Setting Up Check-In Stations and Kiosks at Your Church

Setting up a reliable check-in station for your children’s ministry doesn’t have to be complicated. Let’s look at what it takes to create an efficient church kiosk check-in system – covering kiosk mode software, physical station setup, label printers for name tags, and hardware recommendations. With the right approach, you can make Sunday mornings smoother, safer, and more welcoming for families.

What Is “Kiosk Mode” for Church Check-In?

Kiosk mode is a special setting that turns a tablet or computer device into a single-purpose station locked to the check-in app or website. In other words, when you use church check in with kiosk mode, the device is “locked down” so volunteers or parents can only access the check-in screen – they can’t accidentally exit to other apps or settings. This is ideal for self-service check-ins because it prevents distractions and keeps the process secure.

• How Kiosk Mode Works: Many church check-in software solutions (including Kidddo) offer a kiosk mode feature. An iPad can be placed in Guided Access mode or an Android tablet can use screen pinning to restrict it to the check-in app. Some systems have a built-in kiosk setting that displays a full-screen check-in interface without any browser bars or menus.

• Unattended Self Check-In: Kiosk mode enables an unmanned check-in station. Parents can walk up, enter their phone number or scan a code to check in their children without needing a staff member to navigate the system for them. This speeds up the process and frees your team to focus on greeting people rather than typing names.

• Secure and Private: A properly configured kiosk won’t show a list of all children to protect privacy. Users must search their own info by phone number, family name, or a scannable barcode/QR code. This way, each family only sees their own check-in details. Once check-in is done, the screen typically resets for the next person.

Tip: To set up kiosk mode, check your software’s documentation. Often, you’ll activate a “Kiosk Mode” or “Fullscreen” option in the app settings. Additionally, use your device’s built-in kiosk features (like Guided Access on iOS or kiosk mode in Windows) for extra security. Remember to keep a passcode handy to exit kiosk mode when needed!

Kidddo’s check-in software supports kiosk mode out-of-the-box. See how Kidddo simplifies self check-in with secure kiosk features and automatic name tag printing.

Creating an Effective Check-In Station

 A children’s ministry check-in station is more than just a tablet on a table – it’s the first point of contact for families on Sunday. Here’s how to set up a station that is welcoming, easy to use, and efficient:

• Location & Layout: Choose a visible, convenient spot in your church lobby or children’s area for the check-in station. It should be accessible and have enough space to avoid bottlenecks. Many churches set up kids’ ministry check-in stations near the entrance of the kids’ area with clear signage. Make sure there is a table or kiosk stand at a comfortable height, especially if parents are holding toddlers or if kids will interact with the screen.

• Equipment: At its core, a check-in station setup typically includes a touchscreen device (like an iPad, Android tablet, or a laptop) and possibly a label printer for name tags. Mount or secure the tablet on a stand or case so it stays in place. If using a laptop or desktop, consider a designated kiosk counter. Ensure a power source is nearby – you don’t want the device dying in the middle of check-in. If Wi-Fi is needed, make sure the signal is strong at that location.

• Signage and Instructions: Don’t assume every visitor knows how to use the check-in system. Simple on-screen instructions and friendly signage can guide people. A sign could read:

  • 1. Enter Your Phone Number

  • 2. Select Your Child’s Name

  • 3. Print Name Tag.

  Bright, easy-to-read posters or even floor stickers leading to the station can help newcomers. The goal is to make the process self-explanatory.

• Staff or Volunteer Assistance: Even with a self-service kiosk, it’s a good practice to have a volunteer nearby during busy check-in times. A greeter can answer questions, help first-time visitors register their kids and offer a welcoming smile. This personal touch ensures that those who aren’t tech-savvy or are nervous feel supported. After families get used to the self check-in, the station can often run with minimal supervision – but being available to assist is always a plus.

• Multiple Stations if Needed: If your church has a large children’s ministry or often experiences long check-in lines, consider setting up multiple check-in kiosks. You might have two or three tablets at a central check-in station or additional kiosks outside individual classrooms. This distributes the crowd and speeds up the process. Just be sure each station has its own label printer or is networked to a shared printer so child’s name tags are readily available.

By thoughtfully designing your check-in station layout and process, you’ll create a welcoming experience. Parents will appreciate a quick, organized check-in, and kids can get to their classes sooner without stress.

Label Printing and Name Tags: Keeping it Safe and Organized

One of the key features of a good church check-in software with label printing is the ability to print name tags and parent pick-up tags instantly at check-in. These labels are more than stickers – they are an important part of your security process and church branding.

• Why Use Name Tags? For children’s ministry, name tags serve multiple purposes. Each child wears a tag with their name and an ID code, and the parent/guardian gets a matching tag or receipt with that code. This ensures that at pickup, you’re releasing the child only to the adult with the matching code – a crucial safety measure. Name tags also help teachers learn children’s names quickly and note any special information like allergy alerts or age group.

• Choosing a Label Printer: You don’t need an industrial printer – a small thermal label printer works great. Look for printers that are supported by your software. Many churches use models from Brother or Dymo, as they are reliable and widely compatible. The printer should be able to print sticky labels quickly. Wireless printers (Bluetooth or Wi-Fi) can reduce cord clutter, but USB-connected printers are also fine if the device is right next to it. See our printer recommendations here.

• Label Design and Info: Typically, a child’s name tag includes the child’s, any important info, and the unique check-in code. The corresponding parent tag might say “Child Pickup: [code]” and the child’s name or just the code. Ensure the font is large enough to read easily. It’s also nice to include your church logo or the kids ministry logo on the label if your software allows a custom template – it looks professional and reassures parents that this is an official tag. Check out our label design tool here.

