LII Attendance - Check-in: Nursery Security (2-35)

Logos II’s Attendance > Check-In routine makes it easy to set up controls to verify that only an authorized person picks up a child. The check-in process may be done as self-check or at a staffed terminal, and the pickup-process requires confirmation that the person is authorized to pick up a particular child. You may use either of two approaches in your check-in operations:

Option 1 – Print Dymo Name Tags at Check In:
This option uses one or more Dymo LabelWriters to print one or more name tags (and an optional parent receipt) as each child is marked present. This allows printing a family security code, selected current data from a child’s record (e.g., allergy info, etc.) and customizing name tags for each group.

Setup

  1. Purchase one or more Dymo LabelWriter 450 printers and install the Dymo Label software and printer on each workstation that will be used at a Check-In Kiosk/Desk. (Each check-in terminal should have its own printer. If two terminals are next to each other, they may be able to share a printer, but this could slow down the check-in process.)
  2. In Logos II, open Preferences > Attendance. In the Default Attendance Code field, enter a single letter or number (e.g., “P”) to indicate that a person was marked present. (This code will be overwritten if, in Step 6 below, the Define Sessions feature is used for different sessions for a group.) You may also mark other options, such as Use Touch Screen monitors, and also set a default caption (title) and/or graphic that you want to display in the Check-In routine. The defaults can be changed at any workstation.
  3. Select the Attendance Dymo Printer tab and click the Define Printer button. In the Printer Setup window, select your Dymo LabelWriter and click OK. You can mark the Exclude Teachers check box to not print name tags for Teacher when they check in. You may also set the automated Sequence # that prints on name tags as the Pager #.
  4. Select the Manage Groups button and create a Group record for each “class” that children attend. Mark the Show in Attendance Check-In check box for each group for which you plan to use the Check In routine. Be sure the Day of Week field is defined to show when each group actually meets. (The Check-In routine only accesses groups that are meeting on the current day and that are marked to Show in Attendance Check-In.)
  5. If you offer multiple sessions for a group and want to track which session children attend, select the Define Sessions button to identify the sessions and the Attendance Codes (e.g., 1=1st Session, 2=2nd Session, A=Both Sessions, etc.) for each one.
  6. Select the Dymo Label tab to define the name tag labels for the current group. See Page 4 for details on defining labels.

7.  Use the Update Attendance routine to enroll children in the appropriate classes.

8.  If using bar-coded key tags manufactured with data (up to 12 digits) other than the Logos II ID Numbers, scan the barcodes into the Key Tag field on the Family tab in Manage People.

Operating Check-In

 1. Before people arrive for the session, have one or more computer terminals with access to Logos II positioned at “check-in” kiosks, counters or tables. Open Logos II at each workstation with a different Username and Password if you want any Options (Step #2) to vary at different locations. Be sure the active date on the title bar displays for the Day of Week defined for the groups that will be checking in.

NOTE: Once the Check-In routine is open, access to all other areas of the program is blocked.

2. Open the Check-In routine and mark Options for this check-in terminal:

  • Allow Adding/Enrolling New Persons – Mark this check box to add buttons to the Family Check-In screen that allow new persons to be added to the database and enrolled in groups. If not marked, only persons already enrolled can be checked in here. (Many churches
  • designate a specific terminal for “Guest Registration”, making sure it is staffed by someone who is trained in welcoming new visitors. This also keeps the check-in process at the other terminal(s) from being slowed down.)
  • Allow Access Only to Selected Groups – Mark this check box if you want to select from the list of groups the ones you want to check in at this terminal.
    Allow only Scanning of barcodes – Mark this check box if you want this terminal to only accept scanning of barcodes with Key Tag (Family tab) or ID Number data.
  • Print Parent Receipt – Mark this check box if you want to print Parent Receipts as well as child name tags at this terminal. (See page 4 when setting up Parent Receipts.)
  • Activate Reprint Feature – Mark this check box at a staffed terminal to allow reprinting name tag labels for a person who has checked in and a printer issue occurred.
  • Check-In Caption – Accept or change the default title to welcome those checking in.
  • Check-In Graphic – You can accept or change the image that displays. To locate a different image, click the Browse  button.
  • Close – Note the code (QZXW) to type in the Name/Phone entry field when finished.
  • Finish – Click this button to apply the selected options to the Check-In routine.

