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VBS

VBS Event-Day Check-In

Run the morning: the board, dropping children off, walk-ups, and releasing each child to the right adult.

Check-ins is the screen you run the morning from. It shows one day at a time and answers the two questions the day is made of: who is here, and who has gone home.

Day one, mid-drop-off: eight expected, nine in, one already collected

Reading the board

  • Expected — registered, not arrived.
  • Checked In — in the building now.
  • Checked Out — collected today.

Families are grouped by the adult, so a parent dropping off three children is one card, not three rows. GROUP narrows the board to one crew, which is how a leader works their own list.

Warning

The board is per day. Arrows either side of the date move a day at a time, and the picker jumps straight to a day — Day 1 — Thu, Oct 8 (10) — with how many children it holds. A morning that looks empty is usually the wrong date, not a lost roster.

Morning drop-off

1

Find the family and click Check In

Search with ⌘K if the board is long. The card shows each child and their crew before you touch anything.
2

Say who is dropping off, and who is staying

Who’s Checking In asks for the adult first, then the children. A child already checked in today is marked Already checked in and cannot be picked twice.
3

Check the review, then Check In

Review repeats the event, the adult dropping off and every child attending. Check In commits it, and the family moves to the Checked In column.
The review step is the last chance to catch the wrong child on the wrong day

Let parents check themselves in

The QR icon above the board opens Event Check-In QR Code with a check-in link and a downloadable code. Print it for the entrance or put it in the reminder email; guardians scan it and check their own children in.

Note

They must be signed in to finish, and Parent Self Check-In has to be on under Sign-up Form → Registration Settings. A guest who registered without an account still needs a person at the table.

Walk-ups

Quick Add on the board registers a family who never signed up and checks them in, in one go — family name, guardian, and each child with a grade or date of birth. Everything else can be filled in later.

Warning

If your week is full, a family added this way lands on the waitlist rather than the roster, and will not appear on the board. Promote them from the Waitlist tab if you are taking them.

Pick-up

1

Open Check Out on the family's card

From the Checked In column.
2

Choose the children going home

A family can leave in shifts — one child collected early, the others staying.
3

Choose who is collecting them

Who is picking up? lists the family’s guardians and anyone on their approved-pickup list, labelled with their relationship — “Grandmother · Approved pickup”. There is also No Guardian, for a bus, a carpool or another arrangement, and an optional note.
Approved pickups appear beside the guardians, marked as what they are

Warning

If the adult at the door is not on this list, do not release the child. Ring the guardian and have them add the person — see Approved pickups. The list exists precisely so this decision is never made at the door.

Paper, for when the wifi is not there

The printer icon above the board offers Check-in Sheet (roster), Blank Walk-up Sheet and Pickup List (car line). Badges and labels come from the Groups page — see Printing badges, sheets and pickup lists.

Tip

Print Monday’s sheets on Sunday. Anything recorded on paper still has to be entered afterwards, or check-out will not know the child is in the building.

When it goes wrong

A family is missing from the board. Check the date first, then the group filter, then whether they are on the waitlist rather than registered.

A child was checked in by mistake. Check them out again — the pair of records is the honest history, and the board reads the current state either way.

The wrong adult was recorded at pickup. The check-out note is where you say what actually happened. Write it while you remember it.

Permissions

Check-in and check-out come with the VBS Director role, and can be given to a helper on their own without any other access. See .

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