Check-Ins and Registrations Integration

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Create a Check-Ins event out of a detailed Registrations Signup. The "Checkistrations" integration connects the two events, which allows you to check in any person who has registered and print name tags.

Caution

This integration is not available for simple Registration signups since individual attendees are not registering for the Registrations event.

Check out this clip from Planning Center University.

 

Create Registrations Event

This integration always starts on the Registrations side. Create a detailed signup, and add selections based on how you plan to check people in, specifically, your locations. Add age/grade/gender filters to each selection and set the necessary information to collect as required.

Next, add assignments to sort people into their locations. Each assignment type is applicable to all attendees, like "Locations", "Classes", or "Leaders". The assignment areas inside a type will be synced to Check-Ins and become the Locations people will check in to when they arrive, like "Nursery", "Sanctuary", and "4th Grade Class".

Add filters to each assignment area for selections, age groups, and more. This will make sorting people into the correct areas a breeze later. Set the capacity for each area to match the number of people you can allow in that location.

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Create Check-Ins Event from Registrations

Once your assignments are set up and people are assigned to them, you can create your Check-Ins event. Choose Check In from the Actions dropdown in the Assignments tab.

Important

If you don't see this option, you may not have the appropriate permission levels in both products. You must be an Admin in Registrations and at least an Editor in Check-Ins.

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Notice

You can also create a Check-Ins event from the Registrations tab, which gives you additional options:

  1. The option with just the name of the event will not auto-create any locations in the Check-Ins event. All attendees can check in to a single overall event without being sorted into locations, even if they're assigned to an area in Registrations. When checking in, stations will ignore all assignments.

  2. The option with the name and assignment type name ([Event Name]: [Assignment Type Name]) auto-creates Check-Ins locations out of the Registrations event's assignment areas, just like the Assignments tab. Self stations will only allow the attendee to check in to their assigned area.

    If you have multiple assignment types, you will need to create multiple Check-Ins events.

You'll be given the option to go to the Check-Ins event to make changes to the settings or launch a station to start checking people in.

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Caution

Registration Signups have different settings from regular Check-Ins events:

  • By default, labels are not added to the event. However, you can add Labels to the event in Check-Ins.

  • The Check-Ins event does not automatically show on Church Center, but you can change the Visibility options in the Event Settingswhen you're ready for people to start checking in.

  • Checkistrations Events have no times, frequency, custom headcounts, or Services integration.

  • When you archive the signup in Registrations, the Check-Ins event will automatically be archived as well.

  • Check-Ins Stations behave differently:

    • Roster stations show a list of those registered.

    • You cannot add One-Time Guests or new households.

    • The search groups people by who they registered with before the household.

To make changes to these settings, go to Event Settings instead of going live.

Go to Event

If you choose to go to the event, you can update the settings, add labels, or adjust filters for checking in.

Update the Settings

Click the gear to go to the event settings.

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  1. When you're ready for people to check in to the event using the Church Center app, check the box to Show in Church Center.

  2. Create an announcement people can see when checking in at a Self Station.

  3. Require background checks for all Volunteers checking into the event, regardless of their location.

Adjust Filters

Any filters used for assignments in Registrations are synced over to Check-Ins. These filters cannot be edited inside of Check-Ins. If you need to change them, you can edit the assignment area in Registrations.

However, you do have access to some Check-Ins filters that don't exist in Registrations, such as the adult/child filter and the ratio filter.

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Add Labels

You can create custom labels and add them to your event.

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Here are some tips for using labels for your Registrations event.

  1. Include any add-ons selected during registration.

  2. Show the person's selection.

  3. Add the event logo.

Go Live Now

If you choose to go live with the event, you will be taken to the Check-Ins app to start checking in people at a Roster Station. If you don't have the app installed on your computer, you can do that here!

Caution

If your station is locked to an event, you'll need to manually change the station from the Station Settings. You can access the Station Settings quickly using Station Keys.

Check In Attendees

As attendees check in, the station will reflect what's happening on the Registrations side, from alerts, statuses, and emergency contacts.

Alerts

All the alerts you may see in Registrations for things like balances due, missing required forms, etc will be shown in Check-Ins. So, if there's an alert, you'll see it pop up before you confirm the check in.

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People Status

There are three different types of people who might check in, and we handle each scenario a little bit differently:

  • Registered and Assigned people will automatically be synced and suggested to the location that they were assigned to in Registrations.

    They can check in on any station.

  • Registered and Not Assigned people will be suggested the best location that matches the filters on the assignment. An alert will notify you they are not assigned and will be taking up one of those capacity spots.

    They can only check in on Roster or Manned Stations.

  • Unregistered people will be suggested the best location that matches the filters on the assignment. An alert will notify you they are not assigned and will be taking up one of those capacity spots. In addition, these people will automatically be set as guests in Check-Ins, so you can print a guest list report later and follow up with them to register. If you're using labels, you can also choose to print different labels for guests to help pinpoint those who aren't registered.

    They can only check in at a Manned Station.

Caution

Checking in does not automatically register someone for the event. In order to not be seen as a guest, the person will need to register before checking in.

Emergency Contact Issues

The Emergency Contact is a field Check-Ins can use for checking people in. The emergency contact will show up as a Checked In By option when a child is being checked in.

Although the dropdown doesn't show the name of the Emergency Contact, the Registrations Guest List and Check-Ins label will show the name of the Emergency Contact.

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Caution

If you're checking in a group and Emergency Contact is selected as the Checked In By person, each individual's Emergency Contact will be listed on their label. If an attendee didn't list an Emergency Contact when they registered, their label will not have a Checked In By person listed on it. To add a Checked In By person, check in that child separately.

When you choose Emergency Contact as the Checked-In By person, that person will be listed on the Event's Check-Ins tab.

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Tip

The Emergency Contact will not be shown as an option to check out the child, so if the Emergency Contact is the one checking out the child, choose no one, and the Emergency Contact will be listed as the Checked Out By Person.

If you need to make changes to the Emergency Contact, you can only do that on the registration itself; the Emergency Contact cannot be updated in Check-Ins.

Add Another Session

In most cases, a Registrations Event will only last one day. However, if you want to check people in over multiple days, such as with Vacation Bible School, you'll need to go to the Event in Check-Ins and Start a new session each day.

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Any events using Checkistrations will be added to the bottom of the Check-Ins Events list and noted by the Registrations icon:

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