PCO Tips: How to Use Check-Ins for Kids Ministry (and Beyond)

Jan 20

For parents, the very first experience they have on at a church service isn’t the worship set or the sermon, it’s the kids check-in station. A smooth and secure check-in builds confidence. A chaotic one can create stress before families even set foot in the sanctuary.

That’s why Planning Center check-ins is such an essential tool. It streamlines the process, strengthens safety, and provides data that helps ministry leaders care for people better. While most leaders think of it for children’s ministry, check-ins can be used for youth events, volunteer teams, and even special gatherings.

In this article, we’ll break down how to set up and maximize check-ins so your church creates a safe, welcoming, and efficient environment every time.

Step 1: Setting Up Events and Locations

The first step in check-ins is creating events. Think of an event as the umbrella: “Sunday Kids,” “Youth Midweek,” or “VBS 2025.” Within that event, you’ll set up locations where people can check in.

For kids ministry, locations are usually divided by age group orgrade level (Nursery, Pre-K, K–2, 3–5, etc.).
For youth, you might have locations like “Main Gathering” and “Small Groups.”
For volunteers, locations can represent teams (greeters, production, prayer team).

Pro Tip: Keep location names simple and obvious. A parent with three kids of different ages doesn’t have time to decode fancy labels. Clear names equals faster check-ins.

Step 2: Printing Name Tags and Security Labels

One of the most powerful features of check-ins is the ability to print name tags and security labels. These stickers are your front line of safety.

Child labels usually include the child’s name, age/grade, allergies, and a matching security code.
Parent labels include that same security code, so only the right adult can pick up the child.
Volunteer labels can display role and location for quick identification.

You’ll need to connect check-ins to printers like DYMO, Brother, or Zebra. For larger churches, strategically place multiple stations and printers to avoid bottlenecks.

Pro Tip: For big events or services (Easter, Christmas, VBS), you can print labels in advance for preregistered families. It speeds up check-in and communicates that you’re prepared for them.

Step 3: Volunteer and Staff Check-Ins

As we said, check-ins isn’t just for kids; it’s a great way to track volunteers.

Create a Volunteer Team location in your event.
Direct team members to check in when they arrive.

This gives you a clear record of who served, where, and when. Why does this matter? It helps with accountability, especially for roles that require background checks. It also builds a volunteer history you can reference for encouragement or reporting.

Pro Tip: Some churches use check-ins data to track volunteer hours for recognition events. Imagine celebrating that your greeter team collectively served 3,000 hours last year — powerful!

Step 4: Troubleshooting

Even the best system will hit a snag occasionally. Common hiccups include:

Printers not working. Check cables, Wi-Fi connections, or restart the station.
Duplicate profiles. Merge duplicates in PCO People to keep your database clean.
Parents forgetting logins. Use quick guest check-in or look up by phone number.

Pro Tip: Assign a “Check-In Champion” every Sunday. This person roams the area, helps parents in line, resets printers if needed, and keeps the process moving. A calm, helpful presence can turn a stressful moment into a positive experience.

Step 5: Reports and Follow-Up

One of the hidden gems of check-ins is the reporting feature. You can pull:

Attendance Reports: Track how many kids or volunteers checked in by age group or event.
Growth Trends: Spot patterns, like rising attendance in Pre-K (and the need for more volunteers!).
Follow-Up Lists: Generate a list of new families who checked in for the first time and pass it to your connections team.

Data isn’t just numbers — it’s ministry insight. For instance, when you see that a family with three kids has attended four weeks in a row, that’s a great trigger for a personal follow-up.

Best Practices for Smooth Check-Ins

Over time, churches discover rhythms that make check-ins more effective. Here are a few worth adopting:

Open stations early. Parents arrive at different times, so open your check-in stations early to avoid lines or last-minute rushes.
Train volunteers. Don’t assume everyone knows how to work the system; provide cheat sheets.
Keep equipment updated. Old tablets and worn-out printers create frustration.
Plan for growth. Even if you’re small now, set up your system as if you’re bigger. You’ll be glad later.
Communicate clearly. Use signage to direct families where to go. Clarity reduces stress.

Common Pitfalls to Avoid

While check-ins is powerful, it can create headaches if mismanaged. Watch out for these traps:

Not keeping profiles updated. A wrong phone number or missing allergy note can cause confusion.
Relying on one printer. Always have a backup ready. Murphy’s Law says the printer will jam at the worst time.
Overcomplicating room structures. Too many detailed categories slow parents down. Start simple; you can always add detail later.
Neglecting follow-up. If you only use check-ins for labels and not for ministry connections, you’re missing half the benefit.

Final Thoughts

Check-ins may seem like it’s about stickers or software, but it’s about people. Parents trust you with their most precious gift, their children. A smooth, secure check-in communicates, “We’re ready for you. We care about your family. We’ve thought about the details, so you don’t have to.”

And while kids ministry may be the most obvious place for check-ins, don’t miss its wider potential. From youth events to volunteer tracking, it’s a versatile tool that can bring clarity and accountability across your church.

When check-in is smooth, parents relax. Kids feel safe. Volunteers know where they belong. And your church creates the kind of first impression that keeps families coming back.

Tim Cruz

Guest writer, Threefold Solutions

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