3. As a child arrives, enter either the Family or Individual Last Name or the last four digits of the Home Phone or Cell Phone. (If set to Use Touch Screen, buttons below the empty list open either a Keyboard Pad or Number Pad on which to make the desired entry. Also, you can scan a bar-coded ID card or key tag.)

  • If entering a name or phone number, Names and Addresses appear for any families that match the data entered. Touch or highlight the correct family name and then either press the Enter key or the Select button to open the Welcome Family screen.
  • If scanning barcodes, the routine jumps directly to the Welcome Family screen.

4. The Welcome Family screen shows each family member who is enrolled in a group that can check in at this terminal.

a. Mark the check box in front of each group being attended.

b. If Sessions are defined, also mark the option button for the appropriate session, otherwise the person is checked in for the first session listed.

c. You can enter an alpha-numeric Pager code (up to 10 characters) that will print on the Name Tag label if the label format was defined to do so. An entry made here is not retained for subsequent weeks. If an entry has been made in the Fam. Pager field on the Family tab of this family’s profile, it will display here automatically and is retained until changed in the Manage People routine.

d. Press the Enter key or select the Check In button to record attendance as noted and print the name tags as defined (page 4).

5. Attach a name tag to the child to and/or his or her diaper bag or other belongings. Give a matching name tag or a Parent Receipt to the parent or other person who brought the child.

6. When parents come to pick up the child, check the child’s name tag with the one issued to the parents.

A Child Check-Out report can be printed during the session (Attendance > Reports > Rosters) and used to have parents sign when they pick up their child.

7. To close the Check-In window, type QZXW in the Name field and press Enter or View.
Pages 4-6 provide information on defining Dymo Label Format Templates.

 Check-In Tip:

 If a child is incorrectly marked present, the Check-In routine cannot unmark that entry. (If sessions are defined, the Reprint feature lets you re-open the child’s record and select a different option button to update the Attendance Code.) In order to clear an Attendance Code, use the Update Attendance routine, select the correct date and group, and then enter a Period (.) in the Code cell to replace the incorrect code. You can either do this after people have finished checking in (to avoid slowing down the process while making a correction), or open Logos II twice, with one copy open to Attendance Check-In and the other copy to Update Attendance. Use Alt+Tab to move between them.

Option 2 – Permanent Bar-Coded Name Tags:
This option uses name tag labels printed ahead of time and laminated as ID cards, key tags, etc.

 Setup

 Follow Setup Steps 1-5 and Step 7 under Option 1 to set up your groups. You can skip Step 5 as you will be using permanent name tags instead of printing Dymo Label tags. And with permanent name tags, there is no need to purchase bar-coded key tags. See Step 2 below.
You have two options for generating your bar-coded name tags:

1. Print Your Own – Use the Attendance > Reports > Labels routine and select the Name Tag with Barcode option. On the final Output Destination screen, select the Label Setup button to choose the Avery #5095 or #5395 setting to fit the routine’s 1 ½” x 3 3/8” layout. Print and then laminate two or more sets of labels so that you have replacements in case some are lost or misplaced. (You may also apply name tag labels to name tag holders.) Place each child’s tag in a suitable rack or distribute them to families for repeated use.

2. Purchase from Supplier – Many companies print laminated bar-coded name tags. You provide a list of the names and they print the name tags. To scan such name tags in the Check-In routine, the barcode data can be any alpha/numeric combination up to twelve characters and the barcode must be scanned into the Key Tag field on the Family tab in the Manage People routine.

