🚀 Introducing the Parent Check-In App!
Managing check-ins just got easier and more efficient! The Parent Check-In App is a standalone application designed for use on an iPad or tablet, allowing parents and staff to check in and out quickly and securely.
💡 Best Practice: We recommend placing or mounting the device in the reception area or the drop-off zone (such as outside the classroom) to ensure a smooth and accessible check-in process.
📌 Availability Notice
✅ Available on:
Tablets & iPads – Download the app and set up a dedicated check-in station.
Portal – Accessible for administrative use and setup.
❌ Not available on:
Mobile applications – The Check-in App is designed specifically for stationary use on larger screens for easy accessibility.
📖 Table of Contents: The Parent Check-In App
Retrieve the login credentials needed to access the Check-In App.
Get direct links to download the app on iPads, tablets, and browsers.
Step-by-step guide to logging in securely.
Using PIN Verification for Personalized Check-In App Access – How PIN access personalizes check-in for staff and parents.
What Happens Without PIN Access? – Understand the risks of disabling PIN authentication.
Switching to Another Location’s Check-In App – How to log out and switch to a different center’s check-in system.
Overview of tracking check-ins and attendance.
For Staff and Administrators: Managing Check-Ins and Attendance – How staff and administrators manage attendance.
Access for Staff and Administrators – Understanding permissions and access levels.
How Staff Manage and Record Attendance & Check-In – Step-by-step guide for staff to manage attendance.
How to Check In or Check Out a Staff Member or Child – Process for managing check-ins and check-outs.
Steps to Check In – How to log a check-in.
Steps to Check Out – How to log a check-out.
Checking In and Out for Parents – How parents check in and out their children.
📌 Steps to Check In a Child – Guide for parents to check in their child.
📌 Steps to Check Out a Child – Guide for checking out children.
📌 Updating the Pick-Up Time for a Checked-In Child – Adjust pick-up times when needed.
Customize the Check-In App experience.
Available Settings Options: Language, Classroom Availability, and Auto Logout – Adjust settings for accessibility and security.
Understand who has access to check in staff and children based on permissions and PIN settings.
🔑 How to Access Credentials to Log In to the Check-In App
1️⃣ Go to the menu on the far left of the portal.
2️⃣ Select Operations Hub from the menu.
3️⃣ In the Schedule & Attendance section under Tools, click Check-In App to access login credentials.
📌 Important Notes:
✅ Unique Credentials for Each Location
Each location has its own unique login credentials, ensuring that check-in data is recorded correctly for that specific center.
Staff and parents using the Check-In App at a particular location will only see and manage attendance for that specific center.
📥 How to Download and Directly Access the Check-In App from the Portal
The Check-In App tool provides everything you need to set up and access the app, including:
✅ Default Login Credentials:
All staff members can use a shared default email and password to log in to the Check-In App platform.
✅ Download Links for Tablets & iPads:
The tool includes direct download links to install the app from under "Download Apps" section:
Apple Store 📱 for iPads.
Google Play Store 📲 for Android tablets.
This makes it easy to install and set up the app on dedicated check-in stations.
✅ Access the Browser Version via "Explore Web"
Click The "Explore Web" option to open the Check-In App in a browser, offering the same functionality as the downloaded versions.
This allows centers to use the app directly from a computer without needing a dedicated tablet or iPad.
📌 With multiple ways to access the Check-In App, tracking check-ins and check-outs has never been easier! 🚀
🔑 How to Log In to the Check-In App
Once you have downloaded the Check-In App on a tablet or iPad, or opened it in your device’s web browser, follow these steps to log in:
1️⃣ Enter the Shared Credentials
Use the default email and password provided for staff and administrators to log in to the Check-In App.
This shared login allows all authorized staff members to access the Check-In App for their specific location.
🔐 PIN Verification (If Enabled)
The requirement to enter a PIN when logging into the Check-In App can be enabled per location at the company level by Parent administrators.
🔹 Access Based on Profile PIN
If PIN verification is enabled, after logging in with the location-specific credentials, staff and parents must enter their unique 4-digit PIN to access the Check-In App.
📌 What Happens After Entering the PIN?
✅ For Parents:
Their PIN allows them to view and check in only their assigned children at the logged-in location.
✅ For Staff:
Their PIN grants access only to the rooms and children assigned to them, ensuring that staff can only manage check-ins within their authorized areas.
The PIN is a unique 4-digit code associated with each staff and parent profile at the logged-in Check-In App location.
🚨 What Happens Without PIN Access?
If PIN access is not enabled, the Check-In App will display all rooms and all children at the logged-in location. This means:
❌ Staff will see all rooms and all children at the location, rather than just the ones assigned to them.
