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Events

 

Check-In Suite utilizes Events in MinistryPlatform as the basis for a Check-In Kiosk and/or Classroom Manager sessions. Each Event has fields specific to Check-In Suite that must be set correctly in order for an Event to display.

Event Fields Related to Check-In Suite
  • Allow Check‐In: If Yes, Check-In Suite is enabled for the Event. 
  • Ignore Program Groups: Deprecated. Check-In Suite no longer uses Program Groups.
  • Prohibit Guests: Deprecated. Check-In Suite no longer uses Program Groups. To prohibit guests in Check-In Suite use the Search Results setting.
  • Early Check‐In Period: The number of minutes before the start of an Event when individuals can begin to check-in to an event. If left blank, the default reigns (60 minutes). Check-in can be set to begin 24 hours (1,440 minutes) prior to the start of an Event.
  • Late Check‐In Period: The number of minutes after the Event's Start Time when individuals can continue to check-in to an event. If left blank, the default reigns (30 minutes). Unattended Mode honors this value, but Attended does not.
  • Search Results: Dictates how Expected Participants and Guests display in search results in Check-In Kiosk, and enables/disables allowing Guests to check in.
  • Congregation: Dictates which events will show with the congregation filter applied.
Note about time zones: All kiosk searches for events, participants, and group start/end times are done in the local time of the kiosk. When creating check-in events, you should enter the actual, correct time according to your Domain time zone. For example, if you're in the Central time zone and add an event for 11:00 AM in your system, it will show up as 12:00 PM on a kiosk that is set to the Eastern time zone.
Configuring Events

From the Platform, create Events with the correct dates and times and/or review and modify existing Events:

  • Add any Rooms & Groups to the Event that leverage Check In Kiosk and/or Classroom Manager on the Rooms & Groups sub-page.
  • Ensure the Events have Allow Check-in set to Yes.
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.

Need to update your Rooms & Groups, but your Event Series is already created? Use the Event Rooms and Groups Tool to update Rooms & Groups across the entire series.
Adding Participants

There are several methods for adding Event Participants to Events in Check-In Suite. This can be done automatically at the time of the event via Check-In Kiosk, or manually by posting attendance via a variety of other MinistryPlatform tools and applications. For more information, visit the articles listed below.

Sample Event Settings

The Event settings related to Check-In Suite can be configured to support a variety of Events. 

Note: The Group each Participant belongs to (not the Event) determines their room, and what name tags are needed. See Group Configuration for details.

Weekly Programs

  • Description: Includes Sunday Services. Most Participants are in Groups to facilitate recurring Check-In Kiosk sessions.
  • Event Settings:
    • Allow Check-In: Yes
    • Search Results: Allow Guests (Show Everyone); Allow Expected Only (Show Everyone); Allow Expected Only (Show Expected Only) depending on approach
    • On the Rooms & Groups sub-page of the Event, add the Rooms and Groups you want to allow check-in for

Drop-In Events

  • Description: All active Participants in MinistryPlatform are able to check-in.
  • Event Settings:
    • Allow Check-In: Yes
    • Search Results: Allow Guests (Show Everyone)
    • Late Check-In Period: If desired, you can set a long late Check-In Period if the Event is one in which people come and go throughout the Event period (e.g., an open house). 

RSVP Events

  • Description: Only pre-registered individuals (already have an Event Participant record) can check-in at a workstation in unattended mode.
  • Event Settings:
    • Allow Check-In: Yes
    • Search Results: Allow Expected Only (Show Everyone); Allow Expected Only (Show Expected Only) depending on approach

Ongoing Events

  • Description: Daily Events like "office guest" can be created. The goal is to know someone came and to give them a name tag.
  • Event Settings:
    • Allow Check-In: Yes
    • Search Results: Allow Guests (Show Everyone)
    • Late Check-In Period: If desired, you can set a long late Check-In Period if the Event is one in which people come and go throughout the Event period (e.g., an open house).

Volunteer Check-In Events

  • Description: Individuals check-in based upon their ministry team and role in a specific Event.
  • Event Settings:
    • Allow Check-In: Yes
    • Search Results: Allow Expected Only (Show Everyone); Allow Expected Only (Show Expected Only) depending on approach
    • Setup each Group Participant with the appropriate Group Role.
    • On the Rooms & Groups sub-page of the Event, add the Rooms and Groups you want to allow check-in for.