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Elvanto Check In

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Here's a video that walks you through our check in system!

Welcome to the Elvanto CHMS check-in tutorial. In this video, we will cover the following check-in system settings:
  • Creating rooms
  • Using the check-in system and how to find people
  • Setting up the self check-in feature
  • Other additional settings

We will not be discussing label printing and barcode scanning in this video.

Let's get started!

Check-In System Overview

The check-in system is designed to allow you to check in children, adults, or volunteers into a service and keep track of who has attended, including their arrival and departure times. The system can be used with barcode scanners and label printers to help staff correctly identify parents and children. For more details on these features, visit our help site at help.elvanto.com or contact our support team.

Initial Setup

Demographics

Demographics categorize people in your CHMS. Creating specific demographics for children is essential for checking them into the right room. Sub-demographics can be established based on age ranges or school grades.

Example:

  • Babies
  • Infants
  • Toddlers
  • Lower Primary
  • Upper Primary

An automated progression can be set, allowing the system to move kids from one sub-demographic to the next based on age or grade settings.

Rooms

Setting up rooms within the check-in area helps separate and identify which children go where on a service day. Rooms can be assigned to demographics, locations, and/or service types.

Steps to Create Rooms:

  1. Navigate to Check In in the left-hand menu.
  2. Click Add Room.
  3. Complete the details listed.
  4. Use the Capacity field for reporting purposes.
  5. Assign demographics, locations, and service types as needed.
  6. Click Save to continue.

Admin Settings

These settings refer to the default display for your check-in system.

Steps to Manage Admin Settings:

  1. Go to Check In under Settings.
  2. Under the Check-in tab, configure the following:
    • Default check-in type: Choose between children only, volunteers only, or all people.
    • People categories: Decide whether to show or hide the category.
    • Default SMS text message for parents: Set a default message for the SMS parent button.
    • Security Codes: Configure individual or family security codes, code types, and lengths.
    • Session Codes: Enable random session codes for additional security.
    • Self Check-in Settings: Customize search options, security code visibility, security timeout, and self-checkout options.

Click Save once you are happy with the settings.

Types of Check-In

Admin Check-In

Admin check-in allows a leader or team member to check in individuals. Access can be limited to specific users through access permissions.

Steps for Admin Check-In:

  1. Navigate to Services > Upcoming Services.
  2. Find the service you wish to check someone into and click Check In.
  3. Select who you are checking in (all people, volunteers, or children).
  4. Search by name, mobile number, or security code.
  5. Select the individual and check in all family members if needed.
  6. Click Finish to complete the check-in.

Self Check-In

Self check-in enables individuals to check themselves in from an unmanned station. It is available up to six hours before a service time.

Steps for Self Check-In:

  1. Follow the steps for admin check-in.
  2. Click the Self Check-In button in the upper right-hand corner.
  3. Choose between native, external keyboard, on-screen keyboard, or quick (for barcode scanning).
  4. Complete the check-in process.

Quick Check-In

Quick check-in is used for scanning barcodes to quickly check in individuals or families. Contact our support team for assistance with barcode scanning.

Attendance and Reporting

Once a service starts, you can see who has checked into each room by selecting Check In. This page shows all the people checked into a room for a service, and room leaders and admins can check people out and contact parents via SMS.

Steps for Generating Reports:

  1. Click on Check In > Reports.
  2. Access built-in reports like Room Attendance, Overall Attendance, and Absentees.
  3. Create your own standard and comprehensive reports.

Conclusion

This completes our CHMS check-in guide. For more information on label printing, barcode scanning, and more, please check out our label printing manual. Thank you for watching our tutorial about the Elvanto CHMS check-in system. For more information, visit help.elvanto.com or reach out to our support team.

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