This page outlines how Child Check-In works for Children’s ministry leaders in ChurchSuite.
Introduction
To support our growing church and strengthen our safeguarding practices, we’re introducing the ChurchSuite Check-In system for all children’s groups. This digital tool replaces our paper registers and provides a centralised, secure way to manage attendance, record key notes, and access essential child information during Sunday and midweek sessions.
Key reasons for change
As our church grows, it’s vital that we mature our processes to ensure safety, efficiency, and compliance across all our children’s ministries. That’s why we’re moving to the ChurchSuite Check-In system—a digital tool designed to make registering children for sessions safer and more streamlined.
This new system allows us to:
✅ Improve safeguarding by keeping accurate records of who was present, including visitors.
✅ Ensure access to up-to-date emergency and medical information during sessions.
✅ Maintain GDPR compliance, with secure, centralized data handling and clear retention policies.
✅ Support staff, leaders and volunteers by reducing admin burden and giving them tools to manage sessions efficiently, all from a mobile app or browser.
Rather than managing scattered spreadsheets and paper registers, ChurchSuite brings everything into one place—helping us protect our children, serve families better, and steward our resources wisely.
How it Works
- Log In via App or Browser
Access the ChurchSuite Check-In via mobile app or browser using a personal login. You’ll be assigned an account and password by the admin team.
ℹ️ This part of ChurchSuite uses a different login from My ChurchSuite (used for rotas, updating your details). Likely it will be your same email address, but you will need to setup a password. - Start a Session
Before children arrive, open the app and select the correct session and group (e.g., Explorers, Pioneers). If no session exists yet, you can create one from a template. - Check Children In
As children arrive, simply tap their names and register them. If a visitor arrives, you can enter their details or use a printed visitor form to input later. - Add Notes & Check Out
After the session, use the admin area to:
– Add session notes (or log “no notes”).
– Record early departures or incidents.
– Add team members who were present. - Access Emergency Info
Click on a child’s name to view any medical needs or consent info, so you’re prepared in case of emergency.
Download these key points here: Check-In-Cheatsheet.pdf
Check-In App
Links to download the App are below:
- iOS (Apple): App Store
- Android: Play Store
Device Settings
When you access a session, you will be prompted to set device settings for the duration of this session.
Here are the recommended settings:
- Register Mode (not kiosk)
- Empty Groups – Admin only, leave as default
- Group lock – set to the group you are running today
- Admin Pin –
- Ministry Leader – Disabled
- All others – Enabled
Rollout Plan
To ensure a smooth transition:
- We’re starting a gradual rollout over the summer using known children to help leaders get familiar with the system.
- Full adoption is planned for September, when children will move up to their new groups.
- Paper registers will remain available during the transition as a backup.
Helpful Notes
- You don’t need a laptop – the app works on phones and tablets.
- Internet access is available at church. We’ll help you connect and troubleshoot. Leaders don’t need to use their own data – church Wi-Fi is supported.
- Printed cheat sheets and demo support are available on request.
Frequently Asked Questions
Q: Do I need a laptop to use the check-in system?
A: No. You can log in via the mobile app or browser on your phone or tablet.
Q: Will I be given login details?
A: Yes. You will receive your username and password by email, which you can change later.
Q: Can I use the app and the browser?
A: Yes. Both work interchangeably, but your login must be for the Check-In system backend.
Q: What if the Wi-Fi doesn’t work?
A: Write details of the session on paper and give it to Mark or Aneta afterwards for updating the system.
Q: How do we register visitors?
A: Ask the parent to complete a visitor form. Enter the info after the session and destroy the form securely.
Q: What if the group doesn’t see parents (e.g. Pioneers)?
A: We’re working on a consistent process—possibly an announcement during the service for first-time visitors to check in with a parent.
Q: Can I check children back in if they leave and return?
A: Yes. You can check them out and back in, or add a note explaining the situation.
Q: Will I have access to all children’s data?
A: No. You will only see children in your session, and only emergency-relevant information (e.g. allergies, medical info).
Q: Can I delegate check-in to a helper?
A: Yes. Leaders may assign team members to handle registration, freeing them up to focus on leading the session.
Q: Will there be training or support?
A: Yes! One-to-one sessions are available, and you’ll receive slides and guides to help you get started.
