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ShelbyNext | Membership: Check-In Launch & Labels

(Course #M114)

Presented by: Lisa Horn, Shelby Consultant

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Objective

To understand the options for running CheckIn in ShelbyNext | Membership.

The following topics are presented in this session:

• Running Web Launch CheckIn – Manned Mode/ Kiosk Mode

• Running RFID Checkin – Manned Mode/Kiosk Mode

• Running iOS CheckIn App on iPads

• Running Self-CheckIn via ShelbyNext Membership App

• Printers & Labels

• Visitors

• Other Management Tools

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REVIEW of CheckIn Configuration (from Part 1):

1. Establish Groups & Group Settings: 1. Go to Groups (left sidebar menu). Go to the Add tab to create new Groups. 2. For existing Groups, go to the List tab and select the Edit link. On each, check the

Individual Attendance and Use For Child Checkin? box. Then click the Save button. (minimum setup - other options are available)

2. Establish Checkin Settings: • Go to the Gear icon (top menu bar) and choose Settings -> Child Check-in tab ->

Check-in Mode. Select the global settings that apply to your church usage of Checkin.

• Go to the Gear icon (top menu bar) and choose Settings -> Child Check-in tab -> Check-in Stations.

o Add the Check-In Stations you wish to utilitize. At a minimum you need one Station setup per label printer that you plan to use. However, if you are using one printer, but for different programs, set up a Station for each of those programs. This way, there is a Station configuration that works uniquely for each Program utilizing this tool.

3. Establish Security Roles & Logins for Checkin Volunteers • Checkin Admin Role (Welcome Center, Enter/Edit Information, Run Reports) • Checkin Launch Role (Launch Checkin)

4. Establish elements needed for desired ‘method’ of running Checkin.

a. All - Install Printers & Drivers for selected printer model b. Web Launch – Install Java and SN Membership drivers; enable SMS for your site c. iOS – Download and install ShelbyNext Checkin App; set Auto-Lock settings on

iPad, connect to wireless network that matches the network of installed wireless printer(s).

d. Self Checkin – Enable feature, establish dedicated PC & printer for this special element, volunteer to ‘monitor’, arrange and distribute labels as they print

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There are multiple methods of running Checkin in ShelbyNext Membership. This session reviews the steps to launch each of them.

Web Launch

Method: ‘Manned’ Mode

In ShelbyNEXT | Membership, use left sidebar menu to access Attendance -> CheckIn. 1. For a ‘manned mode’ start by selecting the Checkin Station you want to use. (NOTE:

Manned mode would be something like a Welcome Center where staff or volunteers run the Check-In process FOR the families.)

2. Then click Launch the Label Printer application. This launches the install of a Java applet.

Often this will prompt a security scan that asks the user if they wish to “Keep” or “Discard”. Select “Keep” to continue.

NOTE: This process happens EVERY TIME you launch CheckIn … at each CheckIn Station.

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3. After security prompt, the Java installation will need to “Run”.

4. Once the Application launches, a pop-up box will prompt you to select the Printer that this

station prints to. NOTE: Sometimes the Station selector (Step #5) pops up before the Printer selector. Highlight the correct printer and choose “Set Printer”.

5. A second pop-up box prompts you to select a Check-In station. Drop down and select the

SAME CheckIn Station you set in Step #1, then click the Set Station button. The selected Station name appears at the bottom of the box next to “Current Station:” Then MINIMIZE (Do NOT CLOSE) the pop-up box.

Note the coffee cup icon on your Status bar (Java logo).

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6. Finally, click Next and the manned mode screen appears ready for first checkin.

7. Start by searching for the Parent/Guardian who is checking in the child using a partial

first/last name. The list of suggested names filters as your type. Click the name to select it. Searching by the name of the Responsible party checks the child in UNDER that Guardian name. This allows tracking of this information as well as direct communication with the Guardian through the SMS tool (if enabled).

8. You are now shown the names of this person's family, including children.

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9. For each child being checked in, check the box next to his or her name and then choose the Group into which he or she is being checked. The box can be limited by Group Properties and ONLY show the Groups Person is in OR (optionally) can show Other Groups that are available as well (if the Limit by Group Property option not enabled in Station setup).

10. If necessary, click the Edit Note link next to a child’s name to enter a Child CheckIn Note

that prints on the Label and is also added to the Individual’s database profile.

