Managing the details of your child check-in visitors

With Child check-in its never been easier to securely enter and retain the details of any visiting children coming to your groups.

To see a list of all those visiting children simply head to the Visitors report in "Children" > "Reports" > "Visitors". This report will display all information entered about the visitor, including any medical information, parental contact details and any notes logged against the child.

Top Tip! Welcoming visitors more effectively...

Whenever a visiting parent completes the Visitor check-in process and submits personal data about their visitor child, a confirmation email is always sent to the parent email address (if an email is supplied on the Visitor form). That confirmation contains full details of the personal data that was submitted, presented in an obfuscated format (partially starred out contact details, rather than open format).

However, you might like to send a more welcoming communication to visitors. This can easily be done by creating a Preset 'welcome' email (In Administrator > Presets), and then set that Preset as the "Success" confirmation email, which will be sent to visitor parents (if an email is supplied on the Visitor form). ChurchSuite will then add the personal data confirmation section to the end of your Preset email before sending. 

Having created your visitor Preset, head in to your Children module settings and navigate to the Visitors section on the Connect tab to select your Preset "Confirmation Email".

Subject to the consent of a visiting child's parents and your church's Data Protection policy and Privacy Notice, you may be able to add visiting children to your Children module. You can easily add a Visitor child (and their parent contact details) to the Children module by selecting "Add child" from the cogwheel menu on the right-hand side of each visitor child listed.

It's also possible to edit the details of visiting children - perhaps to correct a mistake or add in (with consent) import medical information you subsequently learn. Simply select "Edit visitor" from the action cog menu on the right hand side of a visitor child in the list.

The Visitors report includes the ability to filter report results by either the number of visitor check-ins and/or when last checked-in. Click 'Generate' after changing your report filters.

The "Communicate" drop-down menu provide the option to send the Visitors report by email, or to communicate directly with Visitor parents by SMS or Email - perhaps to send a preset Email asking permission to add their contact details to your database. The Visitors report can also be downloaded in CSV or PDF formats.

Top Tip!

Although it's not possible to add a child visitor's parent directly in the Address Book in the same way as you can a visitor child; in cases where the visitor child's parent does consent to having their details stored in the Address Book, you can simply use the "Add parent" option on the newly-added child profile page. In the example below, "Add parent" will create a new Address Book profile for Julian Adams, with all his unlinked parent contact details added too; and Julian will be auto-linked to his daughter Sally.

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