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Checkin Using Touchscreens

BVCMS Checkin is used for classes/organizations that have the Setting checked 'allow self checkin.' You must download the checkin software here. It requires a computer with a touchscreen monitor (or an iPad) and a label printer. Here is a link to the hardware specs. You must use the specific printer that is listed in order for the labels to work. The labels (see pictures below) are Thermal labels in either the 3 x 1 inch size (with a 1-inch core) for use on either the Datamax or Zebra printers or the bigger ones which are 3 x 2 inch size (with a 1-inch core) which must be used on the Godex printers.

See the following related wiki articles: Attendance Using an iPad; Printing Labels from an iPad; Printing Labels from Multiple Kiosks

NOTE: Checkin can be done without the touchscreen (using a PC/Keyboard/Mouse) and without the label printer (if you do not need security labels - like for adults). However, the flow is much better using a touchscreen.
When someone checks into a class using this method, they are marked present for that meeting, whether they are a member or a visitor. There are options on the 'menu' beside each person's name. One option allows you to enroll the person in a class that they have visited. If you check the blue box after clicking 'join' it will mark them present and check them into the class. There are options to add someone else to that family, edit the person's information, visit another class, take/upload a photo.

NOTE: There is now an option on the checkin startup to print one security label for each child. This can be used to document that a label was presented when the child was picked by requiring that the security label be affixed to the roll sheet when the child is picked up.

Click here to see how to get an Organization set up for Checkin.

Security Labels

Each family that checks in will receive one security/parent label which has the security code on each end of the label (in large type) along with the date. The label can be torn in half so that each parent can have one. Exceptions: no security label will print if the children are in older classes that do not require a security label or if the parents themselves are checking in as leaders and are not checking in children. Large families whose list of family members/classes spans 2 pages, may receive 2 security labels.
NOTE: The same randomly generated 3-character code will print on the labels for all the children in the family who check in together.
 

Child/Member Labels
Each child/member will receive the number of 'member' labels based on the settings. These labels contain the following information:
On the left side of the label in this order:

  • First Name (large type)
  • Last Name
  • Codes:
    • M - Members or G - Guests
    • A - Allergy indicator (only if an allergy is on the record)
  • Location, Name of Class, Teacher/Leader of the Class
  • NOTE: If a class requires more than one child label, the 2nd label (the 'extra' one) will have Extra printed under the child's name to indicate that this is an extra label.

On the right side of the label:

  • Current Date
  • Time of the class
  • 3-character Security Code (large type)

NOTE: The 2 largest things on the label are the child's first name and the security code.

EXCEPTION: If  'No Security Labes Required' is checked on the Organization settings, the label for the Member will contain only the name in large type and the Organization/Location/Time in small type under the name.

Guest labels
 When a child checks into a class as a visitor there are extra labels that will print as follows:

  • Location Label - has the child's first name, the location and the time of the class. Since the child is attending the class as a visitor, this helps the parent remember the room location.
  • Guest/Visitor Label - has the child's first name (in large type), the last name, the word 'guest' and any allergies that they have indicated.
    NOTE: The Guest Label is printed so that it can be applied to the roll sheet in the classroom for 2 reasons: 1) to indicate that the child is present in case there is a need to evacuate the building; and 2) to let the teachers know a visitor's specific allergy (if any).

The order in which the labels will print (starting with the labels as they come out of the printer...the Security Label is always last to print):
For class members:

  • First: One child label for each child for each event they are attending. These are to be placed on the children as a name tag. If they attend 2 events, they wear 2 labels.
  • Second: Any 'extra' labels...i.e. for those children whose class requires more than 1 label. The extra label will be identical to the other child label except that it will have Extra just under the child's name on the far left.
  • Last: One parent Security label. Remember, only one security label per family, no matter how many children they checkin.

For visitors to a class:

  • First: One child label for each child for each event they are attending. These are to be placed on the children as a name tag. If they attend 2 events, they wear 2 labels.
  • Second: Any 'extra' labels for each child, if required.
  • Third: One Visitor label for each child for each event they are attending. These are to be given to the teacher to be affixed to the roll sheet.
  • Fourth: One Location label for each child for each event they are attending. These are for the parent to keep.
  • Last: One parent Security label. Remember, only one security label per family, no matter how many children they checkin.

To start the checkin software:
Logging on -

  • Click the BVCMS Checkin Icon
  • Enter the URL (ex. cms.bellevue.org or mychurch.bvcms.com, http is not necessary )
  • Enter username
  • Enter Password
  • Press Continue
  • Note: the URL and username will be remembered between sessions so normally you just need to enter password.

Starting checkin -



  • Select the correct settings for checkin (will default to the last settings & the current day, so you normally should not need to change anything).

NOTE: It is a good idea to check 'Emergency Contact' so that you can capture the Parent's Name, an Emergency Contact and an Emergency Phone Number. This is very helpful when adults bring children whose contact information they don't know. You will use the person bringing the child as the Emergency Contact. This information (parent's name and emergency information) will display on the Registration tab on the child's Enrollment record.



  • Press Start

Checkin process -



  • Enter the 7 or 10 digit phone number for anyone in the family
  • Press Go

If family is found:



  • Press the blue box beside each family member who is present (be sure to press the box beside each event that the family member is attending that day in order to be marked present)
  • Press Print Labels/Return (Note: when you first come to that screen the green button is labeled Return as no labels will print until someone is checked in)
  • Tear off labels

The parent label (with the security code on each end) stays with the parents (can be torn in half so each parent has a label)

The other labels go with the child to the class - one will be a name tag for the child.

