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

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

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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 having trouble with people checking in without filling out all of the fields.  Is is possible to make fields "required" so that they cannot check in without completing them?

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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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  • Thank you for your prompt response.  For the sake of giving feedback, this has proven to be a frustration for us. When someone checks in without the help of one of our volunteers they are figuring it out for themselves.  While the system is easy and intuitive, having the choice to give whatever information you want is a problem for us.  This is especially true when they leave out their phone number.  We do not keep people in our system without a phone number.  So, if they go through the trouble of registering and leave out their number, then we have no way to contact them.  This means we delete them from our system, only for them to go through the same registration process next time.  I hope this help when you are discussing potential updates, etc.  Thank you for you help!  We have really been enjoying breeze.

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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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  • 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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  • @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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  • Hi,

    Is there a way to check in multiple children from the same family into different classrooms? Or do I need to go to different events to check them in seperately?

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

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  • Hey @office!

    So sorry about the expired link! Since that comment was made, we've updated our some of our resources. I hope these two articles are able to help you with enabling additional contact fields.


    I hope this is helpful for you! 

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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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  • Is there a way to only print name tags for specific tags (infants - 5th grade)?  We check in our entire congregation (usually on Mondays) to help us see when someone is missing.  We want to start kiosk check in for our kid's ministry with nametags.

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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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  • 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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  • @whicks

    Here's a Video to explain exactly what to do! See here: https://a.cl.ly/8LujOZXq 

    Let us know if there's anything else that we can do for you!

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  • is there a way to add a number by people so when i check them in the check in counts the total number? for our services people fill out the form saying them and 5 (for example) are attending. when i check them in the day of the service i would love to check them in and it adds 6 to my total count so i can keep track of how many are at the service.

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  • Absolutely you can! You'll find this option in the Check-in window within the settings (found in the gear icon). Check out our resource on Tracking Attendance With Total People Rather Than Individuals.

    I hope this helps!

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