❌ Parents will see all children checked in at the center, not just their own, which poses a privacy and security risk.
📌 Why This Matters:
🔹 Loss of Personalization: The app no longer filters rooms and children per user.
🔹 Privacy Concerns: Parents and staff could see and interact with records not meant for them.
🔹 Higher Risk of Unauthorized Check-Ins: Parents may accidentally check in or check out children that are not theirs, and staff may access rooms they are not responsible for.
🔐 Conclusion
If PIN access is disabled, the Check-In App will function only at a location-wide level, displaying all rooms and children at that center. This is not recommended as it removes the personalization and security features that prevent unauthorized access.
💡 For a secure, role-based check-in experience, enabling PIN access is the best practice.
🔄 Switching to Another Location’s Check-In App
To switch to the Check-In App for a different location, follow these steps:
1️⃣ Log out of the current Check-In App:
If PIN access is enabled, click the user logout button 🔒 at the top right corner of the screen.
If PIN access is not enabled, go to Check-In App settings by clicking the gear icon ⚙️ at the top right corner.
Provide the Check-In App password when prompted, then select "Logout" to return to the login screen."
2️⃣ The app will return to the login screen, prompting you to enter email and password credentials.
3️⃣ Enter the email and password for the new location you wish to access.
4️⃣ Upon login, the Check-In App will now display the attendance records, rooms, and children associated with that specific location.
📌 Why This Matters:
✔️ Ensures that attendance data remains accurate and location-specific.
✔️ Prevents staff and parents from accessing records outside their assigned centers.
✔️ Allows for seamless switching between locations while maintaining security and privacy.
💡 By using location-based credentials, the Check-In App ensures that attendance tracking is efficient, organized, and correctly assigned to the right center! ✅
📋 How to Manage and Record Attendance Activities
Upon logging in, the Check-In App interface presents different access points depending on the user's role.
👩🏫 For Staff and Administrators: Managing Check-Ins and Attendance
When staff members log in, they will see a screen listing all accessible rooms where they can manage check-ins and attendance for both children and staff.
🔹 Access for Staff and Administrators
Staff, location administrators, and admins have access to the Check-In App based on their assigned permissions.
✅ Primary rooms assigned to them.
✅ Any additional rooms they have permission to manage.
✅ Check-in and manage attendance for any staff members assigned to their authorized rooms.
🔹How Staff Manage and Record Attendance & Check-In
📌 Navigating the Check-In Interface
1️⃣ Click on the Staff or Classroom Bubble
Tap the Staff Bubble to access the staff list.
Tap the Classroom Bubble to access the children’s list.
The number on the bubble icon indicates how many staff or children are currently checked in.
2️⃣ Understanding the Information Displayed on the Left Side of the Screen
🔹 Progress Bar:
A visual indicator showing the percentage of staff or children checked in compared to the total available.
🔹 Toggle Switch for Check-Out & Pick-Up Settings:
For Staff: Enable or disable the check-out time for checked-in staff.
For Children: Control whether pick-up times need to be recorded for checked-in children
🔹How to Check In or Check Out a Staff Member or Child
Managing attendance is quick and simple with the Check-In App. Follow these steps to log a staff or child's attendance accurately.
📌 Steps to Check In
1️⃣ Tap the staff or child’s profile picture bubble on the Check-In App.
2️⃣ Select Their Expected Check-Out Time for the Day
🔹 For a Child:
Choose the person expected to pick them up.(If any contacts exist)
Set the time they are supposed to be picked up.
🔹 For a Staff Member:
Select the time they are expected to end their work shift.
📌 Important Note:
⏳ The available check-out times are based on the center’s opening hours for that specific day.
📍 Example:
If the center closes at 19:00 (7:00 PM), that will be the latest possible check-out time that can be selected.
Users will only be able to choose times within the center’s operational hours to ensure accurate scheduling and tracking.
3️⃣ 📌 Confirming Check-In
✔️ Confirm by clicking "Check-In" – The staff member or child will be checked in immediately, and their check-in time will be recorded under their profile image bubble.
✔️ If enabled, their expected leave time will also be displayed, making it easy to track scheduled check-outs..
📌 Why This Matters:
✔️ Ensures accurate tracking of attendance for reporting and payroll.
✔️ Provides real-time updates on check-in status.
✔️ Allows administrators to monitor attendance at a glance.
📌 Steps to Check-Out
To check out a staff member or child who is currently checked in, follow these steps:
1️⃣ Tap the child or staff member's profile bubble from the list of currently checked-in individuals.
2️⃣ On the next screen, click "Check-Out" to log their departure.
