As a pastor and a parent of three, I’ve experienced the highs and lows of check-in processes at countless churches. One story stands out.

A few years ago, a new church opened near my home in Texas. Its large and beautiful building created quite a buzz, so a few months later I went to check it out. My daughter was excited as we arrived—there were kids everywhere, and the church felt alive with people having conversations in the lobby.

I noticed signs directing us to the children’s ministry rooms, but when it came time to check her
into class, things quickly went south. Unmanned self-check-in kiosks left families fumbling with
technology that wasn’t intuitive. Two of the three tag printers weren’t working, and I couldn’t find
any help or instructions on registering as a first-time visitor.

After several frustrating attempts, I was finally directed to a separate booth for first-time visitors,
where an overwhelmed staff handled a long line. By the time I got my daughter checked in, I
had missed over half of the worship service.

This experience is a good reminder of how a poor check-in system can leave parents feeling
stressed and disconnected—when the goal is to make them feel welcome and excited to be
there.

With that in mind, check out these seven ways to ensure your church’s check-in process is a
smooth, positive experience for every family that walks through your doors. You may already be
doing some or many of these, but I hope you might find some of these tips surprisingly helpful.

1. Make Your Children’s Ministry Check-In Stations Kid-Friendly

Before you enter the front gates, everything is designed to get you excited and to want to
explore.

In a similar way, make your check-in stations welcoming with colorful signs, fun decor, and
kid-friendly designs. Think about ways to make it easy for both kids and parents to know how to
check in. For example, having clear and inviting language on signs can make a huge difference
for first-time visitors.

Bonus hack: Place kiosks in a central, easy-to-find location, but avoid setting them up in
high-traffic areas where it could get crowded. This welcoming environment can immediately set
a positive tone for families.

2. Set Up Self Check-In Kiosks with QR Codes

I grew up in a church that used printed check-ins sheets with clipboards. It was hard to track
attendance and human error in keeping tabs on who attended was common.

Self-check-in kiosks using QR codes offer a fast, secure, and contactless way for parents to
sign in their kids. These kiosks not only speed up the process but also empower families to
manage the check-in process themselves, freeing up volunteers to focus on other tasks.

Bonus hack: Be sure to have volunteers nearby. Self check-in kiosks can run into problems like
name tag printers not working, software errors, or (more commonly) user issues. Train your
volunteers to look out and fix any problems, as well as to assist new families.

3. Save Time with “Suggested Sessions”

Families don’t want to re-enter the same information every week. A smart check-in system can
remember their preferences, like which classes their kids attended previously, and suggest the
right session based on past check-ins. This speeds up the process significantly, allowing
families to check in with a few taps instead of filling out forms every time.

Subsplash Advantage: Subsplash’s check-in system does just that, with suggested sessions
that speed up check-ins. Families will appreciate how quick and seamless the process
becomes. Plus, Subsplash’s software integrates easily with your mobile app, event registration,
and payment tools, giving you a complete solution for managing church check-ins from one
platform.

4. Streamline Check-Ins with Your Church’s Mobile App

Your church’s mobile app can play a huge role in streamlining the check-in process. Allowing
parents to check their kids in ahead of time via the app means less time waiting at kiosks and
more time connecting with the church community. Imagine how much your families will love
being able to simply scan their phone upon arrival and receive a label for their child’s class.

Best Practice: Make sure your church app has a check-in feature and promote it to your
congregation. Send out reminders in advance, especially for big events or Sundays when you
expect higher attendance.

5. Keep Everyone Safe by Adding Allergy and Care Notes

Having information about food allergies and special needs quickly available is vital to keep your
people safe and secure. Train your volunteers and parents to make notes in their sign-in profile
of any special details others need to be aware of. Taking this step will help avoid physical health
emergencies or mental crises.

Safety Tips: Consider posting food allergy info in locations where food is consumed at your
church, such as a church cafe or children’s ministry rooms. When hosting parties or dinners,
consider contracting out your food services with a licensed, third-party food professional to
ensure they meet health requirements.

6. Create a Separate Volunteer Check-In System

An important part of every child, youth, and adult’s spiritual journey is learning to serve at
church. Volunteers are essential to making Sundays run smoothly, and their check-in process
should be just as organized as the kids’ check-in.
Setting up a dedicated volunteer check-in station ensures that volunteers aren’t caught in the
crowd of families checking in. You can even provide pre-printed badges or wristbands for your
volunteers, making them easy to identify and ready to serve right away.

Bonus Hack: Ensure volunteers receive necessary information at check-in, such as schedules
or important updates, so they can hit the ground running.

7. Simplify Event Check-Ins with Pre-Registration

Big events like Vacation Bible School (VBS), youth retreats, or holiday services can overwhelm
the check-in process if not handled properly. Encourage pre-registration for events and consider
sending families a QR code they can use to check in on the day of the event. This not only
speeds up check-ins but also helps you keep track of attendees and their needs.

Bonus Hack: Pre-register attendees and print badges in advance, so they just need to grab
their badge and go. This can be a lifesaver for large events where families are arriving in waves.

Turn Your Check-In Process into a Benefit, Not a Liability

Improving your church’s check-in process is more than just about efficiency—it’s about showing
families you value their time and making their experience with your church more enjoyable. As
someone who has seen countless check-in systems in action, I can assure you that investing in
a great check-in process is worth it.

Is your church’s check-in software holding you back from giving people the best experience
possible?

Join over 19,000 other churches using Subsplash and make your check-ins seamless, so you
can focus on what really matters—building meaningful connections with your congregation