How to use a Barcode Scanner with Check-in

Enhance your church's check-in process with the use of barcode scanners, which not only automate check-ins but also facilitate immediate name tag printing. This guide outlines the steps to integrate barcode scanners with Elvanto, streamlining your attendees' arrival experience.

By pairing a barcode scanner with Dymo printers, you can create an efficient check-in system. Scanning an individual's barcode will check them in instantly, and their name tag will print automatically if connected to a Dymo printer.

Essential Equipment

  • Barcode Scanner: Each check-in station needs a high-quality USB barcode scanner that plugs directly into your computer. Invest in a reliable scanner for faster scans and a smoother check-in flow. Most USB scanners work out of the box without needing special software.
  • Mobile Scanning: For check-in on iPads or Android tablets, use a Bluetooth barcode scanner. Just make sure it's compatible with your device before purchasing.
  • Printer (Optional): Pair your barcode scanner with a Dymo printer for automatic name tag printing upon check-in.

Barcode Options

You'll need to provide barcode-enabled cards or key tags for families to use each week for child check-ins—similar to gym or retail loyalty cards. These can be custom-ordered to feature your church's logo and are available from various online or local vendors. Just search for 'barcode key tags' to find suitable options. 

To get started with barcodes:

  1. Assign Security Codes: In Elvanto, every individual who will be checked in using a barcode needs a security code assigned to their profile.
  2. Export Codes: Run an export from Elvanto that includes each person's name and their assigned security code.
  3. Generate Barcodes: Use your preferred spreadsheet software (like Excel or Google Sheets) to convert the security codes into barcodes. There are many free barcode generators and fonts available online.
  4. Print Barcodes: Print the barcodes onto durable cards or key tags, similar to gym or retail loyalty cards. Consider customizing them with your church's logo for a professional touch. Many online and local vendors offer barcode key tag printing services.

Managing Barcodes in Elvanto

Using Quick Check In (Barcode Scanning)

To check people in follow these steps:

  1. Navigate to Services > Upcoming Services > select Check In for the service and service time you would like to launch Quick Check In for.
  2. Review your Settings and print a test label (if you are using a label printer).
  3. Select Self Check-In > Quick (Barcode Scanner) and select whether your device has a touch screen or mouse and if you would like to print labels.



  4. Scan your barcode to receive the following success message

    Screenshot 2023-09-28 at 10.04.44 AM.png

Note: Quick Check-In will show a confirmation page for manual confirmation if:

  • The person can be checked into multiple rooms.
  • The person can be checked into multiple services.

Configuring Barcode Settings in Elvanto

  1. Navigate to Settings.
  2. Find and select the "Check-In" section within Settings.
  3. Choose the option to "Manually Add a code at first check-in." This allows you to assign a barcode to each individual's profile upon their first check-in.
  4. Assign Barcodes: When checking in a child for the first time:
    • Select the child's profile.
    • In the designated field, enter their barcode number. 

Using the Barcode Reader for Check Out

Barcode scanners are just as effective for check-out as they are for check-in, offering a secure and swift way to manage attendee exits. Scanning a barcode retrieves the associated individual's details in the same manner as entering their name manually but with added speed and security.

When you scan the barcode at the end of the event, it will promptly check out the person and anyone else linked to that same security code.