3️⃣ Optional: You can always update the pick-up time (for children) or off-work time (for staff) later if needed.
📌 Important Note:
All check-in and check-out activities recorded in the Check-In App for both staff and children automatically sync with:
✅ Their attendance records and schedules in the main system.
✅ The system dashboard, allowing administrators to track and manage real-time check-in data for both staff and children.
📌 Why This Matters:
✔️ Provides real-time updates across all platforms, ensuring accurate record-keeping.
✔️ Keeps attendance logs consistent, reducing errors and manual adjustments.
✔️ Enables administrators to monitor and manage check-ins efficiently from the dashboard.
This seamless integration centralizes attendance tracking, ensuring that all data is accurate, accessible, and fully synchronized within the Parent™ system! ✅
👨👩👧 Checking In and Out for Parents
Once a parent provides the PIN code for their Parent account at the invited location on the Check-In App, they will only see their active children at that location.
📌 Steps to Check In a Child
1️⃣ Select the child's profile picture bubble from the check-in screen.
2️⃣ Select the contact expected to pick them up.
3️⃣ Set the pick-up time for when the child is expected to be collected.
4️⃣ Click "Check In" to confirm.
📌 Steps to Check Out a Child
1️⃣ Click on the profile picture of the child who is currently checked in.
2️⃣ On the next screen, click "Check Out" to finalize their check-out
📌 Updating the Pick-Up Time for a Checked-In Child
If a child was initially checked in with a set pick-up time, but plans have changed, parents can update the time and the person picking them up:
1️⃣ Click on the child's profile picture.
2️⃣ Select "Update Pick-Up Time".
3️⃣ Adjust the new pick-up time and select the updated pick-up contact.
4️⃣ Confirm the changes.
📌 Why This Matters:
✔️ Ensures parents only have access to their own children at the logged-in location.
✔️ Provides a smooth and secure check-in and check-out process.
✔️ Allows parents to update pick-up details as needed for better flexibility.
💡 With these steps, parents can efficiently manage check-ins and pick-ups for their children in a secure and organized way! ✅📲
⚙️ Check-In App Settings
To access and adjust Check-In App settings, follow these steps:
1️⃣ If you are logged into the Check-In App, tap the settings gear icon ⚙️ at the top right corner.
2️⃣ Enter the Check-In App credentials password and click "Submit" to proceed.
🔧 Available Settings Options:
✅ Change Language – Adjust the app's language to suit your center’s needs.
✅ Select Which Classrooms Are Displayed –
Check or uncheck classrooms to determine which appear on the check-in screen.
Helps streamline the display by hiding rooms that don’t require check-in tracking.
✅ Auto-Logout After a Set Time (Optional Toggle) –
If enabled, the app will automatically log out after a selected period of inactivity.
Why Enable This?
✔️ Enhances security by preventing unauthorized access.
✔️ Ensures that only the right person logs in when needed.If enabled, use the plus (+) and minus (-) buttons to set the duration before auto-logout.
💡 Tip:
To log out of the Check-In App, click the user logout button 🔒 located at the top right corner of the screen.
📌 Why These Settings Matter:
✔️ Provides customization options to match your center’s workflow.
✔️ Enhances security and accessibility by allowing auto-logout.
✔️ Ensures the check-in process remains organized and efficient for both staff and parents.
Easily adjust these settings to make attendance management smoother and more secure! ✅📲
👥 Who Can Check In Staff and Children in the Check-In App?
The ability to check in staff members and children depends on user's permissions.
🚫 If PIN Access Is NOT Enabled:
✅Once the Check-In App is opened, anyone with access to it can check in any staff or child, because:
All rooms and all children will be visible, with no personalized restrictions.
There are no individual access controls, meaning any user can check in and out any child or staff member at the logged-in location.
📌 Risk:
❌ Removes role-based security, potentially allowing unauthorized check-ins and access to attendance data.
🔐 If PIN Access IS Enabled:
🔹 Permissions Are Required for Check-Ins
Staff need specific permissions to check in children or staff members assigned to their rooms.
Without these permissions, they can only check in and out themselves.
📌 Required Permissions:
1️⃣ "Register children statuses" – Allows staff to check in children assigned to their rooms.
2️⃣ "Register staff members statuses" – Allows staff to check in other staff members assigned to their rooms.
❌ If staff do not have these permissions:
They can still access the Check-In App, but they will only be able to check in and out themselves.
🏢 Special Access for Company Owners & Admins
✅ Company Owners:
Have full access to all rooms and children in the Check-In App across all locations.
✅ Admins:
Have access to all rooms and children at the locations they are assigned to.