11. Once selection(s) made, click the Go button.

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12. Repeat steps 9-10 for each child being checked in.

13. Adjust # of Child labels and Guardian labels (if necessary) and click the Check-In button.

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Method: Kiosk Mode

There is an another mode for Web Launch CheckIn, called Kiosk Mode. This mode allows the family to check themselves in rather than the Checkin team. In launching this method, the only difference in process is the starting click and how the page looks (i.e. simplified view with the standard menus – designed for easy, simple navigation for Parents to use in an unmanned mode.) 1. In ShelbyNEXT | Membership, go to Attendance (left sidebar menu) and select Checkin.

2. Click the Launch in Kiosk Mode link FIRST (instead of Choosing a Check-in Station)

3. The steps are then identical to those described above in Steps 1-5 (Select and Set Station;

Launch Printer Application, Select “Keep” on virus alert, Run the Java Install, Select and Set Printer, Select and Set Station AGAIN, Minimize Station box, Click Next) … but the resulting view is as shown below: (Background image may be custom, if uploaded in setup).

4. Place your browser in ‘Full Screen’ mode for best display. If on PC and keyboard is available,

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tap FN+F11. If touch screen only, process will depend on the browser you are using: Chrome browse Edge browser

Firefox browser

Safari browser

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Method: RFID Check-In

This method requires RFID be ‘enabled’ in Checkin Mode Settings. Specific hardware is required as well RFID’s need to be assigned in the ShelbyNext Membership software.

Set up hardware

Purchase and install an RFID reader from Ministry Brands (Phidget RFID Rea-Write 1024 model) and RFID cards or key fobs (Use EM4100/4102-125khz cards or key fobs)

Install Phidget 21 library (Go to Help menu -> type RFID to locate download). This will also add Phidget Control Panel to your Programs menu and the Reader can be tested there. If you purchase Read/Write cards, they can be written to from that software as well.

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Launch RFID Checkin and Assign RFID’s ‘on the fly’

• Go to Attendance on left sidebar menu -> choose Checkin • Select desired Station • Click Launch Card Reader (Downloads and runs Java application – SEE Steps 3-6 under

Method: Manned Mode.) (The green LED light on the card reader does not turn on until this point in the process. Will show “Reader: Connected”)

• Click Next.

Method: RFID Manned Mode

Family approaches desk – If no RFID assigned yet, Check-In Team member enters parent name into search box. Card can be swiped to pull up family if already assigned (then go to Steps 8-13 under Method: Manned Mode )

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1) When Parent Name selected, message appears “To assign an RFID card, wave it now.”

2) Team member waves card to assign, RFID number appears in box with message “The card with the tag <<XXXXXX>> will be assigned”

3) Select children, Edit Notes, select classes, select number of labels and Submit (per typical process – SEE steps 8-10 under Method: Manned Mode). Parents keep card and use each week for Check-In process – but can use Stations set to Kiosk Mode.

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Method: RFID Kiosk Mode

After the first week, regularly attending families can go to an unmanned station and swipe their RFID card to pull up their own family quickly and complete the standard Check-In process.

NOTE: Check-Out can be enabled in Checkin Mode settings as well and adds some additional options and steps to this process not covered in this session.

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Method: ShelbyNext CheckIn App (iOS only)

An iOS app is available in the App Store called ShelbyNext | Check-In App. This app is not for the general congregation to download and use; it is for the Checkin team to launch to run CheckIn. The feature that allows parents to check in their own children (or anyone to check themselves in, really) is part of the ShelbyNext | Membership app and is discussed in the next section of this handout under the heading “Remote CheckIn”.

The Check-In app is launched on an iPad instead of a PC and requires a wireless label printer.

1. Launch the App from the icon on the Home screen of the iPad. Enter your chuch domain and credentials for the launch of Check-In (may want to create one or more ‘dummy’ records with a minimum setup of permissions for this login)

2. Choose your wireless Printer (previously setup and connected to same wireless network as the iPad)

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3. Select the CheckIn Station when prompted. Selecting a station is optional on the App, but recommended if you want to control how Check-in functions as discussed on Web Launch.

4. Begin by tapping in the Search by … field, then start typing the name of the person checking the family in (i.e. the parent of Guardian) on the Search for Family screen

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5. When family list loads, tap the name of the first child to be checked in.

