Check-in/out

Child check-in/out is a great solution for managing secure pickup and drop off of children for summer camps, day care programs and more.  This Sportsman Web exclusive feature allows your staff to easily and quickly check children in and out of their programs and provides reporting so you have a record of how and when people came and left for your programs.

***NOTE*** This feature requires the Attendance module, in order to use this functionality.  Please contact Peak Software Sales for more information about the Attendance module!

This Document will cover:

ü  Defining Activities with Check-in/out Functionality

ü  Pickup Authorization Rules Setup

ü  Using Check-in/out Functionality

ü  Reporting

ü  Extras

o  Transfer between classes

o  Dashboard widget

ü  Additional Settings

o  Security setting

o  Require member photos

 

Defining Activities with Check-in/out Functionality

The first step to using the check-in/out functionality in Sportsman Web is to define your programs you will be using the check-in/out functionality.  This is very similar to defining a normal program but with a few extra settings.

***Note*** If you would like to defer setting up classes until after registration, please see the Extras section of this document for more information.

 

To define an activity that uses Check-in/out functionality define a program for your day care.  To do this first click on “Define: in the top menu, then click ‘Activities for Registration’ in the side menu.  Next click the Add new Activity.

 

Select the program registration type.

 

Set up your program with the desired settings as you normally would.

 

When you define classes you will need to do these additional steps to enable the check-in/out functionality.

1.    On the attendance tab check ‘Enable Attendance Tracking’

2.    Click ‘Use Check-in/out’-this will populate two options for you to select (Optional not required).

a.     Option 1 ‘Allow Check-in/out without recording the responsible parent’ (Not Recommended) this option is for centers that do not want to force/set a specific person(s) for child pick-up. If this option is selected you will lose out on some of the reporting aspects.

b.    Option 2 ‘Allow Self Check-in/Out’- This option should be selected if the check-in/ check-out is being used for adult classes that need to keep record of who come in and who left. (e.g., yoga, first aid, lifeguard training etc.)

3.    Add class times in the grid on the lower right.

 ***Note*** If you enter class days and times on the right and then click add, the system can build your class times automatically saving you a lot of entry time!

4.    You will likely also want to click ‘Enable Admittance Scanner for Interactive Sign In’ and set the grace period for before and after your class.  This will allow the class to appear on the check-in/out list some set number of minutes before, and after the class starts and ends. Allowing you to perform check-in/outs more easily with early drop-offs or late pickups!

Once you are done defining your classes, they will be ready for check-in/out. 

 

Pickup Authorization Rules Setup

In order to allow pickup using Sportsman Web the system must first know who is allowed to pick up the child.  This is to ensure that the correct person is picking up the child and to make it quicker for your staff to record the pickup or drop off. To do this we added authorization rules which allow a certain patron to pick up a given child.  These people can be within the family group or outside the family group (ex: a neighbor or family friend).  It will be up to your center to come up with a policy to make sure these rules are only added when approved by a parent or guardian of the child.

 

Getting there

To setup an authorization rule, please find the child’s account in Sportsman Web.  Edit the account and go to the Check-in/out tab. You will need an extra security setting on your user account to do this.  Please contact your administrator and see the ‘Additional Settings’ section of this document for more information.

 

Check In/Out Tab

1.    From this tab the grid will show existing authorizations.

2.    Using the dropdowns to the right, you can filter the authorizations to show authorizations for a specific child or parent.  In addition you can see past authorizations.  Sportsman Web keeps record of any authorization that were added for a child even if it is inactive so you have a full record, if you ever need to look back at it.

3.    The buttons on the left, allow you to add or delete authorizations as well as print a report showing the authorizations that are currently shown in the grid.

4.    This step is optional, but if parents would like to use a passphrase for extra security for the pickup of their child please enter it here.  By clicking the “Set passphrase for everyone in group” button it will set the passphrase to the entered value for all children.  If you do not click this the value will be for just the member you are editing.

