Process parent and guardian check-ins through QR scan, deep link, or manual code entry.

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.

Volunteer attendance and Room Handler sync

When a volunteer is serving in Kids Wing for the selected session, the main app header Check In action can also activate that volunteer's live staffing presence in Room Handler.

Volunteers do not need to be marked twice for the same session just because they are serving in Kids Wing.
If an active attendance record already exists for that same event date and service context, Holy Resource reuses it instead of creating a duplicate event attendance row.
Room Handler then refreshes the volunteer's staffing state so the assigned room shows that person as present for the session.

Check-in and checkout sequence

How To Read This Diagram

If you do not normally read sequence diagrams, use this simple rule: start at the top and move downward. Each vertical column is one person or system. Each arrow shows one action or one piece of information moving from one column to another. The alt blocks mean "this is a branch where one of two situations can happen."

Step-by-step explanation:

The first line is the arrival moment. A guardian comes to the desk, and a staff member begins the process using a QR code, a deep link, or manual guardian details.
The next arrows show Holy Resource identifying the guardian and checking which children that adult is actually authorized to handle. At this stage, the app is still validating and displaying information. It has not created the attendance record yet.
When the staff member confirms the child, event, and room, Holy Resource creates the check-in attendance record. That is the point where the child is treated as checked in for that session.
The app then generates the pickup security code tied to that attendance record. That code is what connects check-in and later pickup, so staff do not have to rely only on memory or verbal description.
The optional SMS or email branch shows that Holy Resource can send the pickup details in writing. This does not replace desk verification, but it gives the family a written reference and can reduce confusion at busy pickup times.
Later, when the family comes back, the staff member starts the checkout flow and chooses the adult who is taking the child. The normal path is the code-verification path: the guardian gives the 4-digit code, staff enter it, and the app verifies the match before checkout is completed.
The second branch shows the exception path. If the code is missing, the system does not silently ignore security. Instead, a manager override can be used when permissions allow it, and Holy Resource records that override in the audit trail.
The final branch shows the optional written checkout copy. After checkout succeeds, staff can send SMS or email confirmation if the ministry wants the family to leave with a written record.

One important note: this diagram focuses on the normal guardian handoff flow. Room Handler also has separate end-of-session cleanup controls, including manual session-end checkout and optional auto-checkout behavior for remaining children, but those are room-operation controls rather than the normal front-desk pickup sequence.

Kids Check-In

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