Electronic children’s check-in has many benefits, including improving child safety, creating a better parent experience, providing a positive first impression, increasing communication, and efficiently managing your ministry.

Improving Child Safety

Child safety is vital, and certain safety measures are necessary. You must have accurate records of children checking in and out, know who is picking them up, verify they are authorized to do so, and be aware of allergy/medical concerns. Parents entrust you with their children’s safety and want to know that their well-being is your top priority. The more comfortable they are, the more likely they are to keep coming back.

Security Features

A check-in system’s multiple security features create parent peace of mind. These include designations of who is and isn’t authorized to pick children up, allergy warnings and medical alerts, document management options, and the ability to quickly and easily locate and contact parents directly through the system. These can be especially helpful in today’s environment and diverse family situations, helping to ensure child safety and that only authorized guardians can pick up.

Reduce Risk and Liability

A secure children’s check-in system adds layers of protection for children, staff, and your ministry. Matching unique security codes on parent and child labels and access to authorized guardian lists help ensure only those authorized can check children out. Knowing allergy/medical concerns puts you a step ahead in preventing possible incidents. Electronic document management links key documents, such as waivers, court orders, or incident reports, directly to the associated child for easy record retention. Parent location information and the ability to text from within the check-in system enable quick contact in an emergency.

Positive Parent Experience

First impressions are important! Using an electronic check-in process makes a definitive statement right away that child safety is a priority. You’re making a statement about your commitment to being efficient, organized, safe, and focused on the children in your care. This makes a powerful first impression, creates parents' peace of mind, and helps foster a strong relationship with the families. It also makes visitors more likely to return.

Easy Parent Communication

Consistent communication between parents, volunteers, and staff is easier with multiple communication tools available within the check-in system. These include individual and broadcast text, email, check-in notes, announcements, and private medical notes.

Parents can be texted right from the system, whether individual texts in case of emergency or for a quick child update, or broadcast to inform a group simultaneously. Email allows for fast and easy communication of information and can be sent to all the families, a subset, or an individual. Parent check-in notes allow parents, right at check-in, to add any comments or special instructions they want you to be aware of for that day. Perhaps their child is grumpy, teething, or simply tired. With check-in announcements, you can add a note to share pertinent information for all parents or individual families, which will be prominently displayed for them to see right on the check-in screen. Private medical notes allow a family to share important information they want you to know, but not show up on the badge.

Mobility is Key

Mobile solutions are not only appreciated but expected, adding flexibility and convenience. Multiple check-in options are available to meet your ministry’s needs. These include check-in computer stations, mobile check-in options with tablet devices, Roster Check-In, and Express Check-In, where parents can check children in using their own smartphone. No waiting in line, no check-in station required, no barcode to scan.

Accessible Data

A manual system can make capturing, storing, and reporting data difficult and cumbersome, leading to a lower understanding of where your ministry excels or has challenges, thus affecting support, budget, and overall relevance. Electronic systems include at-a-glance data and reports that automatically gather and extrapolate key data such as contact information, check-in logs, attendance, ratio tracking, and birthdays. With access to this information, you can analyze trends and better understand what’s going on in your ministry to more effectively follow up, save time, and increase efficiency.

In Case of Emergency

The worst time to plan is during an emergency. Children’s check-in software includes technology to help make an evacuation easier and more organized, with fast access to attendance records. Roster Check-In and associated administrative apps provide real-time attendee information, confirm headcount in designated areas, and complete check-out and update data as parents arrive to pick up their kids.

Good for All

While a pen-and-paper process or add-on check-in component from a management system may seem good enough, a robust, focused children’s check-in system can take your ministry to the next level. Investing in children’s check-in software makes a big difference in increasing efficiency for your ministry, supporting the families you serve, and protecting the children in your care.

Angela Lewton is KidCheck’s child protection specialist. KidCheck provides secure children’s and youth check-in systems. Angela focuses on the latest child safety research and trends. She is passionate about equipping organizations to improve child safety.