New families from check-in

When a first-time family checks in at the staffed desk, the volunteer types only what Sunday needs and the children check in straight away. The details wait here for the office: the parent or guardian, an optional second parent or guardian, each child's name, birthdate or grade, allergies and room.

When to use this

• On Monday, to welcome Sunday's new families properly into the church's records.
• When a volunteer tells you a family's details were typed in a hurry.
• To check which room a new child will be in next Sunday.

Review a family

1. Open Kids check-in, then New families.
2. Each family waiting shows who registered and when. Select Review.
3. Check the names and mobile numbers with what the volunteer remembers, and fix any typo.
4. Check each child's birthdate or grade, the Room check-in will use, and the allergies.
5. Select Accept and add to People. The household is created with the first parent or guardian as its main contact, the second as another adult, and each child with their allergies, grade and any room chosen at the desk.

Accepting twice is harmless: the second time just shows the household already made. Once reviewed, the family's details are cut down to a count here, so names don't linger in the queue.

A second parent or guardian

A family may give a second parent or guardian, with their own name and mobile. They become an adult in the household: the family can find itself at the iPad by either parent's last name or the last four digits of either mobile.

A second parent or guardian is not a pickup authorization, and nothing here records custody. Children are released only against the matching receipt, whoever brings it.

Custody and pickup concerns

If a parent mentions a custody order, or someone who must not collect a child, never type it into a registration, a note or a name field. Tell the kids' director the same day. The kids' director records it in the restricted pickup records, which only a few people can see, and the child's tags then send pickups to staff. Until then, the welcome desk keeps the child's receipt rules as usual and fetches the kids' director if anyone is unsure.

Rooms for new children

The room comes from the same rules as everywhere else: a room chosen at the desk, else the grade, else the age (see Check-in rooms). Change a child's room with Change, or choose Automatic to let check-in decide. A grade is kept as said, such as K or 1st, and moves up by itself on the grade promotion date.

Reject or Entered in Elexio

• Reject when the registration shouldn't become a household at all, such as a test or a duplicate typed twice at the desk. Add a short Note saying why: it's required.
• Entered in Elexio: until the church's people move into this system, Elexio still keeps them, so Accept says People are still kept in Elexio. Enter the family in Elexio as usual, then select Entered in Elexio (or I've entered them in Elexio). The registration is closed without making a second copy.

Good to know

• Staff and admins can review families. Nothing here sends a message to the family.
• Recently reviewed lists the last 30 days, with the outcome, when and any note.
• If the family turns out to be in the records already, accept it and merge the two households in People, or mark it Entered in Elexio while Elexio keeps the records.
• In the practice sandbox, accepting marks the registration reviewed; nobody is added to People.

Top tips

• Review new families early in the week, while the volunteer still remembers them.
• Read each mobile number back to the family when you call to welcome them: it's the number pickup texts will use.
• Keep notes short and factual, and never put custody or medical details in them.