Operating Check-In

1. Before people arrive for the session, have one or more computer terminals with access to Logos II positioned at “check-in” kiosks, counters or tables. Open Logos II at each workstation with a different Username and Password if you want any Options (Step #2) to vary at different locations. Be sure the active date on the title bar displays for the Day of Week defined for the groups that will be checking in. NOTE: Once the Check-In routine is open, access to all other areas of the program is blocked.

2. Open the Check-In routine and mark Options for this check-in terminal:

  • Allow Adding/Enrolling New Persons – Mark this check box to add buttons to the Family Check-In screen that allow new persons to be added to the database and enrolled in groups. If not marked, only persons already enrolled can be checked in here. (Many churches designate a specific terminal for “Guest Registration”, making sure it is staffed by someone who is trained in welcoming new visitors. This also keeps the check-in process at the other terminal(s) from being slowed down.)
    Allow Access Only to Selected Groups – Mark this check box if you want to select from the list of groups the ones you want to check in at this terminal.
  • Allow only Scanning of barcodes – Mark this check box if you want this terminal to only accept scanning of barcodes with Key Tag (Family tab) or ID Number data.
  • Print Parent Receipt – This option is not needed when using permanent name tags.
  • Activate Reprint Feature – This option is not needed with permanent name tags.
  • Check-In Caption – Accept or change the default title to welcome those checking in.
  • Check-In Graphic – You can accept or change the image that displays. To locate a different image, click the Browse button.
  • Close – Note the code (QZXW) to type in the Name/Phone entry field when finished.
  • Finish – Click this button to apply the selected options to the Check-In routine.

3. As a child arrives, scan the barcode on his or her name tag. If a child does not have a name tag, enter either the Last Name or the last four digits of the Home Phone or Cell Phone if this terminal is set to allow it. If not, direct the person to another terminal.

4. The Welcome Family screen shows each family member who is enrolled in a group that can check in at this terminal. Mark the check box in front of each group being attended. If Sessions are defined, also mark the option button for the appropriate session, otherwise the person is checked in for the first session listed. Press the Enter key or select the Check In button to record attendance as noted.

5. Attach one of the permanent name tags to the child and/or to his or her diaper bag. The parent retains the name tag used to scan the child’s information.

6. When the parents come to pick up the child, check the child’s name tag with the one issued to the parents. A Child Check-Out report can be printed during the session (Attendance Reports > Rosters) and used to have parents sign when they pick up their child.
Install/Define Dymo Printers

  • Connect a Dymo LabelWriter 450 printer to each workstation being used for check-in.
  • Install the accompanying Dymo software on each workstation.
  • Define the printer on each workstation by opening Control Panel and choosing Printers.
  1. Right-click on the DYMO LabelWriter, select Properties from the menu and then select the Printer Properties button.
  2. Set Orientation to Landscape and select the Advanced button.
  3. In the Paper Size list box, select 30256 Shipping, then press OK to close. If you are printing to a different label, select it from the list. You will then need to modify the default layouts when setting the label definitions (below).

Logos II Dymo Label Definitions

Use the Dymo Label tab in the Define Groups routine to configure the labels that will print when persons are marked present in the specified groups. The group that is highlighted in the Define Groups
list will be linked to the label definition(s) you select. Each group can have its own label definition or the same Label definition can be applied to multiple groups. The default layouts are designed for use with the Dymo Shipping Label (# 30256).

1. Select Dymo Printer — Make sure the printer that you are using appears in the Printer field.

2. Select Dymo Label – Select this button to open the window in which to define one or more label formats. Until one or more labels are defined, this grid is empty.

3. New – Select this button and an alert asks if you want to “Create a Parent Receipt”
label. Select Yes to open the Microsoft Report Designer window showing the default Parent Receipt. The receipt prints the current date and a family security code that matches the code on the child’s name tag(s). This code also prints on the Child Check-Out roster that can be used when parents pick up their child. This label is divided into two sections, allowing it to be cut and given to both parents. You can change, delete or add items, if
desired.

