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CheckinLink Configuration Screen Overview

CAA Product Help





(HELP ?) Circles provide narratives on Training, Explanations, and Hints. These can be related to the overall screen, or to specific items on the screen.



This "Help" narrative is for the "CONFIGURATION" Screen.



CheckinLink screens are comprised of five sections:



- Product Bar (wide horizontal bar across the top of the MemberLink screen)



- Operations Bar (narrow horizontal bar immediately under the Product Bar)



CheckinLink has the following Tabs on the Operations Bar: "View/Edit" Tab; "Registration" Tab; "Check-In" Tab; "Check-In Queue" Tab; "Check-Out" Tab; "Messaging" Tab; "Options" Tab; and "Logout" Tab.



- Information Bar (narrow horizontal bar immediately under the Operations Bar)



- Navigation Panel (vertical column area under the Information Bar on left side of screen)



- Display Panel (remainder of the screen, under the Information Bar and to the right of the Navigation Panel, and shows information in ROW/COLUMN Forms, DATA Forms, etc.)



Configuration For CheckinLink



This is the "CONFIGURATION" Display Panel for the CheckinLink Module. You came here by clicking the Operations Bar "OPTIONS" Tab.



Only MemberLink Administrators with the following permission levels can view or change the CheckinLink Configuration File: MasterAdmin, SysAdmin, or Admin.



The "CONFIGURATION" Display Panel has seven sections. Each is described below.



At any time, you can leave the "CONFIGURATION" Display Panel by clicking any of the Tabs on the Operations Bar.



Section 1: Configuration for Print Label Selection Option



The DYMO Printer supports two label sizes, and one of those labels has two print options in this CheckinLink module. Therefore you have three choices:

- 30252 Address Labels (with regular print)

- 30252 Address Labels, All Bold (with bold print)

- 30256 Large Labels



To select the label/option your church prefers to use, there is a "Menu Selection List" available. You just click the "Arrow" to see the selection list. After highlighting your choice, click the "SUBMIT" Button. Then make sure you have that label stock loaded in your DYMO Printer.



** Note 1: You may have more than one DYMO Printer in use "” you can have one attached to each Check-In Computer Station if you choose. However, if you are using more than one DYMO Printer, they all have to use the same label choice.



Section 2: Configuration for Check-In Session Option 1



At a Check-In Computer Station, you launch a Check-In Session from the "CHILD CHECK-IN MODULE LOGIN" Display Panel. There is a "Check-In Station Setup" box on the right side of that screen. If "Check-In Option 1" is turned on in the Configuration File, you will see two Session start-up choices in the Check-In Station Setup box.



- Option 1 will say, "Pre-Child Check-In (no label printer)." That will be followed by the "START SESSION FOR QUEUE CHECK-IN" Button.



- Option 2 will say, "Immediate Child Check-In (with label printer)." That will be followed by the "START SESSION FOR IMMEDIATE CHECK-IN" Button.



If "Check-In Option 1" is turned OFF (unchecked) in the Configuration File, "Option 2" will be the only choice in the Check-In Station Setup box.



The purpose of "Check-In Option 1" is to support a Check-In Computer Station that does not have a DYMO Printer attached to it. Since the DYMO Printer is not available, a Parent can begin the Check-In process from this Station and the Child info goes into a queue to be completed later. The Check-In Queue process is actually completed at a central Check-In Computer Station by an Admin. That Station will have a DYMO Printer available to print the labels (which completes the Check-In process).



Also, this Check-In Computer Station does not need a physical keyboard with it, since Option 1 only works with a touchscreen.



** Note 2: If you are using a smartphone app developed for your church by CAA Ministries, smartphones also only work with a touchscreen approach. Touchscreens allow you to pull up a keyboard on the screen and touch the letters and numbers to perform the data entry without having a physical keyboard attached.



** Note 3: The smartphone app will work on Apple or Android phones even if the Option 1 is turned off. Option 1 pertains only to the Check-In Computer Stations at the church. With Option 1 on, each church computer has a choice on which type of session to start "” you can start either as long as the computer has the DYMO Printer attached. Without the DYMO Printer, a Check-In Computer Station cannot support Option 2.