Exception: if this is a first-time visitor to the class, the parent will also receive a Location label for them to keep and a Visitor label to be given to the teacher for the rollsheet.

If multiple families are found with that phone number:



  • Select the correct family to view the list of family members
  • Proceed as above, checking the appropriate boxes for each family member who is checking in

NOTE: If there is a family listed with that phone number and it is not the family checking in or is not related to that family, please make note of it. Give that information to the staff to remove the phone number.

If no family is found after entering a phone number:



  • Press Try Again to return to the main screen
  • At this point, ask if the family members have cell phone numbers that might be in the system and try those
  • If no other numbers, you should search by name
  • On the keypad screen, press 411 and then press Go
  • Type a few letters of the first name, a space and then a few letters of the last name (ex. Jo Will for John Williamson)and press Next

If the person is found:



  • Select the person from the list
    NOTE: If a person's name is pink, that means that there is not a phone number on the person's record. Therefore, after selecting the person, click the 'magic button', then press 'menu' and select 'Edit' in order to edit the person's record, making sure that you add a phone number and any other missing information. See below for the fields.
  • After pressing 'Finish' you will be on the class list
  • Select a class and then either print the labels or press 'menu' and select 'Add to Family' if you need to add another person to this family

If the person is not found:



  • Press the hidden dot or 'magic button' (look in the lower left corner) to activate the 'Add New Family' button (it turns orange when active)
  • Press the orange box to add a new person to a new family
  • Complete the information as requested on the screens, pressing Next after each entry
  • If it asks for information that you do not know, continue by pressing Next to go to the next screen
  • Pressing Clear will clear everything from the screen
  • Use backspace to remove/replace a few letters
  • Press Go Back to return to the previous screen if you need to make a correction

Fields:


  • First Name
  • Goes by Name
  • Last Name
  • Email Address
  • Street
  • Zip
  • Birthday
  • Cell Phone (if cell phone is entered, but no home phone the cell number will be added as the home phone)
  • Home Phone
  • Parent's name, Emergency Contact, and Emergency Phone Number pages will display if you selected 'Emergency Contact' on the setup screen
  • Allergies
  • Select Gender & Marital Status

Select one of the following on the last page:



  • Press Go Back to make any corrections to the previous screens
  • Press Finish to save the information and go to the class list
  • Select a class from those displayed
    NOTE: If you need to put a child in a lower grade (perhaps their age puts them in 2nd grade, but they have been held back and need to be in a 1st grade class), press the 'magic button' to display all classes that allow checkin.
  • Once you select a class you will be taken to the family page

If you need to add another person to the family:



  • Press the 'magic button' (dot in bottom left of screen)
  • Press the orange 'menu' button
  • Select 'Add to Family'
  • Complete the screens for the new family member as above, the common fields will pre-populate. NOTE: If you change the address, it changes it for the entire family
  • Select the Gender and Marital Status press Finish
  • Once you press Finish you will be returned to the class list
  • Select the class
  • Continue as above if you need to add more family members

Notice that the blue boxes will be checked for each person for whom you selected a class, marking them present.



  • Press Print Labels/Return
  • Tear off labels

Other options

Pictures:

You can take the person’s picture if a camera is attached to the checkin computer.

If there is no picture on file, the person’s name shows in a white box, light orange if there is a picture on their record.

To view the picture or take a picture if there is not one on their record:



  • Press the magic button to activate the buttons
  • Press the person’s name
  • Their picture will display if there is one on their record
  • If there is not a picture on file, the Take Picture screen will appear
  • Press Take Picture to activate the camera
  • Then press the next Take Picture button
  • Press Send to Server if you are happy with the picture or Cancel if you do not wish to save the picture

Edit

You can edit existing records to add/change phone numbers, birth date, address, email, marital status.



  • Press the magic button to activate the 'Menu' button
  • Select 'Edit' and make the necessary changes
  • Continue pressing next until you get to the last screen
  • Press Finish to save changes
  • If a class has already been selected or the person is already enrolled in a class, you will be taken back to the family page. Otherwise, you will be taken to the class list to allow you to select a class as above.


Add a person to an existing family



  • If you find a family, but not the person who needs to checkin, enter 411 on the phone number screen
  • Enter the name (first name, space, last name) of a person in the family to which you want to add a new person
  • Press Next
  • You should see the existing person listed
  • Select the person and proceed as above to add a new person to that family


Miscellaneous Notes:

The child labels will have a (V) for Visitors and an (M) for Members as well as an Allergy indicator.

Children enrolled in more than one class should checkin to both classes if they are attending both that day and should get a label for each class.

Visitors will have their classes listed in green on the screen, while members' classes are blue. If you want to enroll person in a class that they have visited, press the 'Menu' button and select 'Join'. This option is only available if there is a class listed that they have visited, not if they are a member.

Parents will get only one label. The security code will be the same for all the children.

Families with several children who are enrolled in multiple events will probably have 2 pages in their family list. They should check in everyone on the first page, then press Page Down to select the rest of their family. Once finished, they just need to press Print Labels/Return. All the labels will print at one time.

The 'Menu' button can be used to find a class for an existing person in the database, not only when adding new records.

When adding a new record, you are required to enter a home or a cell phone number.

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