Guest child check-in flow

Guest child check-in is the flow for first-time families. The goal: register the minors safely without making the parent spend 15 minutes filling forms.

The full flow

1. Parent taps I’m visiting with kids at the kiosk.
2. Fills the basic visitor registration (name, phone).
3. “Tell us about your kids” appears:
   • Child’s name
   • Birthdate (computes age and routes to the right room)
   • Allergy or important medical condition: free text, optional but recommended
   • Red button: “Yes, severe allergy the team must know IMMEDIATELY”
4. If more kids, repeat step 3.
5. For each minor, the system prints/shows:
   • Child label: name + assigned room + short code
   • Parent receipt: the full security code
6. Parent takes the child to the room. The room volunteer verifies the child’s label and the parent’s code match.

How to print

We recommend:

• Brother QL-820NWB thermal label printer or equivalent.
• Sticker labels: one for the child’s arm, one for the parent.
• If you have no printer, the code appears on the kiosk screen and in the parent’s app (if they have a Ministrium account).

Minimum vs ideal data

Minimum viable (what the system requires):

• Child’s name
• Birthdate
• Responsible adult’s name and phone

Ideal (what we ask optionally):

• Allergies and medications
• Additional authorized pickup people
• Photo of the child
• Family pediatrician (medical emergencies only)

After the service

The family becomes a regular prospect in the CRM. Welcome staff can:

• Follow up Monday
• Invite to the next welcome class
• Tag the child with first_visit for reports

If the family returns, the flow is much faster: the kiosk recognizes the adult, lists their children, and only confirms check-in.

Room team

The room volunteer sees on their tablet:

• List of minors present with photo (if uploaded)
• 🟡 Alert mark if a severe allergy
• 🟢 Green mark once handoff is confirmed
• Responsible adult’s name and phone (in case they need to call mid-service)

What the volunteer doesn’t see: family address, donations, membership tags. Only what they need to do their care work.