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Service Check-In

ChurchBuddy’s service check-in system allows you to track attendance at services using multiple methods. You can check people in using QR codes, a visual Matrix interface, or manual search.

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Overview

Service check-in helps you:

• Track Attendance - Know who attended each service
• Quick Check-In - Use QR codes for fast, contactless check-in
• Visual Recognition - Use Matrix check-in with photos
• Flexible Options - Choose the method that works best for your service

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Check-In Methods

ChurchBuddy supports three check-in methods:

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1. QR Code Check-In

QR code check-in uses unique, time-based QR codes that people can display on their mobile devices. Each QR code:

• Works across all organizations the person belongs to
• Expires after 2 minutes for security
• Automatically refreshes every minute
• Includes verification to prevent tampering

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2. Matrix Check-In

Matrix check-in displays photos of people who haven’t been checked in yet. You answer “Yes” or “No” to “Have you seen [person] today?” This method is great for:

• Visual recognition
• Quick check-in when you know people by sight
• Services where people may not have their phones ready

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3. Manual Check-In

Manual check-in lets you search for people by name or email and check them in directly. Use this method when:

• QR codes aren’t available
• You need to check in someone else
• You want to verify attendance manually

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Enabling Check-In Methods

Check-in methods are configured at the organization level:

1. Navigate to the People section
2. Click the “Check-in” sub-tab
3. Enable the methods you want to use:
   • QR Code - Enable QR code scanning
   • Matrix - Enable Matrix check-in
   • Manual - Enable manual check-in
4. Configure additional settings (see below)
5. Save your settings

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QR Code Check-In

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How QR Codes Work

Each person has a universal QR code that:

• Contains their email, name, and organization IDs
• Includes a timestamp that changes every minute
• Has a verification hash for security
• Expires 2 minutes after generation
• Works for all services in all their organizations

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Getting Your QR Code

To get your QR code:

1. Open the ChurchBuddy mobile app
2. Go to your Profile or Settings
3. Find “My QR Code” or “Check-In QR Code”
4. Your QR code will be displayed
5. The code automatically refreshes every minute

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Scanning QR Codes

To check someone in using their QR code:

1. Open the service check-in screen for the service
2. Select “QR Code” method
3. Point your device’s camera at the person’s QR code
4. The system will:
   • Verify the QR code is valid
   • Check if the person is already checked in
   • Check them in if valid and not already checked in
5. You’ll see a confirmation with the person’s name

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QR Code Security

QR codes include several security features:

• Time-Based Expiration - Codes expire after 2 minutes
• Verification Hash - Prevents tampering or forgery
• Organization Validation - Ensures the person belongs to your organization
• Automatic Refresh - Codes update every minute

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Auto-Add Users from QR Codes

If someone scans a QR code but isn’t in your organization, you can configure how to handle this:

1. Navigate to the People section
2. Click the “Check-in” sub-tab
3. Find the QR Code Check-in section
4. Choose Auto-Add Mode:
   • Automatic - Automatically add the person to your organization
   • Verification - Require confirmation before adding
5. Optionally set Auto-Add Tags - Tags to apply to automatically added users
6. Save settings

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Matrix Check-In

Matrix check-in uses a visual interface to help you check people in by recognizing their photos.

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How Matrix Check-In Works

1. Open the service check-in screen
2. Select “Matrix” method
3. The system shows photos of people who haven’t been checked in
4. For each person, answer: “Have you seen [name] today?”
5. Tap “Yes” to check them in, or “No” to skip (they’ll come back later in the queue)

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Matrix Check-In Features

• Photo Display - Shows person’s photo (if available) or initials
• Random Order - People are shown in random order
• Progress Tracking - Shows how many people remain
• Skip and Return - Tap “No” to skip someone (they’ll appear again later)

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Photo Requirements

For Matrix check-in to work best:

• People should have photos uploaded to their profiles
• Photos should be clear and recent
• Google Photos direct image URLs work best (not share links)

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Using Matrix Check-In

1. Open the service
2. Go to Check-In → Matrix
3. Review the person’s photo and name
4. If you’ve seen them today:
   • Tap “Yes” (green button)
   • They’ll be checked in and removed from the queue
5. If you haven’t seen them:
   • Tap “No” (red button)
   • They’ll be moved to the end of the queue
6. Continue until everyone is checked in

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Manual Check-In

Manual check-in lets you search for and check in people by name or email.

