Check-In Overview
SoapBox’s check-in system helps you track attendance, ensure child safety, and create welcoming experiences for your congregation.Why Check-In Matters
Effective check-in provides:- Safety - Know who’s in your building
- Security - Secure child pickup with codes
- Data - Track attendance patterns
- Connection - Identify first-time guests
- Care - Follow up with absent members
Check-In Types
Event Check-In
For services, events, and gatherings:- Self-service kiosks
- Mobile check-in
- Greeter-assisted check-in
- QR code scanning
Children’s Check-In
Secure check-in for kids ministry:- Parent/child linking
- Secure pickup codes
- Allergy and medical alerts
- Classroom assignments
- Name tag printing
Volunteer Check-In
Track volunteer attendance:- Service hour logging
- Schedule confirmation
- Role verification
- Ministry coordination
Setting Up Check-In
Check-In Stations
1
Hardware Setup
Set up check-in stations:
- Tablets or iPads
- Label printers (for children’s ministry)
- Optional: kiosk stands
2
Station Configuration
Configure each station:
- Go to Admin > Check-In > Stations
- Add new station
- Name and assign location
- Configure printer
3
Event Assignment
Assign stations to events/services:
- Select which events use which stations
- Configure hours of operation
- Set up automatic activation
Label Printing
Configure labels for children’s ministry:| Label Type | Contents |
|---|---|
| Child Tag | Name, room, security code, allergens |
| Parent Tag | Security code, child names |
| Room Tag | For classroom doors |
| Bag Tag | For diaper bags/belongings |
- Connect compatible label printer
- Install SoapBox printing service
- Configure label templates
- Test print labels
Children’s Check-In
Safety Features
Security Code System- Unique code generated per family per service
- Required for child pickup
- Can be text/numeric
- Changes each service
- Designate authorized adults
- Photo identification option
- Verification requirements
- Alert for unknown pickup attempts
Medical & Allergy Alerts
Capture and display important information:- Parents enter child information
- Include allergies and medical needs
- Information prints on labels
- Classroom displays alerts
- Emergency protocols in place
Room Assignment
Automatic room assignment:- Based on child’s age/grade
- Capacity management
- Special needs accommodation
- Volunteer ratios
Check-In Process
- Self-Service
- Greeter-Assisted
- Mobile
- Parent approaches kiosk
- Search by name or phone
- Select children to check in
- Confirm information
- Print labels
- Take child to assigned room
Check-Out Process
1
Parent Returns
Parent comes to pickup location with tag
2
Code Verification
Volunteer matches parent tag to child tag
3
Child Released
Codes match - child released to parent
4
Check-Out Recorded
System logs pickup time and person
Event Check-In
Service Attendance
Track worship service attendance:- Self-service check-in
- Mobile check-in
- Household check-in
- Anonymous guest counting
Event Registration Check-In
For registered events:- Pull up registration list
- Search by name
- Mark as checked in
- Track no-shows
- Handle walk-ups
First-Time Guests
Identify and welcome newcomers:- Flag first-time visitors
- Collect contact information
- Print special welcome tags
- Alert guest services team
- Trigger follow-up workflows
Mobile Check-In
For Families
Check in before arriving:- Open SoapBox app
- Go to Check-In
- Select upcoming service
- Choose who’s attending
- Check in
- Receive QR code
- Scan at church for labels
Benefits
- Skip the line
- Faster process
- Less congestion
- Earlier arrival flexibility
Volunteer Check-In
Service Tracking
Track volunteer service hours:- Volunteer checks in when arriving
- System logs start time
- Volunteer checks out when leaving
- Hours automatically calculated
- Records stored for reporting
Schedule Confirmation
Volunteers confirm their scheduled shifts:- Reminder notification before service
- Confirm or decline with reason
- Automatic substitute finding
- Leader notification
Check-In Administration
Dashboard
Monitor check-in activity:- Real-time attendance numbers
- Room capacities
- Volunteer ratios
- Guest flagging
Manual Check-In
For administrative use:- Go to Admin > Check-In
- Search for individual
- Select event/service
- Mark as checked in
- Print labels if needed
Editing Records
Correct check-in data:- Add missed check-ins
- Remove incorrect entries
- Adjust times
- Transfer between rooms
Attendance Tracking
Attendance Reports
Generate attendance insights:| Report | Purpose |
|---|---|
| Service Attendance | Weekly/monthly service counts |
| Individual Attendance | Member attendance history |
| Room Reports | Children’s ministry by room |
| Volunteer Hours | Service hour tracking |
| Guest Report | First-time visitor tracking |
Attendance Patterns
Identify trends:- Average attendance by service
- Seasonal patterns
- Year-over-year comparison
- Engagement correlation
Absent Member Follow-Up
Create care workflows:- Set absence threshold (e.g., 3 weeks)
- System flags absent members
- Assign for follow-up
- Track outreach attempts
- Record outcomes
Hardware Requirements
Check-In Stations
Recommended setup:- Tablets - iPad or Android tablet
- Stand - Kiosk or counter stand
- Label Printer - DYMO or Brother
- Internet - Stable WiFi connection
Label Printers
Compatible printers:- DYMO LabelWriter series
- Brother QL series
- Zebra ZD series
Optional Equipment
- Barcode scanners
- Card readers
- Photo capture devices
- Large displays
Troubleshooting
Common Issues
Labels Not Printing
Labels Not Printing
- Check printer power and connection
- Verify label supply
- Restart printer
- Reconfigure station
- Test print from settings
Can't Find Family
Can't Find Family
- Try different spelling
- Search by phone number
- Check for duplicate profiles
- Create new profile if needed
Station Not Connecting
Station Not Connecting
- Check WiFi connection
- Verify station is active
- Log out and back in
- Restart the app
- Contact support if persistent
Security Code Mismatch
Security Code Mismatch
- Verify correct parent
- Check printed code carefully
- Look up family in system
- Follow security protocol
- Involve leadership if needed
Best Practices
Train Your Team
Train Your Team
Ensure all volunteers understand the check-in process, especially security protocols for children’s ministry.
Have Backup Plans
Have Backup Plans
Know how to handle check-in if technology fails. Keep manual sign-in sheets available.
Make It Welcoming
Make It Welcoming
Check-in should be friendly, not bureaucratic. Greeters make a huge difference.
Respect Privacy
Respect Privacy
Only collect necessary information. Be transparent about data use.
Follow Up on Data
Follow Up on Data
Check-in data is only valuable if you act on it. Follow up with guests and absent members.