Rock U - Check-In - Schedules

Transcribed Video Content

Check-in only works at the right times and it's up to you what that schedule looks . And this is really important because certain groups and types will be tied to a schedule. So think about usually when you have services or anything that you're tracking check-in for, and let's look at how to set up these schedules in Rock right now. Okay. Let's look at our check-in schedules. So we'll start by heading to admin tools up to check-in, and this is gonna be the hub where you configure a lot of check-in related things, but we're gonna head and click schedules. And that will take us straight to our schedules page. You'll notice there's a couple different categories here and out of the box, we're gonna be using service times. Now you'll typically you you will want to have all of your schedules under one category. But if you have multiple different check-in types that have different service times, then maybe you'll wanna have multiple categories. That'll make it easier for you. But what we have here is our overarching category that comes out of the box with Rock. We've got our schedules added here. You can also see exclusions and you can add exclusions for all of your schedules at once. But I'm gonna talk through what schedules look and what exclusions are. So let's go to one of these examples here, such as Sunday at 10:30AM. And one nice thing right off the bat is if you wanna copy a schedule because there's a few different settings we'll set here. It's very easy. You just click that copy schedule section and it'll help you duplicate this schedule. But some nice things you can see here is first of all, when the next occurrence of this schedule is and say you're confused on how your schedule settings are set up and you're wondering why a service time isn't showing up when you're trying to do check-in, it's nice to come here and see what it says for next occurrence. Maybe there's something a schedule exclusion or something you did in the schedule builder that's led you to be confused. I'll show you how to set up a schedule though that makes sense for you. Then the category, we're under the service times category, then check-in starts and ends. I'll show you how to configure that now. So let's click edit, and you can see the name right here. It's really important or nice to pick a name that makes complete sense to you because this is the actual schedule you'll see pop up for check-in. So if you say weekend schedule two, for example, rather than a specific day and time, it will likely confuse you or other people that are actually administering check ins. So make sure to make this clear. Then active is important and public. You might have some internal schedules that you don't need to show on the kiosk. Basically, it shows when viewed by individuals outside of the organization if you have public set here. If you don't have it set here, then you won't see this schedule. Then you can pick whether this schedule is currently active or not. We're gonna say yes here. Then some important settings. So enable check-in. Now we have this check-in schedule going at 10:30AM on Sunday, basically every Sunday. And if we want this to be available for check-in on the kiosk, for example, before the actual time that check-in starts, we can pick how long before we want it to be available. Then you can also pick how long after the event or after the start you want this to be available. And there's a caveat to this number right here, I'll mention that in just a second. But also you can pick a different category here if you wanna switch the category. Also, you can pick if you want to inactivate the schedule when complete. Now what that means is well, I'll explain that in just a moment. Let's click edit schedule. So the schedule builder is really nice. You can set up some really complex schedules because we know sometimes it's not as simple as having one recurring schedule where the same thing happens every week. And generally, you you'll end up using a recurring schedule, but maybe there are some where you wanna do a one time schedule. Now some important things here. You can pick the start date and time, then the duration. And this is how long you want the actual event to last. So let's say we picked one hour as the duration and let's head out. Let's say we picked closed check-in thirty minutes after start, then actually the smaller number is gonna win out. So if we say the event's an hour long, but we want this to or we want check-in to close thirty minutes after the start, then check-in will close thirty minutes after the start since that's the smaller number. Now you can also pick different occurrence patterns, you can pick specific dates and just add them manually or you can say weekly on a certain day. That's probably what you're gonna end up doing. You can even say monthly on a certain day and you can get very, very specific with how this schedule looks. You can even set an end state for the schedule, but in this case, we're not gonna set an end state. Then when you're done, you'll click okay. Now this inactivate schedule when complete is a setting where if you have an end state on your schedule, then you won't need to worry about clicking this active button at the end of it. It'll just automatically make this schedule inactive for you. So that can be really helpful. Then this preview is really nice if you just wanna see the iCalendar content that will pop up for this schedule. When you're done with that, click save and there you go. You've got your first schedule. Great. Now your schedule is running. Check-in will open and close on the right schedule now without you having to do anything and people will only be able to check-in for the things that are active at the time. So it's really nice to have your schedule all ready and set. Thanks for doing this and have a great day.