• Setup and Testing: When setting up church check-in software with label printing, follow the instructions to connect the printer to your device or network. Do a few test check-ins to verify the printer prints correctly and the information fits on the label. It’s embarrassing if half the child’s name is cut off due to a formatting issue – so test early and adjust settings as needed. Keep extra rolls of labels handy every Sunday, since running out of label paper mid-service is a headache you can easily avoid by having spares ready.

• Troubleshooting Tips: Printers can be finicky, so train one or two volunteers on basic troubleshooting. If a label doesn’t print, know how to check the printer’s connection or restart it. If the text is faint, the printer ribbon or thermal head might need maintenance. Keep the printer clean and dust-free. Consider the placement – it should be within easy reach of the kiosk device and the parents. A parent should be able to grab the printed tag immediately as it comes out.

Using label printing in your children’s ministry check-in kiosk adds a layer of security and professionalism that manual sign-in sheets can’t match. Parents will feel more secure knowing that a system is in place to match kids with the right grown-ups, and volunteers will have an easier time managing classroom rosters.

Safety is key! See how Kidddo’s check-in system prints secure nametags with unique pickup codes – giving parents peace of mind and keeping kids safe.

Hardware Recommendations for a Smooth Check-In System

A great check-in experience doesn’t require elaborate or expensive equipment. Here’s a rundown of the hardware you’ll need for your church kiosk check-in system and how to make the most of it:

• Tablet or Computer: An iPad or Android tablet is often the easiest choice for a check-in kiosk due to its small footprint and touchscreen interface. Tablets are kid-friendly and intuitive for most adults as well. You can also use a laptop or an all-in-one touchscreen PC if that’s what you have. Make sure the device is up-to-date and can connect to the internet if your check-in software is cloud-based. Pro Tip: If using a tablet, invest in a stable stand or enclosure. This not only makes it easier for people to use but also secures it so it doesn’t walk away or get dropped.

• Printer: A label printer is typically needed for printing name tags. Choose a compact model that fits on your station. Some setups even allow one printer to serve multiple tablet kiosks via network printing – useful if you have several stations but want all tags to print in one place. If you prefer not to print labels, you could use reusable parent-child tags or wristbands, but those are harder to manage and not as quick. Most churches opt for the simplicity of a small printer with adhesive labels.

• Barcode Scanner (Optional): Some church check-in systems let returning members scan a key tag or a code on their phone for an even faster check-in. This is optional, but if your budget allows, you can add a USB or Bluetooth barcode scanner to your station. Parents could then scan a printed keycard or a QR code from their last check-in to pull up their family’s info in one quick zap.

• Internet Connection: Ensure you have a reliable internet connection in the check-in area. A drop in Wi-Fi can slow down or halt the process, causing frustration. Test the Wi-Fi signal strength at the kiosk location. If it’s weak, consider a Wi-Fi extender or using a device with cellular capability as backup. In a pinch, you could tether a phone, but it’s best to have solid internet infrastructure from the start.

• Power Supply & Cable Management: Plan how you’ll keep devices powered throughout the morning. Tablets with kiosk mode active and screen on full brightness will drain battery faster, so keeping them plugged in is wise. Use surge protectors and tape down any cables on the floor to avoid trips. If your station is in the middle of a lobby with no outlets nearby, look into battery-powered options or running a power cord securely.

• Back up plans: Always have a backup plan – if one tablet fails, could you quickly switch to a spare device or have a paper sign-in sheet ready as a last resort? Being prepared keeps things running smoothly even if a gadget misbehaves one day.

These components provide you with everything you need to have a full children’s ministry check-in kiosk solution: a device to run the check-in app, a way to print name tags, and the supporting tech to keep it running. It’s a small investment for a big improvement in safety and efficiency.

Best Practices for a Successful Kiosk Setup

Having the right hardware and software is step one. Ensure your check-in process is firing on all cylinders with these best practices:

• Test Before Sunday: Don’t wait until five minutes before service to find out the printer isn’t connecting! Ahead of each service, run a quick test check-in. Make sure the tablet is charging, the check-in station application is running in kiosk mode properly, and the printer prints a sample tag. This preempts any technical hiccups and keeps your team confident.

• Train Your Team: Even in a self-service setup, your staff or volunteers should be comfortable with the system. Train a few key volunteers on how to use the check-in software in kiosk mode, how to add a new family on the fly, and how to troubleshoot common issues like reloading printer.

• Emphasize Security: Communicate to parents that your check-in system is designed for safety. “We use unique pick-up codes so only you can pick up your child.” This reassurance builds trust. Ensure that after check-in, the child’s classroom teacher or volunteer actually verifies the name tag and keeps track of kids in the room. A high-tech check-in is great, but it complements – not replaces – attentive volunteers.

• Welcoming First-Time Visitors: Have a plan for new families. Ideally, your software allows adding a new family on the spot. Train volunteers on that process. It might even be worth having a separate tablet or clipboard for first-timers so you don’t hold up the regular line. The quicker and more cheerfully you can register a new child and print their name tag, the more impressed and comfortable the family will be. First impressions count!

• Feedback Loop: After a few weeks of using the kiosk, gather feedback from both parents and volunteers. Are there still bottlenecks? Did anyone find the process confusing? Continually improving based on real-world use will help you refine the check-in experience. Your goal is a fast, intuitive, and friendly check-in that becomes a non-issue – just a normal, easy part of attending church.

These practices allow your church check-in kiosk system to be technically sound, user-friendly, and aligned with your ministry’s hospitality goals. When done right, a check-in kiosk frees up your team from paperwork, shortens waiting lines, and gives parents confidence that your church takes their children’s safety seriously.

Hundreds of churches have elevated their children’s ministry with Kidddo’s check-in solution. Join them today and make every Sunday morning easier and more secure for your team and families!