The Kids Wing

The Kids Wing is the operational center for your children ministry inside Holy Resource. It combines child records, guardian-aware check-in, room staffing, live classroom attendance, and accountability history into one service-day workflow.

This guide is intentionally comprehensive so first-time admins, check-in desk teams, and ministry coordinators can all use it as a reference.

Overview

At a high level, the Kids Wing module is split into three core pages plus one fast check-in station:

The Kids Wing dashboard for quick visibility and summary reporting.
Child Manager for profile records and guardians.
Room Handler for live service operations (staffing, attendance, substitutions, history).
Kids Check-In for QR/manual guardian flow and secure pickup-code issuance.

Kids Wing is permission-gated and currently requires a paid plan for access to these pages.

What You Can Do in Kids Wing

Maintain child profiles with guardian details, allergies, care notes, and active status.
Process parent/guardian check-ins through QR scan, deep link, or manual code entry.
Automatically suggest room assignment by age range and still allow staff overrides.
Track staffing shifts and substitutions with timeline history.
Record session attendance and checkout events with attribution metadata.
Use manual verification and manager controls for lost-code or no-QR scenarios.
Send pickup/security messages by SMS or email from check-in and checkout flows.
Review attendance/staff/substitution history for audits, incident review, and follow-up.

Kids Wing Dashboard

The dashboard is designed for a quick “what is happening right now” view.

It pulls from both child and room data (based on the logged-in user permissions) and provides a single place to check ministry health before and during services.

Dashboard cards and indicators

Kids on-site vs off-site count.
Active room count vs total configured rooms.
Medical alert count (children with allergy/care entries).
Gender distribution chart.
New kids list (switchable by Last 7 days or Last 30 days).
Ratio status tile.

Date filtering and print summary

Date range filtering applies to child-created and derived dashboard metrics where relevant.
Print Summary exports a simple printable metric table (present, absent, active rooms, totals, medical alerts, gender counts).

At the bottom dock, users can jump directly to:

Kids Check-In
Child Manager
Room Handler

Links are shown based on permission availability.

Permission-aware dashboard behavior

If a user can read children but not rooms (or vice versa), the dashboard still loads and shows available data instead of failing entirely.

Parent Check-In Station

Kids Check-In is a guided station workflow that can process guardians through multiple input formats and produce secure pickup output immediately.

Supported guardian input patterns include:

guardian:<guardianId> text format.
Deep links containing ?guardian=<guardianId>.
Raw guardian IDs when needed.

This supports front desk flexibility without sacrificing authorization checks.

Start Check-In

Open the check-in station and choose scan or manual path.

Tap Start QR Scanner for camera flow.
Or open manual input for code/link entry.
The station can also pre-process guardian query params from URL when launched from invite/deep-link contexts.

If required, the station can lock navigation back to dashboard behind password verification to prevent unapproved exits at welcome desks.

Select Child

After guardian resolution, the system loads children where guardian authorization is valid.

Choose a child to continue. The app can auto-suggest room placement based on child age and room age range.

Guardian identity context is displayed.
Child allergy/care context is visible to reduce placement mistakes.
If no authorized children are found for that guardian, check-in is blocked.

Confirm Event and Room

Review final context before creating attendance:

Child
Guardian
Event
Room
Effective date

Staff can:

Switch event when multiple sessions are loaded.
Override room when pastoral/operational needs require it.
Re-check allergy/notes before committing.

Then select Confirm Check-In.

On success, the system creates attendance and returns a pickup security code.

Staff can then:

Print label/code.
Send pickup code by SMS.
Send pickup code by email.
Reset station and start next check-in.

This keeps the desk moving while preserving secure pickup workflows.

Manual input and no-QR fallback

When a guardian has no scannable pass:

Staff can enter guardian:<id>, deep-link URL, or raw guardian ID.
Authorized guardian checks still apply.
Check-in continues through the same validation/confirmation path.

Security and pickup design

The station flow is designed to support:

Authorized-guardian enforcement.
Security-code issuance per attendance record.
Traceable pickup and checkout actions.
Optional SMS/email copy delivery for guardian convenience.

Check-in desk best practice

Always verify guardian identity before proceeding with manual entry. The app enforces authorized pickup checks, but physical desk verification is still important.

Child Manager

Child Manager is your profile center for every child in the ministry.

It is built for both single-record updates and large-list operations.

Child Manager at a glance

Full profile CRUD (create, view, edit, delete) with permission checks.
Search across child and guardian fields.
Status filtering.
Column visibility control.
Pagination controls for large data sets.
Import/export operations for admin workflows.

Child Profiles

Each profile supports:

First/last name.
Date of birth and computed age display.
Gender.
Allergies and notes.
Status (active / inactive).
Guardian entries including name, relationship, phone, and email.

Search and filtering behavior

Search is broad and includes:

Child first and last name.
Guardian name.
Guardian phone.
Guardian email.

Status filtering can be used together with search for fast list narrowing.

Use Child Manager tools to work quickly:

Search text input.
Status filter dropdown.
Column visibility toggle menu.
Pagination controls (page index + items-per-page).
Row actions (view/edit/delete).

Import and Export details

The Data control supports:

Structured CSV-style export with key profile/guardian fields.
Bulk import into child records.

Import requirements and behavior:

Required columns: first name and last name.
Guardian fields are mapped when provided.
Missing optional fields are defaulted safely.
Imported rows create new child records through the same command path used by normal create.