6. Choose the Group(s) to check the child into. The Badge Note field (aka Child Check-in Note) can be viewed and edited, if needed. This edit will be saved internally on the SN MB record. Tap Done.

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7. Repeat for each child. Then adjust # of Labels (if necessary) and tap to Check in using button at bottom of family screen.

NOTE: As you can see, the steps of the CheckIn process are very similar, no matter the mode or hardware used.

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Membership APP – Remote CheckIn (Self Checkin for Families or Individuals)

The ShelbyNext | Membership app offers an option for individuals to check themselves or their children in when they drive into the parking lot (or are within a specified mileage of the church campus; distance is customizable by administrator). Any labels required print at a designated CheckIn Station inside the church building. Parents then proceed to pick up their labels and take their children to their classrooms.

REVIEW: The configuration of this feature was covered in the previous Check-in Class (Must be Enabled in Check-in Mode settings and at least one Check-in Station established to ‘take’ these Check-ins and print labels, and Groups for Individuals must be set to Use for Checkin.

*NOTE: The Checkin icon appears in the tray at the bottom of the app screen after login IF the feature is turned on; and IF someone in the family is in a Group set to “Use for Checkin”.

Tap the CheckIn icon on bottom tray.

Tap the Label Printer Station and tap the first person’s name to checkin.

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Select individual’s Group(s) and edit Badge Note if needed. Tap Done (top right) and repeat process for each person checking in.

When all appropriate individual’s are selected, tap CheckIn button at bottom. If you are within the specified mileage from the church, it will not be grayed out.

*If labels are setup to print with anyone’s selected Group(s) – those labels will print in the designated location and the family can stop by and pick them up and proceed to classroom drop-off.

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Printers & Labels SUMMARY: In a typical setup, when a child is checked in, two labels are printed. One for the child and one for the parent. Both labels have a unique and matching number. The child is marked as present in the group he/she was checked into. A child care worker must manually match the numbers on the labels in order to check the child out. Multiple CheckIn Stations can be run simultaneously. Printers

Supported printers: • Brother QL-700 • Brother QL-710W • Brother QL-720NW • Dymo 450 • Citizen CMP-30BTIU (Bluetooth) (iOS App ONLY) • GoDEX DT4 and DT4x

We recommend one of the wireless Brother printers, since they can also be used with the iOS Checkin app OR with the web based Check-in program. I have also used the older model Brother QL-570 (USB) and the new models QL-810 or QL 810W successfully.

• Tips on Printing Preferences and Printer Properties/Printing Defaults can be found in the Help files under Troubleshooting Help and are specific to printer selected.

• Make sure you have purchased the paper size for your printer that matches the SN label design. It is often NOT the sample roll that comes with the printer.

o Brother DK-2205 (2.4 X 3.93) (Reusable cartridges will save you money) o Godex can be 3X2 or 4X3 (most Zebra compatible labels will work)

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o Dymo LabelWriter 450 - 2.25 inches; paper size is 30857 Badge Label

• Make sure that you have established Paper Size in BOTH Printing preferences and in Printer Properties (Printing Defaults are located on the Advanced tab).

Labels

Labels below printed on the Brother QL-570 printer:

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Label Settings

The number of labels (Child or Guardian) is controlled in several different areas. Understanding how these areas work together is critical. NOTE: Guardian Receipts must be ‘turned on’ in Checkin Mode settings before ANY will print regardless of setting areas listed below. Label Setting Areas

1. Station – Set this area for the MAJORITY need – For example, 1 child label, 1 Guardian Label.

2. Group – Set this area with the EXCEPTIONS to the majority need. For example, Nursery

classes need 2 Child labels (one for bag tag); or older elementary don’t need Guardian Receipts or Volunteer Groups don’t need ANY labels) Screenshot settings are for a Group where leaders checkin and don’t need anything to print.

3. End User – Typically shouldn’t be needed, but will be ignored if there are Group settings

(unless End User chooses 0;0 – that will turn off labels regardless of Group override). Example of need - some families like to print 2 Guardian Receipts so they can ‘divide and conquer’ in picking up multiple children.

Rule of Thumb – Group Settings “WIN” unless End User chooses 0;0

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In the Help Files in ShelbyNext Membership under “Printing Additional Labels”, there is a graphic that summarizes the settings that are involved.

