26 July 2025
Last updated: December 2025
Written by: Kidddo team; with 10+ years working with churches and child check-in systems
Setting up a church check-in system doesn’t need to be complicated or technical. In most churches, it’s just one of many responsibilities competing for attention - and it needs to work reliably without requiring constant troubleshooting.
This guide walks through how to set up a secure church check-in system step by step, with a focus on:
child safety
ease of setup
simplicity for volunteers
flexibility as your church grows
Whether you’re setting up check-in for Sunday school, kids ministry, or nursery, this article will help you understand what’s required, what to avoid, and how to get up and running smoothly.
TL;DR - Church Check-In Setup in 5 Steps
If you just want the short version:
Decide where check-in stations will be located
Choose a simple church check-in app
Set up tablets and (optional) label printers
Configure child profiles and security settings
Test with volunteers before Sunday
Most churches can complete setup in under an hour with the right tools.
Table of Contents
What Is a Church Check-In System?
Why Churches Use Check-In Systems
What You Need to Set Up Church Check-In
Step-by-Step: How to Set Up a Church Check-In System
Step 1: Decide Where Check-In Stations Will Be
Step 2: Choose a Church Check-In App
Step 3: Set Up Devices and Printers
Step 4: Add Children, Families, and Safety Info
Step 5: Test Before Going Live
Common Church Check-In Setup Mistakes
How to Choose the Right Church Check-In Software
Frequently Asked Questions (FAQ)
What Is a Church Check-In System?
A church check-in system is a tool that allows parents or volunteers to securely check children into church programs like Sunday school, kids ministry, or nursery.
A typical system includes:
a digital check-in app
a tablet or kiosk
optional name tag printing
secure child and guardian records
The goal is simple: ensure children are released only to authorized adults, while keeping the process fast and easy on Sunday mornings.
Why Churches Use Check-In Systems
Churches adopt check-in systems primarily for security and accountability, not convenience.
A well-implemented system helps churches:
confirm who dropped off each child
record emergency contacts and allergies
reduce the risk of children being released incorrectly
create a smoother experience for parents and volunteers
Importantly, modern church check-in systems don’t require complex hardware or technical expertise - simplicity is now the norm.
What You Need to Set Up Church Check-In
Most churches are surprised by how little is required.
Basic Requirements
1–2 tablets (iPads are common). Existing devices can be used, you don't have to purchase new.
Wi-Fi connection
church check-in software
Optional but Helpful
label printer for name tags
printed pickup tags or guardian codes
A small church with fewer than 100 children can often run check-in smoothly with just one or two stations.
Step-by-Step: How to Set Up a Church Check-In System
Step 1: Decide Where Check-In Stations Will Be Located
Choose locations that are:
easy to see when families arrive
close to classrooms or drop-off areas
not creating congestion at entrances
Most churches place stations near:
the main entrance
outside kids ministry rooms
in the nursery hallway
Avoid placing stations where volunteers feel rushed or isolated.
Step 2: Choose a Church Check-In App
This is the most important decision.
If your church is not highly technical, prioritize a system that:
works directly in a web browser
doesn’t require servers or IT setup
is intuitive for volunteers on day one
allows features to be enabled or disabled as needed
A good church check-in app should feel obvious, not instructional. Hundreds of small churches favor Kidddo for this reason.
Step 3: Set Up Tablets and Printers
Most churches use tablets mounted on stands or placed on tables.
Best practices:
use guided access or kiosk mode on tablets
keep chargers connected at all times
test printers well before Sunday
Label printing is helpful but not mandatory. Many churches start without printers and add them later once the workflow is stable.
Step 4: Add Children, Families, and Safety Information
Before launch, enter:
child names and guardians
allergy or medical notes
emergency contacts
Avoid over-customizing initially. Most setup issues come from trying to configure everything at once.
Start simple and add detail later.
Step 5: Test the System Before Going Live
Always test with:
at least one volunteer
at least one mock family
a full check-in and pickup flow
Testing reveals friction points early and builds volunteer confidence.
Common Church Check-In Setup Mistakes
Churches often run into trouble by:
choosing software that does too much
requiring excessive volunteer training
over-configuring settings before launch
assuming more hardware equals better security
A secure church check-in system depends more on clear processes than complex technology.
How to Choose the Right Church Check-In Software
When evaluating options, ask:
Can volunteers use this with no training?
Can features be turned off if we don’t need them?
Does this support our current size without forcing upgrades?
Can we get help if something goes wrong?
Churches at the evaluation stage benefit most from software that prioritizes clarity, reliability, and flexibility over advanced features they may never use.
Frequently Asked Questions (FAQ)
How many check-in stations does a church need?
Most churches need one station per 40–60 children. Smaller churches often operate smoothly with a single station.
Is label printing required for church check-in?
No. Label printing is optional. Many churches begin without printers and add them later if needed.
What is the easiest church check-in system to set up?
The easiest systems are browser-based, require no downloads or custom equipment, and allow churches to start with minimal configuration.
Can volunteers run check-in without training?
Yes. A well-designed system should be usable by volunteers with no prior experience.
Is church check-in software expensive?
Most modern church check-in systems cost less than traditional full church management platforms and are priced for small to mid-sized churches. Leading check-in software can be purchased for under $20/month.
Final Thought
A church check-in system should reduce stress, not add to it.
When setup is clear, features are optional, and volunteers feel confident, check-in becomes a quiet success that supports safety without drawing attention to itself.
If you’re evaluating options, start simple, test early, and choose a system that fits how your church actually operates - not how software thinks it should.
Implementing a child check-in system at church doesn’t have to be complicated. We’ll walk through everything you need for a smooth setup: planning your approach, gathering the right equipment, installing the software, and preparing your team.