Bulk import guidance

Run a small sample import first, verify mapping in Child Manager, then import your full file.

Room Handler

Room Handler is the live operations workspace for service execution.

It combines room configuration, event/date session context, staffing actions, classroom attendance actions, and history/audit context in one view.

What makes Room Handler different

Session-aware operations (date + event context).
Assignment-based room visibility for volunteers.
Real-time staffing and attendance state.
Timeline history for attendance and substitutions.
Session end controls (manual and auto-checkout support).

Room Setup and Configuration

Each room can be configured with:

Name and location.
Age range.
Capacity.
Safety ratio (children per on-duty volunteer).
Session/security settings (including session visibility mode and auto-checkout options).

You can add, edit, and remove rooms based on permissions.

Session Context

Room Handler operates with explicit session context:

Effective date.
Event selection.
Session-specific staff assignments.
Session-specific child attendance.

This allows one room profile to serve many services without losing historical clarity.

Room visibility and redaction behavior

For non-admin contexts, room visibility is restricted to assigned volunteers and relevant session windows.

The handler also supports data redaction behavior for volunteer-facing contexts, reducing unnecessary exposure of sensitive details.

Privacy model in practice

Room access is not purely UI-hidden; visibility rules are part of operational logic so volunteers focus on rooms they are assigned to.

Session Operations Tabs

When you select a room, you will manage it through three tabs:

Staffing
Classroom
History

Staffing Tab

Use this tab to manage team coverage in real time.

Allocate team members from the schedule.
Manually edit this room’s session team.
Check volunteers in/out for active service.
Track on-duty vs substitute assignments.
Record substitutions with reason and audit trail.

The system includes assignment guardrails to reduce invalid/stale state and maintain timeline consistency.

Classroom Tab

Use this tab to manage children for the selected room and session.

Keep a persistent room roster (class list).
Mark attendance status for the current session.
Check children in/out from the room roster menu.
Open Manual Check-In when a guardian has no QR pass.

Manual Check-In supports no-QR identity flows with guardian authorization checks and verification methods.

Depending on available data and policy, staff can verify by contact data confirmation and/or manager-approved override paths.

After successful check-in, pickup code output is available for secure handoff.

History Tab

Use this tab for review, incident follow-up, and audits.

Staffing history (who served, assignment type, timing).
Attendance history (check-in/out status and timing).
Substitution trail (who replaced whom, when, and why).
Date filter and refresh controls for focused review.

History also preserves attribution metadata for check-in/checkout and manual verification context where available.

Session End and Checkout Controls

Room Handler supports both proactive and reactive end-of-session controls.

When service is ending:

If auto-checkout is enabled for the room, remaining children are processed based on room settings.
If auto-checkout is disabled, staff can complete manual session-end checkout.
Managers can run explicit End Session & Check Out All when required.

This helps prevent stale “present” records after session close.

Safety, Verification, and Accountability

Kids Wing is built around accountable handoffs and clear records:

Authorized guardian checks for parent check-in and checkout flows.
Pickup security codes tied to attendance records.
Manual verification paths for non-QR scenarios.
Detailed action trails for attendance and staffing events.
Room access and schedule-change logging to support compliance follow-up.

In practical terms, every major attendance/staff event can be traced by room, date, event, and actor context.

Messaging in Kids Wing

Kids Wing can trigger communication helpers directly from service-day flow:

Send pickup code SMS after check-in.
Send pickup code email after check-in.
Send checkout copy SMS when needed.
Send checkout copy email when needed.

This reduces verbal handoff errors and gives families a written reference.

Delivery dependencies

Message delivery depends on configured communication gateways and branch-level permissions.

Suggested Service-Day Workflow

For most churches, this repeatable workflow keeps operations clean.

Before Service

Confirm events and room configurations.
Check staffing allocations for each room.
Verify room rosters and special care notes.

Review room capacity and ratio settings before check-in opens.

During Check-In Window

Run QR check-in at welcome station.
Handle exceptions with Manual Check-In.
Monitor room capacity and safety ratio cards.

If guardian verification fails, stop and resolve identity before proceeding.

During Session

Track volunteer presence and shifts.
Record substitutions when needed.
Follow Classroom and Staffing tabs for live updates.

Keep substitution reasons concise and factual for later timeline review.

At Pickup and Session End

Verify pickup with security code / verification flow.
Complete remaining checkouts.
Review History tab for final confirmation and records.

Use explicit End Session controls when needed to prevent stale active attendance.

Medical and Care Visibility

Allergy and notes visibility is built into key points of the workflow:

During child selection at check-in.
In child profile records.
In room/classroom context for staff awareness.

Allergy Visibility

Always verify allergies and notes before finalizing check-in or placing a child in a room.

Troubleshooting

For common issues with child check-in, guardian authorization, and room assignments, see the Kids Wing & Check-in Troubleshooting in the main operations guide.

Implementation Notes for Admins

This documentation reflects current production behavior from Kids Wing frontend and backend command paths, including:

Child profile CRUD and import/export operations.
Parent/guardian check-in input parsing and authorization handling.
Session-based room staffing and attendance timelines.
Substitution and volunteer shift action tracking.
Security-code and manual verification checkout pathways.

As the module evolves, update this page alongside command and UI changes so service teams always have an accurate operating guide.

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