 

Adding Notes

          You can add notes to a child’s account to be displayed whenever they are dropped off or picked up.  These can be used to communicate anything that the parents may want your staff to know when they drop off or pickup their child.  To set these notes lookup the child account by accessing Action > Lookup Individual and then clicking the notes tab at the bottom of the screen.

 

Adding An Authorization

Before adding an authorization please make sure you are following your center’s policies to ensure the authorization should be added.

1.    Click add on the add button of the Check In/Out tab.

2.    Select the children for pickup.  An authorization will be added for each child you select here.  This is so you can add multiple rules for the same parent more quickly!

3.    Select the parent that will be able to pick up the children.  This person does not need to be in the child’s family group and can be anyone in your Sportsman Web system.

4.    Select the group member that is requesting this rule be added.  This is for record keeping purposes so if needed a rule can be traced back to the group member that requested it be added in the case of any discrepancy.

5.    Extra tip for faster pickup and drop off.  When you setup an authorization for a member, send the parent their digital id card for sportsman, so when they come to your center to pick up or drop off a child, they can scan their id card instead of having your staff manually look up the child!  To find the patron’s digital id card lookup their account and visit the membership tab.  Inside of this tab you can click the ID Card button, and then text or email the member their card to use for pickup.  More on this in the “Using Check-in/out Functionality” section below.

Adding Authorization on ActivityReg
We know that getting Parton’s information is tough so to help relieve stress on you and your staff, we added the capability for your patrons to add Authorization pickups online. Below you will see just how easy it is for them to log on to their accounts, on ActivityReg and add whomever they so wish.

First have them login to your website and navigate to their account information. Once there they will see the list of all the people in their family group. They will simply select their child’s name and click on the [Add a Rule] button located at the bottom of the screen.

 
Next you will select the children the rule applies to, and if the person is already in the family group select the person in the drop-down as shown below.

If the person is not in the family group (e.g., a neighbor, grandparent etc.…) Click on the [Select someone from another group] the system will require you to enter in the first, last name and cell phone number. Then click [Save].

 

Deleting an authorization

Simply click the delete button with the authorization rule you wish to delete highlighted in the grid.  You will be asked to select the group member requesting this authorization be removed, and again exists for record keeping purposes so if needed the source of the deletion can be traced to a group member in the case of any discrepancy.
Adding Authorized pick-up people online
Patrons can add Authorized people to pick-up their children on your Activityreg site. They simply need to login and click on the [Account] option at the top of the homepage,

Using Check-in/out Functionality

Now that your setup is done you are ready to use the main check-in/out functionality at your center to help manage your pickups and drop-offs.  This will keep a record that tracks when a certain child entered your facility, when that child left your facility, who dropped them off and picked them up, what staff member did the pickup and drop off, as well as the times the events occurred.

 

Child Check-In / Checkout Screen

This screen is where you will start for all of your Check-ins and Checkouts.  To access this screen, select Action -> Child Check-In/Out in the menu.  To perform a check-in or checkout find the child in the grid and then click the check-in or checkout button at the bottom of the screen.  To make this easier we have included several filters so you can filter by class or check-in status.  Using these filters you can also get some basic checks to see the state of your classes.  For instance, if you wanted to see how many people are checked in today for Day Care – Class 1, you could set class to Day Care – Class 1 and the ‘Show people that…’ filter to ‘Are Already checked in’.  For quicker lookups you can scan a digital id QR Code for either the parent member or the child member and the system will find them in the list.  To do this click the ‘Scan Digital ID’ button in the top right corner.  This is a great way to speed up your processing time for pick and drop off.  To find the patron’s digital id card lookup their account and visit the membership tab.  Inside of this tab you can click the ID Card button, and then text or email the member their card to use for pickup.  This screen could be used on a tablet outside your center to further speed up your check-in/out process.