To make Option 1 available at your church, turn on the [Turn on Login Session Check-In Option 1] Checkbox. Then apply the change by clicking the "SUBMIT" Button.



Section 3: Configuration for Automatic Checkout Option



When a Parent reclaims a Child, either the Parent or the Teacher/Helper can perform a Check-Out of the Child. However, requiring a person to perform the Child Check-Out requires extra time and is therefore optional.



If you want to bypass this step, and make Check-Out a speedier process for those picking their children, the system has a means for performing the Child Check-Out for you. This will save time as the Parents come to pick-up their Children.



You configure the automatic check-out option by picking the number of hours to wait until the system should do the automatic check-out. There is a "Menu Selection List" available, and you just click the "Arrow" to see the selection list. Choose a "number of hours" choice from the selection list and then click the "SUBMIT" Button. Then when Children are checked-in, the system will automatically perform a check-out of them after that number of hours has passed.



Therefore" people can do the Child Check-Out for themselves, or the church can let the system do it for them. One or the other has to occur, since if the Child is left checked-in, the Child cannot be checked-in again until a check-out occurs.



To force manual Check-Out of each Child, select the "No Auto Check-Out" option from the "Menu Selection List" and then click the "SUMBIT" Button.



Section 4: Configuration for Start/End Time Option



Start Time & End Time can only be entered if at least one Location is active. Start Time & End Time are only recorded in connection with a Location when a Child is Checked-In. Start Time & End Time will indicate the period of time when that Child can be found at that specific Location.



If no Locations are turned on, you will get an error message if you try to turn on the Start Time & End Time option.



Also, Start Time & End Time can only be used at a Check-In Computer Station using Session Start-Up choice Option 2, "Immediate Child Check-In (with label printer)". Locations (and therefore Start & End Times) can only be entered for Children checked-in during an "Immediate Session".



Computers supporting "Immediate Sessions" will either have a keyboard and mouse, or a Touchscreen. Entering Locations with Start Time & End Time entries requires either a physical keyboard or a keyboard on a Touchscreen.



Accordingly, Start Time & End Time cannot be used for Check-In Sessions using Start-Up choice Option 1, "Pre-Child Check-In (no label printer)".



If you do not want people to use the Start Time and End Time option, leave that option "OFF" by making sure the Checkbox is not checked.



Turn on the [Use Start Time and End Time] Checkbox if you want to permit people to enter a Start Time and End Time when they check-in their Children themselves. You turn on this option by clicking the [Use Start Time and End Time] Checkbox and then clicking the "SUBMIT" Button.



When this option is "ON", there will be a place on the "CHILD CHECK-IN" Display Panel for the Parent to enter Start Time and End Time for their Child.



Section 5: Configuration for Visitor Option



If you do not want Visitors to perform the check-in themselves, leave the [Allow Visitors/Guests Check-In Option] Checkbox turned "OFF" by making sure the Checkbox is not checked.



Also, this option can only be used at a Check-In Computer Station using Session Start-Up choice Option 2, "Immediate Child Check-In (with label printer)". Visitors can only enter their Children during an "Immediate Session". Computers supporting "Immediate Sessions" will either have a keyboard and mouse, or a Touchscreen. Entering visitor information requires either a physical keyboard or a keyboard on a Touchscreen.



Accordingly, visitors cannot perform Check-In of Children in Sessions using Start-Up choice Option 1, "Pre-Child Check-In (no label printer)".



Turn on the [Allow Visitors/Guests Check-In Option] Checkbox if you want to permit Visitors to perform check-in of their children themselves. You turn on this option by clicking the [Allow Visitors/Guests Check-In Option] Checkbox and then clicking the "SUBMIT" Button.



When this option is "ON", there will be a place on the "CHILD CHECK-IN" Display Panel for Visitors to use. They can enter their Child's name, and then go to another screen where the Visitor Parent or Guardian enters some brief data about themselves. Then the Visitor can print the Child security labels.



If a Visitor has more than one Child, they can repeat this process for each Child.



** Note 4: Children that exist already in the associated MemberLink system are not "visitors" for CheckinLink purposes. Children already in MemberLink should go through the Child Registration process, which associates them with a Parent or Guardian. Only a Child not in MemberLink should be considered a "Visitor Child".



