Checking In Visitors

Visitors are not saved to your people database, but you can temporarily add them. These people can receive a label and will exist in that session's reports, as well as in the Check-ins section of the Event. Enable the Allow One Time Visitor setting in your event settings to be able to check in these temporary visitors.

Tip

If you want to follow up with the guest you're checking in, add them to your system as a regular person and check them in with the Guest status. If you don't plan to follow up with the person you're checking in, it's best to check them in as a visitor.

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Children don't always come to church with their parents. Some come with another family or a relative, others sometimes come with an adult besides their parent, and others are occasional visitors. This can sometimes cause confusion regarding households, trusted people, and checking someone in as a visitor. While this decision can be affected by specific circumstances, here are some general recommendations.

Case	Recommendation
A family brings a foster child	Create a profile for the child and add them to the household of the foster parents.
A family no longer fosters a child who has come before	Inactivate the child's profile and remove them from the household.
A child attends with relatives, but parents are not in the database	Add the child to the household of the family they come with.
A child sometimes comes with relatives or family friend	Keep the child and parents in a household together, and make the relatives trusted people for that child.
A family brings a visitor whose parents do not attend	Create a new profile for that child, and add the adults who brought them as trusted people.

Notice

When you add a child to a household, the adults will show as the child's household adults in People lists and reports. Trusted people only show in Check-Ins.

Check In at a Manned Station

From a manned station, a volunteer can check in someone who is visiting once and doesn't need to be added to your database, such as a guest speaker's family or a friend from out of town.

Visitors That Come On Their Own

If you've enabled the setting to allow one-time visitors for your event, and the visitor did not come with an existing family, you can search for their name at the station, add the person, and select the Label Only option.

You can then fill in that visitor's information and select the location and time they are checking into. First and last names are required.

Once the information is filled out, click Print Label to print that visitor's label!

Notice

The person entered in the Emergency Contact fields will be checked in by person for that guest. If the phone number is a valid mobile number, you can send texts to that emergency contact if you look up the child by security code on manned stations.

Visitors That Come With an Existing Family

For visitors that come with someone already in your database, you can add them as a visitor of the family.

The visitor will share a security code and print that household's Checked-In By information as the Emergency Contact.

From the household, select Add visitor to add information about their visitor.

Enter their name and any medical notes the teachers may need. The Emergency Contact fields, if left blank, default to the Checked-In By person's details for this household. If you enter a name and phone number in those fields, the label will show that information instead.

Select Next to finish checking in the visitor and print a label.

Visitor Labels

The visitor's label will be similar to other labels with the person's name, location, date, medical notes, emergency contact, and security code listed on it.

From the Check-ins tab, the visitor will be listed as a guest with a VIP tag instead of a picture.

Contacting Visitors

Visitor information isn't saved anywhere except the event; however, you can still use this information during the event to send a text to the visitor's emergency contact.

Tip

Texting requires a 10-digit mobile phone number, which can be entered on the Add visitor screen. If the Emergency Contact fields are blank, the household primary contact's name and mobile phone number will be used.

• On a roster station, locate the visitor on the Here tab.

• On a manned station, type the person's security code or scan the security label to see everyone assigned to the code.

Reports

To include all visitors in your report, check the box next to Include label-only visitors when creating your report.

All visitors will automatically be added as Guests, so if you want to see those people separated, choose the Regular/Guest/Volunteer layout.