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Visitor Tracking

“To create a full record or not to create a full record” … THAT is the Question!

“To allow your church familes create a record or only allow Check-In attendants to create a record” … THAT is another QUESTION!

Options in Web Launch

• Checkin Mode setting determines the data entry options - Allow New People to be Added? If enabled, select a Group to collect all records created in this way for easy review/correction after the weekend.

• First Time Visitor? Add a family … Enabling the option ADDS a link on main Search

screen. Clicking this launches a full data entry screen allowing an attendant to create a new family in the database.

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• Add a Visitor button (within Family Member selection screen) – This button is always present, regardless of the Setting discussed above. This allows a family that brought a guest to search for and select a child not their own and check them in OR it allows the entry of only a First & Last Name that creates a “placeholder” Visitor record.

NOTE: This button will only allow you to complete Visitor checkin if the Station setting below is DESELECTED. Otherwise you will get a message of no classes available.

Options in iOS App

• Check-In login and Role determine the data entry options more than the “Allow New People … “ setting in Checkin Mode.

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• Add Family button (main Search screen) – This button appears based the Permissions of the login used to launch the App. (Requires Add/Edit Individuals permission)

Entry begins with requesting Parent Name and Contact Info (below left). Click Save. The Family screen appears, allowing access to the Add a Person link where you can then enter the child and proceed to Check them in.

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• Add a Person button (within Family Member selection screen) – When clicked, allows selection of a Existing Person or adding a New Person.

o Selecting Existing Person allows the individual to search the database and select a child not in their family and check them in.

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o Selecting New Person - If Permissions set to Add/Edit Individuals, offers the choice of a Visitor placeholder otherwise, it will create a Full Record. You will also have the opportunity to add this new Full Record to the family and define the relationship to the Primary.

o Selecting New Person - If Permissions not set to Add/Edit Individuals only allows

a Visitor Placeholder to be created.

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Management Features of CheckIn

Options in Web Launch

There are several options in the Web Launch Check-in that are available ‘day of’ for the Checkin attendants. They are accessed by clicking the Check-in button in the bottom right of the Check-in Screen (not visible in Kiosk Mode).

• Search – Allows a search of ONLY ‘checked in’ individuals. Once selected, shows the Profile of person who checked the child in AND if SMS enabled, offers a direct link to text that Parent/Guardian. Click SMS to launch a texting box.

• Contact – Allows you to search and pull up a class and text all parents at once.

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• Status - Runs a Status Report (Web program only) across all Groups and all Stations showing all children checked into each Group.

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Options in iOS App

Tapping the Options link in the bottom left of Check-In App provides several management tools as well.

• Printers - Allows you to search for and select a Printer. • Check-in Stations – Allows you to select a Station configuration to use with App checkin. • Label Queue – Allows access to any queued labels with ability to Print All. • Contact Parents – Allows similar options to the Web Launch Check-in, with ability to

search Groups or People and send a Text Message to either.

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Tapping a class name or a child’s name will launch a screen similar to the one below. If you have SMS enabled on your ShelbyNext site, you will have the ability to easily text Groups or Individuals.

• Lock in Kiosk Mode – This options prevents a user from ‘accidently’ closing the Check-in

App. Credentials are required to Unlock.

• Logout

NOTE: In the bottom right of the Checkin screen there is an Online link. This allows the Check-in Team to switch to Offline usage (cached data) in case of Internet outage. When connectivity is restored the Check-in data from the time offline will sync and update the program.

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Q&A

Class Discussion

Lisa Horn Shelby Consultant

lisa.horn@shelbyinc.com

Lisa began working with Shelby software in 2000 as the database assistant at a large church in Austin, TX. She eventually took on the Shelby training of new and existing staff at that church and its’ associated churches and was project lead for the transition to Shelby Arena ChMS in 2008. During that same year she accepted the role of Shelby Certified Trainer and began serving churches across Texas. She now uses her background and skills with many other ministries across the United States as a Shelby Consultant on all Shelby products: v.5, Arena, and ShelbyNext. Lisa enjoys helping users of Shelby Software grow in confidence and skill as they use technology to strengthen ministry and assisting them to find creative and effective solutions to resource God’s work in their area of influence.