Some churches do not permit Visitor Self Check-In because they may wish to ask a Visitor Parent to fill out a Visitor/Guest Form so that the church can follow-up with the Visitor family at a later time.



Section 6: Configuration for Locations



The "LOCATION TABLE" is used by the church to track which classroom or location the Child will be in when checked-in through CheckinLink. You can turn off the use of the Location Table in three ways:



- Set the (USE LOCATION) Radio Button to "NO". This turns off use of the Location Table. After clicking the "NO" radio button, you still have to click the "UPDATE LOCATIONS" Button to apply the change.



- Set all the location entries in the Location Table to "NO" in the "USE LOCATION" Column. It is disabled if none of the Location Table entries are set to "YES". After setting the location entries to "NO", you still have to click the "UPDATE LOCATIONS" Button to apply the change.



- Delete all the location entries in the "LOCATION" Column. It is disabled if the Location Table is empty. After blanking out all the location entries, you still have to click the "UPDATE LOCATIONS" Button to apply the change.



The following will explain how to use an active Location Table, one where the (USE LOCATION) Radio Button is set to "YES" and there is at least one location entry in the Location Table set to "YES".



Describing the Location Table:



This Display Panel has two columns: the "LOCATION" Column and the "USE LOCATION" Column.



Set the (USE LOCATION) Radio Button to "YES". This turns on use of the Location Table.



In the "LOCATION" Column, make sure you have an entry for every location in your church that will be used by your Child Check-In process. You can enter up to 40 characters and numbers as a Location label or name. Examples might be classrooms, gymnasium, nursery, etc.



In the "USE LOCATION" Column, use the "YES" or "NO" choices to indicate which Locations are active. A "YES" is active and can be selected when performing Child Check-In; a "NO" will cause that label to not show up or be available during Child Check-In.



After you determine which Locations should have a "YES" and which should have a "NO", go to the bottom of the screen and click the "UPDATE LOCATIONS" Button.



Adding a New Entry to the Location Table:



At the top of the "LOCATION" Column, there is a blank entry box. To create a new entry, type an entry (up to 40 characters) in the blank box. Then in the "USE LOCATION" Column, select the "YES" or "NO" choice.



To save the change and make it official, click the "UPDATE LOCATIONS" Button at the bottom of the screen. Your work will not be saved and take effect until you click the "UPDATE LOCATIONS" Button.



Changing an Entry in the Location Table:



To change a Location entry from one value to another, just blank out the existing value in the "LOCATION" Column and type the new one over it. Then click the "UPDATE LOCATIONS" Button.



To change the availability of a Location, just change the "YES" or "NO" values accordingly in the "USE LOCATION" Column. Then click the "UPDATE LOCATIONS" Button. You do not have to blank out (delete) a location entry to turn off its use" just change the value to "No".



Deleting an Entry in the Location Table:



To delete an existing entry, click your cursor in the entry box in the "LOCATION" Column and blank out the existing entry text. Then click the "UPDATE LOCATIONS" Button. That will remove the entry from the Location Table. Do not worry about the "USE LOCATION" Column, removing the entry from the "LOCATION" Column will take care of removing it from the "USE LOCATION" Column.



Configuration for School Grade Table



To configure the School Grade Table, click the Navigation Panel "CONFIGURE GRADES" Hyperlink. This will take you to the "SCHOOL GRADES CONFIGURATION" Display Panel. There you can add, rename, or delete Grades from the School Grades Table. You can also do an end-of-year promotion to move children to the next higher age or grade.



This Table is used to show what School Grade the Child is in when they are checked-in at the start of a CheckinLink session. This "SCHOOL GRADE TABLE" is separate from the "GRADE TABLE" in MemberLink. The Grade Table in MemberLink is used to correspond to the age or grade of a member or prospect with regard to public schools. But in this module the School Grade Table is used exclusively by CheckinLink to indicate the age or grade for the classes at your church in which the child might be checked-in.



The "SCHOOL GRADES CONFIGURATION" Display Panel has a (HELP ?) Circle narrative to explain the use of the "School Grade Table" and "How the Promotion Works" in greater detail.


"CAA Product Help" from CAA Ministries at Support@CAAsoftware.com or 404-551-4230