print what have called a VIP sticker with the check in/out number.  Then we enter the data from the paper form during the week.  Is there a better way?  Is there a way to use the breeze forms to have visitors fill out and then automatically add them to the checkin tag for the service?  Or is the only way to add them to the check in screen is to use the + add person on the checkin app?  

    We try to limit the amount of data entered by our volunteers to prevent mistakes. 

    Darin

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  • can you check in and print a label with a regular laptop connected to the Dymo printer only or do you have to do check in on an Apple device regardless?

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  • Hello @whicks!

    I am so glad that you asked! There is definitely a way to only print name tags for specific tags. Here are the steps:

    1. Navigate to the Event Settings page for the event you wish to change.
    2. Ensure that the Check-in eligibility is set to "Specific Tags" and in your case if you would like, you can select "All Tags"
    3. On the right, beneath "Name Tag", select "Show More Options"
    4. Each checkbox option will have a dropdown beneath it, listing which of the eligible tags should be associated with that setting for printing name tags. There you can specify which tags you would like to print name tags for, and even select which tags you would like to print parent name tags for as well. 

    I hope this helps! 

    Blessings,

    Annie

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  • Is it possible to have 2 iPads using the same computer as a print station with two different wireless printers? 

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  • Hey @aconley,

    That's a great question!  I can see how making certain fields required at the check-in screen could be helpful.  However, there's no way to mark a field as required from the check-in screen.  

    I hope this helps!

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  • Is it possible to set a limit of the number of children that are allowed to be checked in?

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  • We are using the check-in settings for our children's ministry and I was wondering if there was a way to add an option where "GUARDIANS" and not parents in the same family can utilize their phone number to check-in or check-out the child? We have in our parent/child info sheet, the ability to add names of other people who can check out their children. How do we do this? Is there a way that Breeze can add under family, a guardian option where that individual can still be part of his/her own family? Currently, if I am part of my family, I cannot join another family. Therefore, if there was a guardian option, that person can be added to multiple families? Does that make sense?

    0
  • Hi,

    How can we set it up so that our leaders who are checking students in have access to the students family information. Specially emergency contacts in Breeze. We don't print name tags, is there another way to do that?

    0
  • Is there a way to keep the same numbers from week to week for regular attenders children? It helps with our callback system? 

    0
  • Hey @cassie!

    Great question! At this time, that is not a current feature within Breeze. Feel free to check out our feature request page here: breezechms.com/features

     

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  • so right now the kids are the only ones that have tags.

    I need to put in tags for everyone else and then select kids for the selected printing of tags.

    Right?

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  • Hi Jessica!

    To give them access to family information you will need to make sure that the permission is selected for family here:

    Since you are not printing name tags, exporting the students information with family information and emergency contact information to excel and printing it out to leave with the leaders, is best practice.

    Happy Breezing!

    0
  • @joybelle08

    Great question here! Unfortunately, there is no functionality within Breeze that would be able to effectively help you to track resources like this. We sincerely apologize for any inconvenience that this may cause!

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  • Is there a way to check individuals into multiple events (8 AM service, Sunday School, 11 AM service) from a single screen?

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  • Hey @Joseph!

    Thanks so much for sharing this feedback with us! While we are eventually able to get those results, you are bumping into some of the limitations of check-in. 

    Specifically for the waiver-you might consider using a Form to capture this information: Getting a Signature on a Form 

    Some topics get a bit confusing through email so please feel free to reach out via phone with these questions so that we can best serve you!

    If you have any additional questions please don't hesitate to let me know! We’re open 9am - 6pm (Eastern), Monday - Friday. Reach us by phone (888.320.6030) or email us here.

    We're always here to be a resource to you and your church.

     

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  • @brian

    Yes, there is! Just simply set your Check In Eligibility to be by Specific Tags. In this case, the Tags would represent the different Classrooms. So there's an event called i.e. "Kids Ministry" and in that event, all of the Tags associated with the Kids Ministry are assigned to it. That way, you can get both Corporate numbers of the entire group as well as granular numbers for each class. Teachers can even check kids into their specific roster separately Using the Check In Filter!

    Let us know if this was helpful for you!

     

     

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  • I don't see it being a security issue if the secure number matches what it did before. But anyway, I've tried checking a child out and back in again- no luck with it printing again! 

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  • Am I understanding correctly that your Breeze check in is only functional with a Dymo label writer?  WE are currently using a brother wireless printer and do not want to switch back to the Dymo printers due to a history of performance issues with them.  Is this going to be an issue?  Thanks

     

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