 

Child Check-In / Checkout Screen

The screen below will appear after you have selected a child from the list, or you have scanned a digital ID card of a patron.  Follow the steps on this page to perform a check-in or checkout.  Start by selecting the children that are begin checked in or out.  Next, select the entrance location of your facility that they are entering.  For check-ins you can select one of the authorized parents for pickup (most common scenario and is very quick with a single button press).  You can also select another person in the Sportsman Web system or simply type the person’s name if they are not in the system.  For check-in you do not need to validate the passphrase.  This is to speed things up during the drop off process.  For Checkouts the passphrases for the children will be visible so that your staff can use them to validate a parent’s identity.  In addition, during a checkout you MUST select one of the authorized patrons from the rules we built above (no ability to enter a name or a different user).  This is to make sure that the pickup is secure and can only be done by the correct people to ensure the child’s safety.

 

Check-in examples

 

Checkout Example:

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Reporting

This feature includes two main reports.

Child Check-in/Checkout Log report

This report produces a log of when children were dropped off and picked up for their classes, and by which parent and employee.  This report can be accessed by going to Reporting > Child Check-in/out, in the menu and then selecting the Check-In/Out Admittance Report.  You can filter this report by date range, child, class, and check-in/out location.

Child Check-in/out Authorizations

This report produces a list of the authorizations for a given child or group.  This report can be accessed by going to Reporting > Child Check-in/out in the menu, and then selecting the Check-In/Out Authorizations report.  You can filter this report by child member, and authorization status.

Extras

There are a few extras included in the module that may help you run things a bit smoother.

Transfer Between Classes

With summer camps and day care programs, sometimes it is not practical to make the classes ahead of time.  Sometimes the best way to do things is to get all the registrations and then build the classes after the fact.  Some reasons for doing this is to break the groups into similar ages, accommodate requests for children to be in the same group as their friend, break large groups down into smaller more manageable sizes for your staff.  If you fall into this category we recommend doing the following.  During the definition of your activity create a class to take all of your registrations that is available online for your patrons to sign up for (You do NOT need to enable the check-in/out features as mentioned in the above section).  Allow your registration to complete with everyone registering into a single class.  Once your registration is closed create your groups however you would like creating a class for each group (You will need to enable the check-in/out features for these groups).  Then you can use the ‘Move Participants’ functionality to transfer the children into their correct group.  To do this go to define activities and select the program you would like to move people in.  Click the [add/edit class] button and then the [Move Participants] button.  You will then be presented with a drag and drop interface for moving your class participants.  Select the main class that everyone registered for above and then the group you would like to move participants into and drag them from one to the other.  As you drag them from class to class their enrollment will be changed to the new class.  By selecting different classes in the dropdowns you can transfer children from one group to another. ***Note*** Be careful doing this on classes that do not have similar questions or pricing structures as this screen will not account for those differences and is intended for simple transfers only.

 

Dashboard Widget

The Recent Activity Widget on the dashboard has been updated to be able to show when child checkouts occur at your facility.  To do this edit your dashboard widgets by clicking the settings gear in the lower right hand corner of the dashboard screen.  Add the Recent Activity Widget if your layout does not already have it.  Click the settings gear of the Recent Activity Widget.  Then check the show child checkouts checkbox to turn on this functionality!  This will show a ticker of the recent child checkouts that have happened.  This could be useful for your summer camp staff to monitor during the pickup process.

 

Additional Settings

A few settings have been added to help support the child check-in/out process.

Require Pictures (Site Configuration)

The system supports the ability to make sure that you have pictures for the child and the parent involved in a pickup.  This can help your staff identify who is who if you have large programs and want an additional check to verify the identity of the individuals.  You can turn this on in the site configuration under the attendance tab.

 

Manage Check-in/out Authorizations (User Administration)

A security setting has been added to allow employees to change child authorizations.  This makes sure that authorizations cannot be added by people that do not know your center’s policy for adding authorization rules.  This can be set by going to the user administration screen then finding the correct user and setting the Manage Checkin/out Authorizations setting to the desired value.  (Note you will need to contact your system administrator to set this if you do not have permissions to do this).