Using the iPad Check-In App (New Feature)

This article covers how to use our dedicated iPad Check-In app and highlights key features to ensure a seamless check-in process.

Using our dedicated iPad Check-In app is perfect for churches with reliable Wi-Fi and multiple stations (or uses self-check-in). The app offers more mobility allowing for a seamless check-in process across multiple locations within your church. However, if your church has a designated check-in station or faces unreliable Wi-Fi, using a PC/Mac with a hardwired printer connection might be the better option. Learn more ›

Download and Open the Check-In App
Configure Label Printer
Creating an Attendance Event
Checking People In/Out
Adding a New Person
Check-In Modes
Check-In Settings

Download and Open the Check-In App

First, navigate to the App Store and install the "ChurchTrac Check-In" app.

Once it's downloaded, log in using your ChurchTrac user account credentials.

Checkin app login screen

Once you've logged in, it will take you through a few setup prompts such as connecting your label printer. You have the option to skip this step and configure your printer later. However, we recommend setting up your label printer before you begin using the app if you intend to print check-in labels.

Configure Label Printer

Before using the Check-In app, we recommend setting up your label printer. The Check-In feature in ChurchTrac is compatible with most Brother QL series printers. ChurchTrac officially offers support for the QL-810W and QL-820NWB printers.

Your label printer must be connected to the same wireless network as your iPad for the Check-In app to function properly.

Depending on the complexities of your network, you may need to use your Mac or PC to configure your label printer. We've compiled a detailed, step-by-step guide on configuring your printer with both Mac and PC. Learn more ›

Print settings

Once you've completed the initial setup and configured your printer, you're ready to start using Check-In.

Creating an Attendance Event

Once a new Attendance event is created, it cannot be deleted from within the Check-In app.

Step 1: Add an Attendance Event

Select the most recent event date at the top of your screen to choose an existing date or create a new event.

Create attendance date

Step 2: Name the Attendance Event

Enter a name for the event, like "Child Check-In".

Name event

Step 3: Assigning Groups

Assign the appropriate Groups, then select, "Add Event". Your new event will then appear on the Check-In screen. Select the event to enter Check-In mode.

Add Groups for checkin

Checking People In/Out

When checking in individuals, you can search for them using the last 4 digits of their phone number or search the individual by name. We recommend assigning the appropriate Groups to each individual before this check-in process begins (refer to our Getting Started with Check-In Article if you still have to assign your members to Groups).

Checking people in

By selecting the arrow to the right of an individual, you edit a person's Group if needed, add any allergies, record notes, add an emergency contact number for texting parents, and send them a message if needed. This information will then be displayed on your labels. The Check-In system will remember this information for the next check-in event to save you time in the future.

Emergency information

To complete the Check-In process, select the names of the attendees and then select the "Print Labels" button. The labels will be printed to your connected label printer. See our Label Printer Setup article for further help configuring your label printer.

print labels

Checking People out

The process of checking out an individual is nearly identical to checking them in. First, navigate to the "Check-In" mode icon in the top right corner of your screen to switch from "Check-In Mode" to "Check-Out Mode".

Checking out

Select the "Staff Check-Out Mode" button. Then search the attendee using the last 4 digits of their phone number or search the individual by name.

Checking out

To complete the Check-out process, select the name of the attendees and select the "Check-out" button. You can also enter the name of the person completing the pickup.

Checking out

Adding a New Person

If you need to check in a new person, you can add the individual without having to leave the Check-In Screen. Begin entering the new attendee's name and the system will automatically prompt you to "Add a New Family". When adding a new family, enter the parent/guardian's name(s) first, followed by the child. Then, select "Finish" and continue the Check-In process.

Adding a person

Check-In Modes

To access different Check-In Modes, select the "Check-In" modes icon in the top right corner.

Checkin modes

In the Check-In modes, you can:

Enter Staff Check-In Mode
Enter Staff Check-Out Mode
Enter Self Check-In Mode
Access Attendance Mode
View Check-In Overview

Check in modes

Staff Check-In Mode

Staff Check-In Mode allows you to check in attendees and print labels/security (pickup) labels.

Staff checkin

Staff Check-Out Mode

Staff Check-Out Mode allows you to check out attendees, keep a time stamp record, and record the name of the pickup person.

Staff checkout

Self Check-In Mode

You can set up multiple Self Check-In stations. This allows you to set up a pin for self-stations, for an extra layer of security.

You cannot add a new family member in Self Checkin mode. The system will notify you to see a staff member to perform this.

Self check in

Attendance

In Attendance mode, you can record attendees' names for a specific event, or record an attendance count.

attendance

You can easily track both regular attendees and guest numbers simultaneously. Simply check off each member’s name to include them in the overall attendance. Then, select the "Count" button to add the number of guests to the total.

Check-In Overview

In Check-In Overview, you can view all of the checked-in names or all names assigned to the event.

Checkin overview

Check-In Settings

To access the Check-In Settings, select the "settings" icon in the top left corner.

Checkin settings

In the Check-In Settings, you can:

Edit Display
Configue your Label Printer
Edit your Groups
Enable Security Preferences
View Terms of Service
View Privacy Policy
Logout

Display

In the Display Settings, you can add your own touch to Self-Check-In mode with an image and a custom message before and after Check-In. For example, you may want to include: Your church logo, any important announcements, or information you may want parents to know regarding the Check-In process.

Checkin display

You can also edit the Default Search Method to search by phone number or attendee name. As well as, select your preferred date format, and app color scheme.

Using Guided Access on your iPad ensures that the check-in app stays open and prevents accidental switching to other apps. This makes it easier for parents and volunteers to stay focused on the check-in process. Learn more ›

Printing

In the Printing Settings, you can enable/disable printing on a specific device and connect to your preferred printer. You'll have the option to select from a few common label sizes or customize your own label size. You also have the option to print a test label before your check-in begins.

Print settings

Groups

In the Groups Settings, you can enable printing for a specific Group, select the label type (Check-In vs Nametag), and choose how many labels you'd like to print.

Group settings

Security

In the Security Settings, you can set a device pin and enable security preferences such as "Require Name of Pickup Person" at check-out.

Security settings

Terms of Service and Privacy Policy

In the Check-In Settings, you can view our Terms of Service and Privacy Policy.

Terms

Privacy