Kids

A few months ago we posted on our “non” electronic check-in system.

We know there are many great reasons to use an electronic check-in system and when we received a great comment from Clair Maurice, a children’s pastor from Silverwater, Austrailia, we asked her to write and tell us about it.

The name of the software that they use is called Excellerate. They use this software because it is the software that their church was already using. She stresses that if you don’t chose a software that works with your existing database then the whole process is pointless!

Here’s what Clair has to say:

All children’s pastors know there’s nothing more painful than seeing a long line of parents with kids waiting to sign into the program.  Even worse is seeing the same people 10 minutes later in another long line for a different age program!

This was our kid’s ministry a year and a half ago.  It wasn’t working and something had to change.

We decided to use the electronic check in software that plugged into our church’s existing database software; it would speed up the registration process and automatically give us attendance numbers.  It wasn’t until we’d used it for about six months that we realized it could also help us identify how often families were attending (Duh!).  A very useful tool when paired with relationship-focused team members and pastors.

Each of our three age areas has a check-in station and our parents are issued with barcode tags that attach to their key ring.  This is scanned by a team member and then used for printing out name tags, room lists and item tags for bottles/bags etc, depending on the child’s age.

Our team for each room is then at the door to welcome children into the program and connect them into their small group.

Visitors have their own check-in point with separate colored labels, allowing them to be looked after by our ‘Guest Team’ and keeping the check-in points fast for the regulars.  It also makes them feel special to be taken right past the lines straight into the program!

It has taken a while to identify and develop those team members who are best at operating it and I owe the IT department a lifetime supply of chocolate for the hours they’ve spent fixing problems that just ‘appeared’ for no reason.

Overall though, it has kept our waiting line for check-in down to a maximum of 5 people and no more ‘guesstimating’ attendance numbers because team members forgot!  Our kids love showing their new friends how they can get a label with their name printed on it at church!

What you’ll need for an electronic check-in system:

* Check-in system software (most databases designed for churches have a plug-in for this) approx. $300
* Label printer  approx. $450
* Computer/laptop  approx. $2000 but if you have one lying around, just use that!
* Scanner (if you are using tags)
* Card printer and admin. (if you are using tags)
* Tech savvy people to set up, operate, and troubleshoot

Other options instead of key tags are direct entry of the family’s last name or phone number into the check-in system.  This is slower but you can still check in about 40 kids in 10 minutes and you don’t have to worry about producing key tags.

Thanks Clair, for sharing your insight on using an electronic check-in system!

If you’re using an electronic check-in system that you would recommend - please share!