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
This email is not a collection check
The summary email does not list children who were checked in but never checked out, and it can’t: the totals it reports count checked-in and checked-out people together. Don’t use it to confirm that every child went home with the right person. Do that at the kiosk, at the time, while families are still in front of you.
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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.
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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.
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Inside you’ll find the overview figures (how many were registered and how many were checked in), a people who were missing block with absence totals and a follow-up list, any incidents recorded during the session, any new guest registrations waiting to be approved and processed into proper records, and any temporary guests that were deleted.
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The follow-up list is the clever one: it flags 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.
Why you want it
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The safeguarding half: a written record, every week, of who was registered, who attended and what was recorded, which is the paper trail you want to have and hope never to need. Incidents logged at the kiosk arrive here rather than living only on a device.
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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.
Good to know
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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.
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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.
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Pick recipients who will actually act: an email to a shared inbox nobody owns is a warning nobody heard.
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