VBS Event Day Check-In

The Event Day check-in page is your command center while VBS is happening. Use it to see who is expected, who is currently on site, who has already been picked up, and which children need extra attention because of allergies or special notes.

Open the Event Day Board

From your admin dashboard, open the VBS event and go to the Event Day section of the VBS admin sidebar. The page title is Check-Ins, with the current VBS day shown above it when the event has a start date.

Status Columns

The board uses three columns so your team can read the room quickly:

• Expected - Registered children who have not arrived for the selected day.
• On Site - Children who are currently checked in and have not been checked out.
• Departed - Children who were picked up on the selected day.

On larger screens, the header also shows count summaries for expected, on site, departed, and total children checked in today. On mobile, the same information is condensed into a smaller event-day summary.

Dates, Search, and Groups

Use the date controls to move between VBS days. The left and right arrows step one day at a time, and the Today button appears when you are viewing another date. If the event already has check-in records, the date picker also lets you jump directly to a day that has activity.

The search bar filters all three columns at once. Search by guardian, child, or family name. If your VBS has groups, use the Group filter to show only one group, only unassigned children, or all groups.

Morning Drop-Off

Most families should start in the Expected column. Each card shows the guardian, the children still expected, their ages, group assignments, and any allergy indicator.

QR Code Self-Service

Click QR Code to open the event check-in code. The dialog includes a scannable QR code, a copyable check-in link, and a download button for printing the code.

• Print and display the QR code at the event entrance.
• Include the check-in link in reminder emails or texts.
• Guardians must be logged in before they can complete self-service check-in.

Walk-Ups and Extra Children

Event day almost always brings exceptions: a family arrives without registering, a sibling comes along, or a child record needs to be created quickly. Use these paths instead of trying to work around the board.

Use Quick Add for Walk-Up Families

Click Quick Add to register a family from the check-in page. Enter the family name, guardian first and last name, optional phone or email, and each child's name. For every child, enter either a grade or date of birth. You can also add allergy information during this step.

If possible matches are found, review the suggested family or child records before confirming. After the family is registered, refresh the board if needed, then check them in from the Expected column.

Add Siblings to an Active Check-In

If a family is already in the On Site column and the guardian brought another child from the same family, open the card menu and choose Add kids to check-in. Select the sibling who came along and confirm. The system adds that child to the registration and checks them into the same event day.

Allergies, Notes, and Labels

Safety information is visible directly on the event-day cards. If any child on a card has allergies or special notes, the card shows an ALLERGY badge. Individual child rows also show an alert icon next to the child's name when allergy or note details are present.

Open the card menu and choose View Details to see the full child names, ages, group assignments, allergies, and special notes. Choose Print Label to print labels for the children on that card using the event's label configuration.

During the Day

Use the On Site column as the live list of children currently in your care. Each card shows the guardian, family name when available, checked-in children, group assignments, and the time the card first moved on site.

Undo a Mistaken Check-In

If a child was checked in by mistake, open the On Site card menu and choose Undo check-in. Select the specific child or children to undo, then confirm. The selected records are removed and those children move back to Expected.

Pick-Up and Check-Out

When a guardian comes to pick up children, start from the On Site card. Click Check Out to open the secure check-out page for that family.

Common Event-Day Questions

A family is not showing up

• Clear the search box and group filter.
• Confirm you are viewing the correct date.
• Check whether the child is already in On Site or Departed.
• If the family never registered, use Quick Add.

A child was checked in under the wrong family or wrong day

If the child is still On Site, use Undo check-in for that child, then check them in correctly. If the child is already Departed, keep the pickup record intact and ask an event admin to review the family record after the immediate pickup rush is over.

A guardian says they already checked in

Search the board by guardian, family, and child name. If the child is in On Site, they are currently checked in. If the child is in Departed, they have already been picked up for the selected day. If the child is still Expected, complete check-in from that card.

The QR code is not working for a guardian

Confirm they scanned the event's check-in QR code and are logged in. If they cannot finish self-service check-in, an admin can check in the family from the Expected card.

Permissions

Viewing the event-day board requires event access, usually events.view or assignment as an event organizer. To make day-of changes, including check in, check out, Quick Add, Add kids to check-in, Undo check-in, and label printing, admins need edit access to the event, usually events.edit or organizer access. Users with childcare view access may be able to review the board without editing it, depending on your organization's role setup.