Rock U - Check-In - Types and Groups

Transcribed Video Content

Before someone checks in in Rock, Rock needs to know where they're checking into or what they're checking into. Using types, we can configure an overarching category that lets us know what kind of check-in this is, such as weekly check-in. Then using groups, we can have the actual rooms or programs that people are going to be joining. Let's look into how to set these up right now. Let's look at areas and groups. So to find that, we're gonna go to admin tools, then we will go up to check-in. And this is sort of a central hub where we do a lot of configuration for check-in. So find the configuration that you want to edit the areas and groups for, then we'll click on this areas and groups icon. And you'll see quite a few areas just come up immediately here. And these come out of the box for Rock, and you can easily add new areas if you'd . You can also easily add groups, but a lot of these will look how your church already functions or your organization. And these are really well set up. A lot of thought have been put into what settings go where and what groups are under each area, but feel free to edit these if your organization has different needs. You can also easily do some settings here such as showing inactive groups or disabling auto collapse. Then in terms of filters, you can actually really easily filter which areas you wanna show here and even by which campus you wanna show areas. Now let's look into some of the settings. So if we click on an actual area, one pretty simple thing here is just pick a name that makes sense as you and people who administer check-in will see this pretty often, should be intuitive. So we've picked a nice name here. Also, can pick whether you want to prevent concurrent check-in, and that means if a person already has an attendance record for the same scheduled service because these areas and groups come up on a schedule, then you won't be allowed to check into that group again. And it depends whether or not you wanna turn this on, just think through whether that makes sense for your organization. Then we have a couple more settings on the actual area. We can pick the check-in setup type we wanna inherit from. And these change the way check-in happens for this area. There's many different ones just normal check-in, no check-in type. You can have people do check-in by ability level. And usually that's what you end up leaning towards when you're doing check-in for younger years. There's also check-in by age. So you can pick your age and that will determine which groups that you're looking at. And you can even do check-in by data view or by grade. So this is really tailored it can be tailored towards your organization and what check-in makes sense for you. Now we're gonna keep it at ability level here. And if you pick ability level, age, or grade, you'll have this other setting, location selection strategy. So if it says ask, that means as someone is doing check-in at a kiosk, they'll get to pick which location they want to check-in their child for in this case, or you can do load balance. And load balance means as people are added to these different groups that have their own locations, then the locations will start filling up. And we can pick whether we want them to pick the location or whether we want to use this sort of algorithm that makes sure that each location gets filled equally. And it's also tailored so that people in the same family, such as twins, for example, won't get split up. We try to prefer having them in the same location, but this is nice if you wanna make sure certain locations don't get filled up too fast. You can even pick fill in order. So instead of balancing the load, you will just be put in the first location available. And once that location is filled, it'll move to the next location. Once that is filled, the next location will be available to be selected. We'll leave it on ask though. That's pretty common. Then group membership requirement. So these are groups, of course, and we can pick whether we want to have no requirement when you're checking in and you aren't added to a group under the hood in Rock. Or what we can do is when someone checks into a group, they're actually added to that group in Rock, or we can say already enrolled in group, and when people are picking the groups for check-in, for a child, for example, either you can make it where they can only be in a group that they are already enrolled in or we prefer enrolled groups. So you don't have to be enrolled, but we're only gonna show you the groups that you're enrolled in and we'll hide the other ones. But I'm gonna leave this at none. Then we have more documentation and videos on printing, how that works, but you can pick different things which labels are available here and which printer to print to, and you can pick between check-in labels or even classic check-in labels, then you can easily add a new one. But let's save this and we're gonna move on to the group. So the group, again, you wanna pick a really intuitive, nice name. You can pick whether this one is active and selectable. You can also pick whether this is a special needs group, and we have documentation that covers what this means. You can do really helpful things , for example, you can hide groups for people that don't have special needs, And that allows us to leave locations available for people in your church that have those special needs. Then moving on, we have check-in filters, and this is where you really pick who can actually check-in for this group. And you can do that by selecting an age range and just note that you can actually add decimals here. So we could say at the age of 3.5, that's the top limit for our age range. You can also do a birth date range, so you can pick specific days that a person must be between in their birth date to be able to get into this group. You can also pick ability levels, which we have documentation on how to set these up and what these mean in Rock. Then birth month ranges. You can also pick a gender so that you can have groups that are specific to a gender, then you can easily configure names locations that are available here. So we mentioned those location strategies earlier. In this case, we only have one location, so most of those load balancing wouldn't come into play, but you can even add overflow locations so that if all your locations get filled up, you can easily move people to another location, which is an overflow location here. Let's save this. I briefly wanna cover one more thing. If we head back to check-in and click on the schedule builder, this is how we pick what schedules certain groups are available for. So we might have certain rooms, locations that we don't wanna be available during certain times. You can easily remove times from the schedule here. You can also filter what you're looking at by schedule category, parent location, and then easily here you can pair things down by campus and the kinds of areas. You can do a quick search too, so it's easy to know which groups and locations are available at what times. Check-in types and groups are what turn a room full of people into valuable attendance data. So spend some time setting this up, really think through it because this is a setup you'll probably be using for years to come and you wanna get it right. Thanks for watching this video and have a great day.