Locations are used to track attendance in an area of an event. They're usually used as a physical location, but they can be used to separate groups of people as well.
Check out the video to see how to add and organize locations, or follow the steps below.
Create a Location
Click New Location to create a location.
You can also copy a location from another event.
Enter a location name that is familiar and can fit on a label.
When people check in, they'll see this name, so create a name that is familiar.
To temporarily disallow check-ins for this location, close the location. You can open it by coming back to this page, where you'll see a banner across the top asking you if you'd like to open the location.
We highly recommend closing the location instead of deleting, if there's any previous data in the location. If you delete a location, the follow actions will occur:
- It will still show on Check-Ins reports for any past check-ins.
- Any stations locked to that location will revert to being locked to the event.
- All check-ins for this location will be unassigned and will not be included when filtering by locations on stations or Peoples lists.
Filtering People into Locations
Filters are designed to do the heavy lifting of assigning attendees to locations for you! They help people check in to the correct location. If there is only one location a person fits into, it will automatically be shown and ready to check in.
In addition, on a Self Station, you are only allowed to see locations you fit into and cannot check into a different location. However, on a Manned or Roster station, a volunteer will see the locations someone fits as Suggested Locations and can check in the person to a location even if they don't fit the filters.
Check out the video to see how filters work, and follow the steps below to set up your filters.
From a Location, set up the filters according to who should be able to check in to that location.
If someone has ignore age and grade filters checked in their user profile, they will not be suggested a location unless they have a past check-in.
- You can choose either an age or grade filter. You can't have both at the same time, so you'll have to only pick one option.
If you'd like to filter for those under Pre-K, we suggest using age in months.
- Check and select to only allow an adult/child or male/female to check into this location.
- Put a minimum number of volunteers to ensure the right amount of volunteers are in the class.
- Limit how many Regulars and Guests can check in. This limit does not reflect how many Volunteers can check in.
- Limit how many attendees can check in based on how many Volunteers have checked in.
Advanced Age Options:
The advanced age filters can be used when you want Check-Ins to allow/hold a child in a location, based on their age on a specific date and not their age at the time of the check-in. Here are some scenarios:
- Follow the school year for all kids, meaning preschool-aged won’t move up classrooms until "Promotion Sunday" like the elementary kids.
- Keep the same group of kids together from 3yrs to 3rd grade
- Group kids by birth year: everyone who was born in 2015 goes to the Red Room
Use on or before and takes effect to follow the local school system by allowing kids into the Kindergarten location based on their age on a future date. So the takes effect would be Promotion Sunday, August 1st, for kids who are 5 on or before December 1st.
Verify the filters are correct in two ways:
- The date range listed in the Advanced Filters example
- An individual’s Available Locations in their user profile
When picking certain locations to auto-populate, we have some specific logic that takes priority. Here's some insight into how our software works:
- We choose the location where that person checked in last. If the location they checked in last AND a new location with a grade filter fits, Check-Ins will auto-populate the grade location. This should make it easier when promoting children from age-filtered locations to grade locations.
- Once we look at where they've checked in last, we choose the location with a matching grade.
- After we find a matching grade, we choose the location with a matching age, based on their birthdate.
The way the attendee distribution is set up in a folder can affect how locations are auto-populated.
We've made this priority order to help situations where someone might fit into a location with a grade or age that matches. If you want the location with a grade to take priority, then add a grade to their profile. However, if you would prefer their age to take priority, make sure there is no grade on their profile.
If someone is having issues checking in on a Roster or Self Station, help them check in from a Manned Station. Manned Stations have the ability to override any set Location Filters or allow you to make changes to help the person checking in meet the location filters.
- Edit the user profile.
Add birthdate, grade, or gender to ensure they meet the location filters and can self check in next time.
- Update the location filters, if they are incorrect.
Open a web browser and go to the Check-Ins Admin page to adjust the filters.
If someone has ignore age and grade filters checked in their user profile, they can check into locations they do not fit. However, a person will not be suggested a location unless they have a past check-in to that event.
If someone is checking in as a Volunteer, they can override any location filter and check into any location, unless they do not have a cleared background check and the location requires it.