Check-Ins and Registrations Integration

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You can create a Check-Ins event out of a detailed Registrations signup, and then it becomes a Checkistrations event! The integration between Check-Ins and Registrations allows you to check in any person who has registered and gives you the option to print name tags for attendees.

Caution

This integration is not available for simple Registration signups since individual attendees are not registered for that signup.

Check out this clip from Planning Center University.

Create Registrations Event

This integration always starts in Registrations. 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 one assignment type that applies to all registered attendees. The areas inside the assignment type will be synced to Check-Ins and become the locations people will check in to when they arrive.

Important

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

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 a 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 Attendance menu in the Registrations tab, which gives you additional options.

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  1. 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 attendees to check in to their assigned area.

  2. The option with just the name of the event will create a Check-Ins event without locations. 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.

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

Events created from Registrations have many differences from regular Check-Ins events.

  • Labelsmust be manually added to the event or specific locations.

  • The event does not automatically show on Church Center. If you want it to show, change the visibility options in the event settings when you're ready for people to start checking in.

  • Times, frequency, custom headcounts, or Services integration do not apply to Registration events.

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

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

Check-Ins Stations

Check-Ins stations behave differently when used for Checkistrations events:

  • Roster stations show a list of those registered. You can lock a station to a specific location (assignment) to only see attendees assigned to that location (assignment).

  • You cannot add visitors.

  • People who registered together will be displayed when searching for a registered attendee.

  • You cannot search for a group of attendees by the registration contact unless that person is also a registered attendee.

  • Checkistrations events are not able to use the new station design. Locking your station to a Checkistrations event will make the station switch to the legacy view.

  • The station settings will continue to show the new design options even though the legacy view is being used. When the station is used for a regular Check-Ins event, the station will automatically switch back to the New Design.

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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.

  4. Include the name and phone number of the checked-in by person or the emergency contact, depending on who is selected during the check-in process.

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 can check in at any station and will automatically be suggested to the location that they were assigned to in Registrations.

    Important

    If a registered person tries to check in at a Self station and is not assigned or has an incomplete registration (due to missing required questions or forms or a balance due), they will not be able to check in and will be instructed to see a leader for help.

  • Registered and Not Assigned people can check into any station. If they check in at a self station, they will be suggested a location that matches the assignment filters and is not full. On a manned or roster station, the station will be notified that the attendee is not assigned and will be taking up one of those capacity spots.

  • Unregistered people can only be checked in at a manned station and will be suggested a location that matches the assignment filters. The station will be notified that the attendee is not assigned and will be taking up one of those capacity spots.

    Unregistered 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.

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. An unregistered person will be checked in as a Guest each time they check in until they are registered.

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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