Kids Check-In is a dedicated check-in mode designed for children's ministry, nursery, VBS, and any event where children are separated from their guardians. It generates matching pickup codes for children and guardians to ensure secure release at the end of the service.

Kids Check-In requires the Kids Check-In feature, available on the Complete plan.

How Kids Check-In Works

1. A staff member at the kids check-in station searches for the family by name.
2. They select the child or children being dropped off and confirm the accompanying guardian.
3. The system generates a unique pickup code for the check-in.
4. Two labels print automatically:
   • Child label: Name, room/class assignment, pickup code, and any allergy/medical alerts.
   • Guardian label: Matching pickup code and child name(s).
5. At the end of service, staff verify the guardian's label code matches the child's label before releasing the child.

Prerequisites

• Kids Check-In feature enabled on your Complete plan.
• A label printer connected to the check-in device (DYMO LabelWriter or Brother QL series recommended).
• Family records set up in EvangelOS with children linked to guardians (see the How to Add a Family article).

Step 1: Set Up Your Label Printer

1. Connect your label printer to the check-in device via USB or network.
2. Install the printer driver on the device if required (follow the manufacturer's instructions for DYMO or Brother).
3. In EvangelOS, go to Settings → Labels.
4. Select your printer model from the dropdown.
5. Choose or create a Kids Check-In label template. The default template includes: child name, room assignment, pickup code, and allergy alerts. You can add your church logo and customize the layout.
6. Print a test label to confirm alignment and print quality before going live.

Step 2: Set Up Rooms and Classes

Rooms (or classes) allow you to assign children to the right ministry area at check-in. Labels will print the room name automatically.

1. Go to Settings → Locations.
2. Click Add Location and enter a name for the room (e.g., "Nursery (0-2)", "Preschool (3-5)", "Elementary K-2", "Elementary 3-5").
3. Optionally set an age range for the room so EvangelOS can suggest the correct room at check-in based on the child's date of birth.
4. Repeat for all rooms in your children's ministry.

Step 3: Assign Rooms to Events

1. Open the event where Kids Check-In will be used.
2. Go to the Check-In tab.
3. Under Kids Check-In Settings, click Add Room and select the rooms you created in Settings → Locations.
4. Save the event settings.

Step 4: Open the Kids Check-In Station

1. On the check-in device, open the event and go to the Check-In tab.
2. Click Open Check-In Station.
3. Select Kids Check-In.
4. The kids check-in interface opens. You can now search for families.

Checking In a Child

1. Type the family's last name (or the child's first name) in the search bar.
2. Select the correct family from the results.
3. The screen shows all children and linked guardians in the household.
4. Check the box next to each child being dropped off.
5. Confirm the guardian who is dropping off (this name appears on the guardian label).
6. Review any allergy or medical alerts flagged on the child's profile — these are shown prominently on screen and print on the child's label.
7. Click Check In. Labels print automatically.

Secure Pickup

At the end of service, when a guardian comes to pick up their child:

1. Staff ask the guardian to present their label or state their pickup code.
2. Staff verify the code matches the child's label.
3. Check the child out in EvangelOS by clicking Check Out next to the child's record in the Check-In attendance list.

If a guardian cannot produce a matching code, do not release the child without verifying identity through another method and involving a ministry leader.

Allergy and Medical Alerts

To add an allergy or medical note to a child's profile:

1. Open the child's member profile.
2. Go to the Overview tab and find the Medical/Allergy Notes field.
3. Enter the relevant information (e.g., "Severe peanut allergy — carries EpiPen").

This information is displayed prominently on the check-in screen and printed on the child's label every time they check in.

Frequently Asked Questions

Can I run Kids Check-In and adult check-in simultaneously?
Yes. Open two check-in stations — one in Kids Check-In mode and one in Standard or Self-Service mode — for the same event. Each station operates independently.

What if a family is new and not in the system?
From the Kids Check-In station, click New Family to create a quick record with the child and guardian information. The full profile can be completed later from the People section.

Can the pickup code be numeric only?
By default, EvangelOS generates a short alphanumeric code. Contact EvangelOS support if you need a numeric-only pickup code format for your ministry.