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Using Manual Check-In

1. Open the service check-in screen
2. Select “Manual” method
3. Use the search bar to find the person:
   • Type their first name, last name, or email
   • Results appear as you type
4. Tap on the person to check them in
5. You’ll see a confirmation

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Manual Check-In Features

• Search by Name - Search first name, last name, or full name
• Search by Email - Search by email address
• Quick Results - See up to 20 matching results
• Direct Check-In - Tap to check in immediately

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Viewing Check-Ins

To see who has been checked in for a service:

1. Open the service
2. Go to Check-Ins or view check-in details
3. You’ll see a list showing:
   • Person’s name
   • Check-in time
   • Check-in method (QR, Matrix, Manual)
   • Who checked them in (if applicable)
   • Station ID (if using check-in stations)

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Check-In Details

Each check-in record includes:

• User Email - Person who was checked in
• Service ID - Which service they were checked in for
• Check-In Time - When they were checked in
• Method - How they were checked in (qr_scan, matrix, manual, station_qr, station_manual)
• Checked In By - Email of person who performed the check-in
• Station ID - Check-in station identifier (if applicable)
• Check-Out Status - Whether they’ve been checked out

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Check-In Permissions

To check people into services, you typically need:

• Owner or Organization Admin - Can check in anyone
• Team Admin or Scheduler - May have check-in permissions for their teams
• Service-Specific Permissions - Some organizations allow specific people to check in for specific services

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Check-In Stations

Some organizations use check-in stations (like kiosks or dedicated devices). When checking in via a station:

• The station ID is recorded with the check-in
• This helps track which station was used
• Useful for large services with multiple check-in points

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Setting Up Check-In Stations

Check-in stations are configured in organization settings. Each station has:

• Station ID - Unique identifier
• Station Name - Display name
• Location - Where the station is located (optional)

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Best Practices

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Before the Service

1. Test Check-In Methods - Make sure QR codes, Matrix, and Manual check-in all work
2. Prepare Devices - Ensure check-in devices are charged and ready
3. Train Staff - Make sure check-in staff know how to use all methods
4. Have Backup - Always have Manual check-in as a backup

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During the Service

1. Use Multiple Methods - Offer QR code and Matrix for flexibility
2. Monitor Progress - Check the check-in list periodically
3. Handle Issues Quickly - If QR codes aren’t working, switch to Manual
4. Be Patient - Matrix check-in takes time but is thorough

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After the Service

1. Review Check-Ins - Verify the check-in list is accurate
2. Follow Up - If someone was expected but not checked in, follow up
3. Export Data - Export check-in data for records if needed

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Troubleshooting

QR code not scanning:

• Make sure the QR code is clear and well-lit
• Check that the code hasn’t expired (refresh it)
• Try Manual check-in as a backup
• Ensure camera permissions are granted

Matrix check-in showing no photos:

• People may not have photos uploaded
• Matrix will show initials if no photo is available
• You can still use Matrix check-in with initials

Can’t find someone in Manual search:

• Try searching by email instead of name
• Check spelling
• Verify the person is in your organization
• They may already be checked in

Check-in not saving:

• Check your internet connection
• Verify you have check-in permissions
• Try refreshing and checking in again
• Contact your organization admin if issues persist

Person already checked in:

• The system prevents duplicate check-ins for the same service on the same day
• If someone needs to be checked in again, they may need to be checked out first
• Check the check-in list to see when they were originally checked in