How to Set Up a Church Check-In System (Step-by-Step Guide)

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.

1. Plan and Prepare Your Check-In System

Start by clarifying your church’s needs and getting key people on board. Meet with children’s ministry leaders, pastors, and a few veteran volunteers to decide on your requirements and priorities. Determine how many kids you expect, how many classrooms or age groups you have, and what features matter most like printed name tags, attendance tracking, or self-service kiosks. Early stakeholder input helps you choose the right solution and anticipate challenges.

Choose the right software: Research church check-in software options and select one that fits your budget and needs. Consider ease of use, security features, and whether you need it to integrate with your existing church management system. Make sure it supports multiple classrooms if you have different age groups and can print parent/child tags for secure pick-up. Kidddo, for example, offers a simple check-in app with secure label printing and attendance reports.

Get necessary hardware: Plan what devices and equipment you’ll use for check-in. You will need at least one computer or tablet to serve as a check-in station, a label printer for name tags, and a reliable internet connection. Many churches use touchscreen tablets for self-serve kiosks because they’re affordable and easy to use, while others use a laptop or desktop for a staffed station. Ensure each device can connect to the internet via Wi-Fi or Ethernet; a stable connection is critical for cloud-based check-in apps. If your Wi-Fi is weak in the lobby or children’s area, consider a Wi-Fi extender or using wired connections to avoid slowdowns.

Effortless check-ins are within reach – Kidddo’s all-in-one system includes the app and label printing with one simple setup. Get started free and see how easy it can be!

2. Set Up Your Check-In Stations

Decide how many check-in stations you need and where to put them. Aim to make check-in fast and convenient. If families are waiting 10+ minutes just to sign in, add more stations or volunteers. A good rule of thumb is to have enough stations so that wait times stay under a few minutes. 

Choose strategic locations: Place your check-in station(s) near the church entrance or the children’s ministry area where parents arrive. They should be easy to find – use clear signage to direct new families. Avoid high-traffic bottlenecks; give enough space so crowds don’t build up around the kiosk. If you have multiple age-group classes in different halls, consider a station at each major drop-off area.

Set up the hardware: Equip each station with the device and peripherals. For a self-serve kiosk, a tablet mounted on a stand works great. For a manned station, a laptop on a counter can work with a volunteer helping. Connect a label printer at each station if you’ll print name tags – this is usually a dedicated label printer (common choices include DYMO LabelWriter or Brother label printers). Install any printer drivers or apps required by your software and load them with the appropriate label rolls.

Pro tip: Have one printer per check-in device if possible, to avoid confusion or running back and forth.

Secure your stations: If using tablets, lock them into kiosk stands or cases so they can’t be easily moved or tampered with. Set up the software’s “kiosk mode”, which prevents users from switching apps or exiting the check-in screen. This ensures each station is dedicated to check-ins on Sunday and not accidentally used for other browsing.

Test the physical setup. Stand in a parent’s shoes: is the station easy to spot? Can a first-time visitor figure out where to start? Tweak the layout as needed – sometimes simply angling a screen or adding a “START HERE” sign can make a big difference in usability.

Make check-in day a breeze – Kidddo lets you use any tablet or computer as a kiosk and works with standard label printers for instant name tags. Simplify your setup with Kidddo now!

3. Install and Configure the Check-In Software

With hardware in place, it’s time to get your check-in software up and running. If you haven’t already, create your administrator account with the check-in software and familiarize yourself with the admin dashboard.

Install the app on devices: Download the check-in app onto each device or navigate to the provider’s web check-in page. If you’re using Kidddo, install the Kidddo app from the iPad App Store or Google Play on each tablet, or set up the check-in web portal on a PC. Ensure each device is logged into your church’s account in the app and configured as a check-in kiosk. If prompted, grant any necessary permissions – for instance, allow the app to access the printer or to prevent sleep mode during operation.

Set up your database: Within the admin interface, enter your key information. Add your classrooms or groups so the system knows the structure of your Sunday programs. Input the roster of children and families if possible – Kidddo lets you import a list of kids or you can add people manually. It’s okay if you start with just names; parents can also self-register at check-in if needed, but pre-loading known families will save time on launch day. Configure any security settings like authorized guardians for pick-up or allergy note fields. You want the system primed with as much info as you have, so it can automatically assign kids to the right classes and include important notes on their check-in badges.

Configure label printing: In your software settings, enable label printing and specify which printer each station should use if needed. Print a test name tag from each station to confirm the printer works and the tags have the correct information. A proper name tag typically shows the child’s name, class, and a unique security code; a matching parent receipt or pickup tag should print as well. If your system supports wireless printing (like via a print server app or AirPrint), double-check that the connection is reliable. Solving any printing hiccups now will prevent headaches on Sunday morning.

