Filtering People into Locations

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Filters are designed to do the heavy lifting of assigning attendees to locations for you! When your profiles are complete and accurate, location filters ensure that all existing and new attendees will be suggested the correct location. This differs for each station type.

  • Self Station: Attendees can only see locations they fit into and cannot check into a different location.

  • Manned station: A volunteer can see the locations that attendees fit the filters for as Suggested Locations and can check them into a location even if they don't fit the filters.

  • Roster station: A volunteer can Search outside roster to check anyone into any location (depending on the Roster settings), regardless of the location filters.

Check out this video to learn how filtering works.

Set Up Filters

From the Labels & Locations tab of your event, select a specific location to set up the filters.

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Notice

If someone has ignore age and grade filters checked in their profile, they will not be suggested a location unless they have a past check-in.

  1. You can choose either an age or grade filter. When a child has a grade on their profile, the system will look for locations with a grade first. If there are no locations with grades, it will then look for a location that matches the age.

    Tip

    To filter for those under Pre-K, use age in months.

  2. Check and select to only allow an adult/child, a certain gender, or volunteers to check into this location.

  3. Put a minimum number of volunteers to ensure the right amount of volunteers are in the class.

  4. Limit how many regulars and guests can check in. This limit does not reflect how many volunteers can check in.

  5. Limit how many attendees can check in based on how many volunteers have checked in.

Important

Volunteer-related settings depend on your volunteers checking in as the Volunteer Type.

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 necessarily their current age. Enabling advanced filters allows you to:

  • 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 three years old to third grade.

Here are some scenarios:

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 five on or before December 1st.

Verify the filters are correct in two ways:

  1. The date range listed in the Advanced Filters example

  2. An individual’s Available Locations in their user profile

How Filters Work

When picking certain locations to auto-populate, some specific logic takes priority. Here's some insight into how the software works:

  1. Check-Ins look at the person's last check-in from the same day/time. If the person still fits those filters, and no new locations are a fit, it'll be the suggested location.

    Tip

    "Last check-in" is determined by your event's frequency and time. If someone is checking in to your weekly event on Sunday at 9 a.m., their "last check-in" refers to last Sunday, also at 9 a.m. If they checked in to a location at the 11:30 a.m. service last week, Check-Ins will not use that location information.

  2. If a person fits the filters of the location they previously checked into, but now there's a new location that they also fit the filter for, Check-Ins will prioritize grade over age. It will suggest the new location if it's filtered by grade. It will suggest the last check-in location if both are filtered by age. In both cases, Manned and Self stations can manually select the preferred location.

  3. If the person no longer fits the filters for the location they checked into last, Check-Ins will start the logic process from scratch.

    1. It suggests the location filtered by grade that the person matches.

    2. If there's no grade-filtered location, it looks for a location filtered by age that the person matches.

    3. If there's no age or grade-filtered location that matches, it looks for those tertiary settings like Adult/Child and Gender.

    4. If there are no filters on any location, Check-Ins will default to the top location in your list of locations from the Labels & Locations tab of your event.

Caution

The way the attendee distribution is set up in a folder can affect how locations are auto-populated.

This logic, and all of your hard work adding filters to your location, depends upon profile information being complete and accurate. If you're regularly experiencing issues with people being suggested incorrect locations, double-check that the vital profile details are entered. Emphasize fields for your volunteers so that they can help you keep this information current.

Troubleshooting

If someone has issues checking in on a Roster or Self Station, help them check in from a Manned Station. Manned Stations can override any set location filters or allow you to make changes to help the person checking in meet the location filters. If you're having to run to your Manned station every week, though, you may want to:

  1. Edit/update profiles.

    Add birthdate, grade, or gender to ensure they meet the location filters and can self check in next time.

  2. Edit/update location filters.

    Open a web browser and go to the Check-Ins Admin page to adjust the filters.

Caution

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 type, 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.

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