 

 

NOTE: For instructions in editing label formats, see Edit Dymo Label in Report Designer in the Logos II Help file. If using a label other than Dymo #30256, you will need to adjust the Width (File menu > Page Setup) and Height (Drag the Detail band up or down) accordingly. The size of the label format must be somewhat smaller than the physical labels.

4. Save – In order to save this label as a defined format, some change must be made. For now, click on one item and use your Arrow keys to move it up and then back to its original position. Then pull down the File menu and select Close. Answer Yes to the prompt that asks if you want to save DYMOLABEL_99. In the Report Description window that opens, type “Parent Receipt” in the Description field and click OK to return to the Select Dymo Labels window.

 

 

5. New – Select this button again to define the first Name Tag. A prompt asks if you want to create the new label based on DYMOLABEL_99.LBX. Do not mark the check box, but select OK to open the sample name tag (DYMYLABEL_1.LBX). This default label prints:

 First and Last Name

 Parent Names

 Family Security Code (“sequence”)

 Today’s Date

 Attendance Level1 Group

 Attendance Class

 Health Info (field1 is defined to print Health)

NOTE: For instructions in editing label formats, see Edit Dymo Label in Report Designer in the Logos II Help file. You can easily add other data fields (Pager number), graphics (e.g., a logo) – even the child’s picture, if entered on the Personal (Member) tab of the child’s profile record.

6. Save – In order to save this label as a defined format, some change must be made. For now, click on one item and use your Arrow keys to move it up and then back to its original position. Then pull down the File menu and select Close. Answer Yes to the prompt that asks if you want to save DYMOLABEL_1. In the Report Description window that opens, type “Child Name Tag” in the Description field and click OK to return to Select Dymo Labels.

7. Select/Copies – In the Defined Labels grid, mark the check box in the Sel column for DYMOLABEL_1, indicating that you always want this label to print when someone is checked into the group that is highlighted in the Define Groups list. You can also enter the number of copies of this label that you want to print for each child. (The Parent Receipt label cannot be selected here. The Setup Options window in the Attendance Check-In routine determines whether or not to print the receipt labels.)

8. New/Edit – Once these default formats have been defined, you can edit either or both of them or create more new ones. When you select the New button, you are given the option to create the new label based on whichever label is highlighted in the Defined Labels grid. If you do not mark the check box in this prompt, the new label will always be based on DYMOLABEL_1.

9. Finish – Select the OK button to save the entries made in the Defined Labels grid. A Define Dymo Printer for prompt gives you the option to apply this definition to “This Class Only” or also to other groups within the same Level1 group. Mark the desired option and click OK.

10.You can select another group in the list and either define a new label or select an existing one for use with that group. Repeat for any other groups marked to Show in Attendance Check-In and for which you want name tags to pring as people check in.

Nursery Paging Numbers

Parent Notification Screen

Churches that use a parent notification screen displaying a number to alert parents can enter an assigned alpha-numeric code (up to 10 characters) in the Fam. Pager field on the Family tab of each family’s profile (Manage People). This entry will display in the Pager field on the Welcome Family screen in the Check-In routine. Dymo name tags can be defined to print this data. When needed, parents can then always be alerted by that same number.

Or, if you prefer to assign new numbers each week and/or need to enter a number for a newly enrolled family that does not have an entry in their profile, a new entry can be made in the Pager field on the Welcome Family screen at the time of check-in. This entry can also print on name tags, and is not saved for use in subsequent weeks so that the pager display data is different each week.

Mobile Pager Units

Churches that issue a mobile paging unit to parents can enter the code (up to 10 alpha-numeric characters) for each unit in the Pager field on the Welcome Family screen at the time of check-in. Dymo name tags can be defined to print this data so that parents can easily be notified when needed. This number can also be checked when parents return the unit and pick up their child.

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