Let’s look over some brief instructions provided by Rock!
It’s critical for growing organizations to be able to view check-in data in real-time and react by opening and closing locations in response. Rock provides a check-in management site that gives your staff a dashboard of live check-in data and lets them respond to needs as they occur in real-time.
The Phases of Check-in
The check-in process doesn’t necessarily end when someone finishes checking in. A person can be Checked-in, Present or Checked-out. For now, it’s only important to be aware of the different states a person can be in.
When a person finishes the check-in process, they will appear as Checked-in on the roster.
The person will be Checked-in unless the Check-in Manager is used to Cancel their check-in entirely.
While we are not currently using this feature for CedarCreek Kids… the potential exists moving into the future.
Being checked-in isn’t always the same as being in the room or location. A lot can happen between checking in on your phone from the parking lot and arriving in the intended space. Rock’s Presence feature lets you keep track of who is physically in a seat, making it easy to see how many of your checked-in guests are in the room or not. A person must complete check-in before they can be manually marked as Present in the Roster.
At times, people will need to leave earlier than planned. If Allow Checkout is enabled in your Check-in Configuration, you can indicate that someone has left the room. The person will still appear in the Roster as Checked-out and the check-in is not removed from their record.
Using the Check-in Manager
- Logging into Rock
- Navigating to Checkin Central
- Clicking on Checkin Manager
When you access this screen for the first time, you’ll be prompted to select a campus if you have more than one to choose from. Next, you’ll select a Location near the top-left to see the Room Roster for that Location. Let’s look at what we can do from there.
Check-in Manager was designed with kiosk devices of all sizes in mind. That means the pages might look a little different from the below screenshots if you’re working with a smaller screen. For instance, the Tag and Service Times columns will be combined into a single column at some resolutions. Similarly, you’ll notice icons (e.g. ) instead of words (e.g. ‘Present’) for the check-in states.
Closing a Room
When you close a room using the Check-in Manager it can take several seconds for the room to show closed on the kiosks.
Check-in Manager Person Profile
There are lots of ways you can get to the Check-in Manager Person Profile page. Whether you arrived here from a Search, from the Room Manager or from Live Metrics, there’s a lot to see and do on this page.
Navigating Check-in Manager
As noted above, you can click the icon at the top-left of the page to expand the Check-in Manger’s navigation menu. From here you can search for individuals, view check-in metrics, change Check-in Types or navigate back to the Room Manager described above in the prior section.
Searching for Individuals
As pictured above, you can search for individuals and then select them from the list. In this example we searched for ‘Decker’ and we were provided with three of the four Decker family members. If you’re wondering where Cindy Decker is, she doesn’t have any check-in data for today so won’t appear in this list even though she’s still part of the Decker family and has previously checked into a group in this check-in configuration type.
Clicking on any person’s row within the search results will bring you to that person’s Check-in Manager profile.
Searching by Code
You can also search for a person by the check-in code assigned to them by the check-in system. You can then conduct the search in the same way as detailed above, entering the check-in code in the search field rather than the person’s name. Remember, check-in codes are only used once per day.
The Live Metrics page shows you a lot about who is checked in, where and when they checked in. Let’s take a look at what can be seen here.
At the highest level, pictured below, you can see each of the check-in areas and how many people have checked in to all those areas.
Clicking on any area will show you the groups, and then rooms, under that area. At each stage, the metrics pictured above will change to reflect your selection. In the screenshot above, you can see ‘7’ people are in the test area we’re using. If there was a capacity of 25 set for this room, you would see ‘7/25’ to show how close the room is to being filled.
Let’s take a close look below at the page after we’ve navigated all the way down from the areas to the individual room level.
Lastly, you can select a different Check-in Configuration to view from the Settings menu. The settings page will allow you to see information for a different checkin configuration.
Texting Parents from Check-in Manager
We’ve all been there—there’s always that poor child in the nursery that just really really needs Mom or Dad. It’s easy enough, using Check-in Manager, for a volunteer to look up the parent’s information, but then what? Do they have to use their personal cell phone to text them? Well, not any more.
To access the messaging feature, click the SMS icon next to a person’s phone number when you’re looking at their profile. As pictured above, this will open up a text box where you can type your SMS message and hit Send to contact the person. The person whose profile you’re viewing needs to have a phone number with SMS enabled. If they don’t, you’ll see their phone numbers listed and linked for calling, but you won’t see the option to send them an SMS message.