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Last Updated: 10/21/14

Events Wizard:  Check-In

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Check-In is the tab in the Database Event Wizard that makes magic happen in Elexio Check-In and Elexio Mobile.  

"Use this event with mobile check-in (Elexio Mobile)"

By checking this box, you are "turning on" this event for check-in in Elexio Mobile.  If you do not check this box, your event will NOT be able to check in to the event with Elexio Mobile. Learn more about mobile check-in.

You can use this option if you do not have Elexio Check-In. When you navigate to the Check In Tab, it will look similar to what is shown below. Just check the box to enable the event for Mobile Check-In.

"Use this event with Elexio Check-In"

By checking this box, you are "turning on" this event for check in in Elexio Check-In.  If you do not check this box, your event will NOT appear in Elexio Check-In. 

If your church hasn't purchased Elexio Check-In yet, please contact us to add it!  It's just a small additional monthly fee. 

"What Check In options would you like to set..."

Decide if you want to print - child name tags, security receipts, or name tags for people serving.

You can determine the quantity and format of each. To adjust the format of one of them, click the drop-down menu for a list of format options. To see what the format looks like, press the preview button.   There are lots of name tag options so pick the one that's best for your church.

You should also decided if you will require people using mobile check-in to complete check-in at a kiosk. This usually will occur by scanning a QR code that the app will generate. Currently the only barcode scanner we currently support for this is the GoDex GS550 2D scanner (pictured below). The Honeywell scanners that we sold in the past will not work. Learn more about mobile check-in.

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Previewing Labels

When you click the Preview button, you will see a visual list of all the available label options with the one that is currently selected being highlighted.

There are several pre-loaded label formats that you can select for name tags and checkout receipts. If you have defined a printer to use for name tags and receipts, you can preview the different layouts by pressing the preview button.

The label formats use field codes as described below:

  • First: This is the first name of the person checking into or out of an event.

  • Last Name: This is the last name of the person checking into or out of an event.

  • CODE: This is a randomly generated security code that links a name tag to a security receipt. These codes follow the Security Code Format and Security Code Reuse system options.

  • Event Name: This is the name of the event selected in Step 1 of the Event Builder.

  • Event Date: This is date of the event currently being checked into or out of and should be used as an additional level of security to prevent the reuse of name tags and security receipts.

  • Event Time: This is time of the event currently being checked into or out of and should be used as an additional level of security to prevent the reuse of name tags and security receipts.

  • Allergies, Medical Needs, Special Instructions: These special notes will be combined into a paragraph and can be defined at the Kiosk through the Information section of the Edit My Account option. In Elexio Database, these notes can be set through the People Screen however, only the most recent public note will be displayed on the label. Notes marked as private in Elexio Database will print on reports but not on labels.

  • Age Group: This is age group of the person checking into or out of an event.

  • Room: This is the name of the room selected in Step 2 of the Event Builder.

  • Short Description: This is short description defined in Step 1 of the Event Builder.

  • Church Name: This is name of your church as defined in Church Name the system option.

  • Logo: This is the Church Logo, Kiosk Logo, or default Elexio logo.

Summary Receipts are used to consolidate families checking in or out more than one person onto a single receipt. 

"What Check Out options would you like to set..."

Decide if you want to require people to return to the kiosk to check out, as well as whether you want to print receipts at check out.  This is not common for most churches.  However it's a great option for day care programs or events that last all day where parents might lose their security receipts.

For each printing option, you must also pick a quantity and a printing format. Click the preview button to see what the format you chose will look like when printed.

Check-In and Mobile Check In Options (Advanced)

Click the "Check-In and Mobile Check-In Options" button to bring up the window shown above (Formally "Advanced". The button may say just Mobile or Check-In depending on how you choose to use event check-in). You can restrict the check in window to start up to 5 minutes before the event starts and end when the event ends. The default is to allow check in any time during the day of the event.  

Here is where you can control the message that mobile check-in users will see during the check-in process. The default message is:
"When you arrive at this event go to the nearest mobile check in station and scan this bar code or access your account to complete the checkin process. Name tags and security receipts will be printed at the time if needed." 
Use can use the default message, or write your own. Remember, the point of the message is to prompt users to complete their check-in (and get their names tags and receipts).

Since you can change this message to be whatever you want, also make sure that the prompt is consistent with the event settings (ex. don't tell people to go to a kiosk if an event does not need a kiosk to complete check-in). You can make this message different for each event.

You can allow anyone to check into this event by making it show up on the list of all events when someone clicks the button in the Kiosk to "Show All Events."  This feature is very helpful for doing manual overrides and allowing people to check in even if they don't strictly meet criteria.

If you are just using Elexio Mobile...

The message set to display after check in will only appear as a toast pop up at the bottom of the check in screen on the app when check-in is completed.

If you are just using Elexio Check-In...

Elexio Check-In supports the ability to assign pagers to parents. Each of your pagers should have a bar code on this. You may need to print some and stick them on the pager. When the parent checks their kid into this event, they will be prompted to scan the pager under the bar code reader. The pager will then be assigned to that parent for the duration of the event. This helps you keep track of who has what pager. Elexio Check-In does NOT have the ability to send a page thru your pager system. You will need to use the hardware or software that came with your pagers.   

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