4. Train Volunteers and Do a Trial Run

Take time to train your children’s ministry team and volunteers on the new check-in process. Call a special training session during the week before launch.

Teach the process: Walk through the check-in steps exactly as they will happen on Sunday. Show volunteers how to start the kiosk, check kids in, and print tags. Let them practice with test family entries. Make sure they understand key tasks like adding a new family on the fly, reprinting a lost tag, or handling a crying child who won’t wear their name sticker! Also review the security features – explain that at pickup, the code on the parent’s tag must match the child’s tag and that this rule is non-negotiable for safety. Volunteers should feel confident gently enforcing this, even if they know the parent.

Assign roles: Determine who will do what on Sunday. Typically you’d have some volunteers stationed at kiosks to assist anyone who needs help, and perhaps a floater who can direct newcomers or troubleshoot issues. If you expect many first-time visitors or unregistered families, designate a team member to handle registrations quickly so that the main line keeps moving. Give everyone a quick reference sheet that outlines the basic steps and troubleshooting tips for common issues such as a printer running out of labels.

Do a dry run: It’s highly recommended to simulate a Sunday check-in before the actual launch. Gather a few staff or volunteers to come one evening and pretend it’s Sunday morning. Have them walk up to the station, try to check in kids, and see how it flows. This dress rehearsal often reveals little snags – maybe the network was slow, or volunteers struggled to find a certain button. Use that feedback to fine-tune the setup or provide additional training. It’s much better to discover and fix problems now than when real families are waiting.

5. Launch Your New Check-In System on Sunday

With preparation done, you’re ready to go live. Choose a launch date that makes sense – ideally a normal Sunday with average attendance, not a huge holiday or event. Announce ahead of time that a new electronic check-in will start on that date. Use church communication channels to briefly explain the benefits: faster sign-ins, better security, and a smoother experience for families. When people understand the “why,” they’ll be more patient and supportive of the change.

Stick to security protocols: It might be tempting in the chaos of a busy morning to skip steps – but launch day sets the tone. Model the security best practices from the start – ensure every child gets checked in and has a label and require parents to show the matching tag at pickup. Consistency from day one will build good habits. A secure system only works if it’s actually used properly. Parents will quickly see that these rules are for their child’s safety and will appreciate the diligence.

Handle hiccups and feedback: Despite all your preparation, expect a few hiccups. Maybe a printer jams or a family’s name isn’t in the system. Have a backup plan: keep a paper sign-in sheet and some temporary name tags on hand just in case technology fails for someone. After the service, debrief with your team – ask what went well and what could improve next week. Perhaps volunteers noticed that more signage is needed, or that families bunched up around one station while another station was free. Use these insights to adjust. Invite a few parents to share their experience; their perspective might reveal if instructions were unclear or if they felt it truly was faster.

6. Maintain and Optimize the System

 After the initial rollout, your job isn’t over – but it does get easier. Keep the momentum by maintaining the system and looking for ways to improve:

• Keep data updated: Continuously add new families and update info as needed. Up-to-date records mean quicker check-ins and more accurate attendance tracking.

• Monitor attendance patterns: Use the software’s reports to see weekly numbers. Identify trends like seasonal attendance dips or growth spurts in certain classes. This data can help with staffing decisions and demonstrate ministry growth. If a class is consistently full, it might be time to recruit another teacher or consider splitting the group.

• Solicit ongoing feedback: Every few months, ask volunteers how the system is working for them. Are there recurring issues? Is the login process still smooth? Watch parents’ interactions – if you notice confusion or slowdowns, think about changes.

• Refresh training periodically: Incorporate check-in training into your regular volunteer onboarding. New volunteers should shadow experienced ones to learn the ropes. And at least once a year, do a refresher briefing on security policies and system updates. This keeps everyone sharp and on the same page, especially as software updates roll out new features.

By following these steps, you’ve set up a child check-in system that not only makes Sundays easier but also strengthens safety in your children’s ministry. Families will notice the difference: a quick, organized drop-off and the peace of mind that comes from knowing your church truly cares about security. In the long run, a well-implemented check-in system frees you to focus on what really matters – teaching and caring for the kids – while the administrative details take care of themselves.

Ready to take your church’s check-in process to the next level? Kidddo is here to help with an easy setup, ongoing support, and an affordable plan. Get started with a free trial now and join the 400+ other organizations who have made their check-in process smoother and safer!