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Protocols

Check-in

Perhaps the most critical aspect of creating a safe environment for kids is the check-in and check-out process. In the sections below we will provide a clear description of what the process looks like and step-by-step instructions for implementing it at your campus.

Check-in Overview

We use an electronic check-in system that is connected to our church database, Church Community Builder (CCB). When families check in, they will receive three tags: two name tags and a pick-up tag. Each kid will receive two identical name tags. One is for the child to wear and the other will be added to their group’s
roster
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. The third tag has a code on it that matches the code on the child’s name tag. This tag is for the parents to hold onto and they will use it to pick up their child at the end of service. (The system only prints one pick-up tag per family.)
CHECKING IN TO THEIR ROOM
It is very important that there is a specific person who runs the door for check in/out. It is preferred to be the same person every week. This will help with consistency and communication. Please note: if you have a teenage helper in your room with you, please be sure they do not man the door.
This is a great time to note any allergies on a child’s name tag. If the allergy has been communicated to the Check-In team, it will be listed on their sticker.
CHECK OUT
Parents must have their pick-up tag in order to check their kids out. Under no circumstances is a parent allowed to pick up their child without a pick-up tag that matches the code displayed on their child’s tag.
If a volunteer has any question about someone picking up a child, please assist the parent in getting a new pick up sticker at the Check-in counter. A parent can be issued a new pick-up tag if they show their driver's license and their identity is confirmed.
We also ask that all children’s name stickers get removed upon leaving their group/classroom. It’s easiest if you remove their name tag as they get picked up.

Check-in Team

There are two roles on the this team:
Check-in: These team members are stationed at the check-in counter. Their job is to welcome families and assist with electronic check-in. If there are new families, they will help them get set up in our check-in system and walk them to their child's room.
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Welcome
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: These team members are stationed at the entrance to a Large Group environment. Their job is to welcome families and collect name tags. During service, they will distribute rosters to each of the small groups and do head counts.

Most campuses only use Small Group check-in, in which kids will check in to their classroom. Welcome team members may not be necessary in these type of environments. In Large Group check-in, multiple age groups will check in to the Large Group environment rather than individual classrooms. This is where Welcome team members are crucial to add a personal touch and organization.

Check-in Manual

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Welcoming New Families

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