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VBS

VBS Check-In

Manage daily check-in and check-out for VBS with allergy warnings, QR codes, and attendance tracking.

The VBS Check-In system tracks which children are physically on-site each day of your event. Every drop-off and pick-up is recorded, giving your team a real-time view of attendance and ensuring child safety through allergy alerts and verified check-out.

Check-In Dashboard

The Check-In page is accessible from the Event Day section of the VBS admin . It provides a full picture of daily attendance at a glance.

Stat Cards

Four stat cards appear at the top of the dashboard (visible on large screens):

  • Registered Families (blue) — Total families registered for VBS.
  • Registered Children (purple) — Total children registered across all families.
  • Guardians Today (emerald) — Guardians who have checked in children so far today. When viewing a past day, this label changes to "Guardians This Day."
  • Children Dropped Off (amber) — Children currently on-site who have not yet been checked out.
(1) Stat cards, (2) Day badge and date navigation with Today indicator, (3) Quick Check-in button, (4) Unified search bar

Date Navigation

Below the stat cards, a date navigation bar lets you move between days. Use the Previous and Next arrow buttons to step through the VBS schedule. A Day badge (e.g., "Day 1", "Day 2") appears next to the date so your team always knows which day of VBS they are viewing.

When viewing a past date, a green Go to Today button appears so you can jump back quickly. Today's date is highlighted with a green border and a "Today" badge to distinguish it from past days, which use a neutral dark border.

A date picker dropdown (visible on tablet and larger screens) lists every date that has check-in records. Each entry shows its Day number and the number of check-ins for that day, making it easy to jump to a specific date.

Search and Actions

The Quick Check-in and QR Code action buttons sit in the date navigation row. Below them, a full-width search bar lets you find families quickly by searching across guardian names, child names, and family names. The search filters both the Not Checked In and Checked In sections at once.

  • Quick Check-in — Opens a dialog to search and check in a family without scrolling through the list. This button only appears when there are families who have not yet checked in.
  • QR Code — Generates a QR code for self-service check-in (see below).

Checking In Families

There are two ways to check in a family: clicking a family card directly, or using the Quick Check-in dialog. Both follow the same multi-step flow.

From the Family List

The Not Checked In section shows all registered families who have not yet checked in for the selected day. Each card displays the family name, guardian name, children, and any allergy warnings.

1

Click a family card

Find the family in the Not Checked In section and click their card. This opens the check-in flow. Cards with allergy warnings have an amber border to draw your attention.
2

Select the service

In the first step, select which VBS service or day the family is checking into. Only eligible services appear in the list.
3

Choose who is dropping off

Select which guardian is dropping off the children, then check the boxes next to each child being dropped off today.
4

Review and confirm

The review step shows the selected service, guardians, and children. Confirm the details and complete the check-in. A success toast confirms that the family has been checked in.

Quick Check-in Dialog

Click the Quick Check-in button to open a search dialog. Type a family name to filter the list, then click a family to start the same check-in flow. The dialog shows each family's avatar, name, child count, and allergy indicator.

Tip

Quick Check-in is especially useful on busy mornings when you need to find a specific family fast without scrolling through the full list.

QR Code Check-In

The QR Code feature enables self-service check-in for guardians. Click the QR Code button to generate a code that links directly to your event's check-in page.

(1) Scannable QR code linking to your event check-in page, (2) Download or print the QR code image
1

Generate the QR code

Click QR Code to open the dialog. A scannable QR code appears immediately, linking to your event's guardian check-in page.
2

Share the code

Use the copy button next to the check-in URL to copy it to your clipboard, or click Download QR Code to save the image. Print it for display at your VBS entrance or include it in parent communications.
3

Guardian self-service

When a guardian scans the QR code on their phone, they are taken to the check-in page where they can select their family, choose which children are attending, and complete the check-in themselves.

Tip

Print the QR code on a poster at each entrance so guardians can check in before they reach the registration table. This speeds up the morning drop-off line significantly.

Monitoring Allergies

Allergy information is highlighted throughout the check-in system to keep children safe. Allergies are pulled from each child's profile and displayed automatically wherever the child appears.

  • Not Checked In cards — Amber allergy badges show the allergy name and the affected child's name. Cards with allergies have an amber border and ring to stand out.
  • Checked In cards — Child pills turn amber with an alert icon when the child has allergies.
  • Quick Check-in — A "Has allergies" indicator appears next to families with children who have allergies on file.

Warning

Always review allergy badges during check-in. Communicate any allergies to the group leaders responsible for that child's classroom before the day begins.

Monitoring Checked-In Families

The Checked In section lists all families who have completed check-in for the selected day. Each card shows only the children who were included in that specific check-in, not every child in the family. This means if a guardian checks in two children in the morning and a third later, each check-in appears as a separate card. Each card shows:

  • Guardian avatar and name with a family badge.
  • A Manual badge if the check-in was done by an admin rather than self-service.
  • The check-in time displayed with a clock icon.
  • Child count and individual child pills (amber for allergies, neutral otherwise).
The Checked In section shows who is on-site with timestamps and allergy indicators

Each checked-in card includes a delete button (trash icon) that opens a confirmation dialog. Use this to undo a check-in if it was made in error.

Check-Out

Check-out verifies that only authorized guardians pick up children at the end of the day. The system uses a QR-based self-service flow to streamline the process.

1

Guardian scans the check-out QR code

At pick-up time, guardians scan a QR code (the same one used for check-in or a separate check-out code) which takes them to the verification page.
2

Select the authorized guardian

On the verification page, the guardian selects their name from the list of authorized pick-up contacts for the family.
3

Complete the check-out

After verifying their identity, the guardian submits the check-out. The system records the check-out time and updates the dashboard to reflect that the children have been picked up.

Warning

Always verify the identity of the person picking up children. Never release a child to someone who is not listed as an authorized guardian, even if the child recognizes them. If there is any doubt, contact the primary guardian directly before releasing the child.

Permissions

Managing VBS check-in requires the events.manage . Users with this permission can check in and check out families, delete check-in records, and access the QR code feature. Read-only access to attendance data requires the events.view permission.

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