The check-in summary email (and why you want it)

When each group’s check-in closes, an email lands with everything a leader needs to act on. It’s easy to dismiss as admin noise; it’s actually one of the most pastorally useful emails your church receives, so it’s worth setting the recipients deliberately.

Setting it up, and what’s in it

1. The recipients are set per check-in profile, in its notifications section. The usual pattern: each group’s leader gets their own group’s email, copied to your children’s worker.
2. The email is sent automatically when that group’s check-in closes, at the close time or when someone closes it manually. One check-in per group, one email per group.
3. Inside: any new guest registrations that need processing into proper records, so visitors don’t evaporate; anyone not checked out by the close, if check-out is enabled, which is your prompt to confirm every child actually went home with the right person; and the non-attendance warnings.
4. The non-attendance warning is the clever one: it lists anyone who has attended at least once in the event series but has missed the last few in a row. The threshold is set on the profile, two consecutive misses by default.

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Why you want it

1. The safeguarding half: a written record, every week, of who was in, who was out, and who was never collected, closing the loop the audit trail opens.
2. The pastoral half: “Maisie hasn’t been for three weeks” is exactly the sentence a children’s team should hear early. Is everything alright at home? At school? A family drifting away is easiest to reach in week three, not month three, and this email is the automatic radar that spots them without anyone keeping a tally.

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Good to know

• Guest registrations flagged in the email deserve prompt attention: check the family is set up properly, details are complete, and one-off visitors were handled as one-offs; the groundwork in getting your data ready applies to newcomers too.
• The numbers behind the email are just your attendance records, so anything it flags can be explored properly with the reports in how check-in feeds your attendance records.
• Pick recipients who will actually act: an email to a shared inbox nobody owns is a warning nobody heard.