Configuring Rooms for Check-In Suite

Check-In Suite utilizes Rooms in MinistryPlatform to enhance the check-in process and functionality Kiosk and/or Classroom Manager. Each Room Reservation has fields specific to Check-In Suite that must be set correctly in order for a Room to display in the Check-In Suite.

Room Fields Related to Check-In Suite

  • Maximum Capacity: The capacity of this room; how many people it can safely accommodate. Reported on against actual attendance in the Group Room Overview section of the Admin Console. Note: Max Capacity is designed to be used with Balance Priority (see below). Rooms over capacity without another Room configured for balancing do not "close" and thus would go "over" capacity.
  • Print Server: The print server mapped to this Room. These mappings are managed in the Printer Mappings section of the Admin Console.
  • Printer Name: The printer name mapped to this Room. These mappings are managed in the Printer Mappings section of the Admin Console.

Room Reservation Fields Related to Check-In Suite

  • Group: The Group using the Room.
  • Default Group Room: Deprecated field. Replaced by Balance Priority field.
  • Balance Priority: For balancing Participants between Rooms:
    • For one Group using one Room, simply set both Room Reservations as 0.
    • For multiple Groups sharing the same Room, simply set both Room Reservations as 0.
    • For one Group assigned to multiple Rooms:
      • Fill one completely, then fill other: set first Room Reservation to 0, then other to 1.
      • Fill evenly, back and forth: set both Room Reservations as 0.

Example: Room 1 and Room 2 have balance priority set to 0 and Room 3 has a balance priority set to 1.  Check-in will alternate back-and-forth to distribute the attendees evenly between Room 1 and Room 2.  Once both rooms are filled to capacity, Check-in will overflow any remaining attendees to Room 3.

Note: Balancing is per check in so that friends and family can stay together even if it overflows the Room. So, if you have a Group set to fill two Rooms evenly and a family checks in their son and daughter who are in the same Group at the same time, they will be assigned to the same Room.

Configuring Rooms

From the Platform, create Rooms with the correct specifications.

  • Ensure that the Rooms used for an Event are present in the Platform.
  • Ensure the Rooms have Room Reservation records for the Events:
    1. Open an Event record in MinistryPlatform.
    2. On the Rooms & Groups sub-page, click New.
    3. Choose the Room.
    4. Choose the Group.
    5. Set any other optional values.
    6. Click Save.
  • Ensure any Room Reservation records include a specified Group.
Tip: Create your first Event of the series and add all your Rooms & Groups on the Rooms & Groups sub-page. Then, copy your Event for the desired recurrence making sure to also copy the Rooms & Group sub-page.
Event Rooms and Groups Tool
Note: If you do not currently use the Room Reservation functionality of MinistryPlatform, you still must create Rooms and Room Reservations in order to use Check-In Suite. Although we encourage you to leverage the Rooms features to their fullest to get the most benefit, if needed, simply create a Room called "Check-In Suite"

Last Modified: 7/5/2019

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