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CMS Child Check-in We're UniqueCheck-in FAQ
Click here for FAQs about our full church management software
General Information
What are the system requirements?
Can it run on a mac?
What is the Multi-user license?
If I get the check-in only version, what exactly do I get?
How do I know what size database I need?
What happens when a visitor comes who isn't in the system?
Do I set the system up myself, or do you come out to do that?
Uses
Can I track volunteers with the system?
Upgrades and additional features
What happens when my church grows and we fill all the slots we purchased?
What about upgrades to the software?
I'm going to use multiple check-in stations. Do I need a multi-user license?
Input methods
How many check-in stations do I need?
Does each child get their own barcode, or is it one per family?
If I do one barcode per family, what happens if only part of the family comes?
How are the barcode keytags made?
If I have a touchscreen, do I need a barcode scanner too?
Can I have a touchscreen and barcode scanner attached to the same computer?
If we use the fingerprint scanner, is it possible for someone to retrieve my print from the system?
Can babies use the fingerprint scanner?
What happens when a visitor comes who isn't in the system?
Do I have to check people out as well as in?
How do I check people out when they leave class?
What happens if someone forgets to check out?
Networking
Can I use wireless networking for the check-in stations?
How does offline mode work?
What if we're running offline and someone checks out at a station they didn't check in on?
Orders
Click here for check-in pricing and hardware options
How do I get the software? Is it download or CD?
What are the system requirements?
Can it run on a Mac?
Excellerate is Windows based, however many newer Macs have the ability to run both Mac OS and Windows at the same time. Excellerate does fine in this environment.
Alternately, you could load Excellerate on a Windows machine and do a remote connection into the Windows machine from the Mac. This works even on Macs that are older and cannot run Windows.
What is the Multi-user license?
The multi-user license lets you install the Excellerate database on all the computers in your church office. Without it, you can still have multiple check-in stations, and you can still create multiple user IDs for your workers to log in with, and you can still have multiple check-in stations but the database itself could only be on one computer.
If I get the check-in only version, what exactly do I get?
The check-in only version of Excellerate contains everything you find in the member module and the pre-member modules of the full software. The demo available here is the full version, so anything you find there in the member or pre-member modules will be in the check-in only version. The check-in only version does not contain anything related to contributions, small groups, or web-integration.
How do I know what size database I need?
The size you need is based on how many records you will use, not how many people walk through your door. This is especially important to note if you are looking at the check-in only system. You will only need a package matching the number of people who will be in the system. If you have a church of a thousand, but a children's ministry of 240, you would only need the 250 member module.
Also, be aware that when Excellerate talks of "members" (as in the 250 member version), we mean people who are in the member module (that's where you put people if you want to track attendance, contributions, etc.). Some churches, in their own internal classification, restrict membership to adults or believers or consider one family to be one member. With Excellerate, you can note this distinction in each person's record, but for purposes of calculating your database size, the number of individuals you track would be the determining factor, not how many people carry the organizational classification of member.
One often overlooked issue to consider is the question of what you will do with parents. Many churches who use the check-in only module decide to enter records for the parents as well. This makes it easier to send out mailings, since you'd rather address VBS permission forms to parents, not their six-year-old children. If you plan to include parents in the database, you will need to include them in your count.
Do I set the system up myself, or do you come out to do that?
You will do it. Installation is very easy. The software comes on a CD and you just insert it and the installation wizard runs. It's no different than installing any other program. Installing the hardware is also easy. Both the touchscreen and the barcode scanner plug in with a USB connection. Additionally, we include a quick start guide in our child check-in manual to help you.
Can I track volunteers with the system?
Yes. They can check in the same as a child would. The system will track their attendance. The difference is that adults who check in don't get a security receipt. Whether or not they get a nametag is up to you.
What happens when my church grows and we fill all the slots we purchased?
To upgrade to the next largest size, you will simply pay the difference between the cost of what you have now and the cost of the size you want. You will not have to pay the full sticker price of the software a second time.
What about upgrades to the software?
Upgrades can be purchased either by themselves, or you can get them as part of a support package. Both our Standard and Premium support packages include access to all the latest releases.
I'm going to use multiple check-in stations. Do I need a multi-user license?
Not necessarily. You need a multi-user license only if you will have the database itself stored on more than one computer. Having multiple check-in stations does not require the license.
How many check-in stations do I need?
The exact number depends upon the layout of your church, how fast your entry method is (having one barcode per child is, for example, much faster than using attendent mode), and also it depends upon whether a lot of people arrive early or if most try to get in at the last minute.
When we surveyed our current clients, most reported using one station for every 50-60 children.
Does each child get their own barcode, or is it one per family?
That's up to you. Both are an option.
If you do the barcodes individually, when you scan the barcode the child will automatically be entered and the receipt will print. If you do it by family, a list of all the family members comes up and you select who to check in.
If I do one barcode per family, what happens if only part of the family comes?
When you do the barcodes by family, scanning only pulls us a list of the family members. Then, the children present are selected and checked in. If a child doesn't come, you simply don't select them.
How are the barcode keytags made?
The barcodes we sell come with the barcode already printed on them. Then, all you do is go to the check-in station and look up the child or children to be represented by that tag, select them, then click the "assign" button and scan the barcode. From that point on, the barcode will represent those children and will either return a list of everyone represented, or if there is only one child represented that child will be checked in once you scan the tag.
If you want keytags with your own design printed on them, you can contact a print shop. If you have the shop print barcodes onto each tag, we suggest you make all your barcodes represent a number that is higher than one million (this way the code will be long enough to be read by the system. Most print shops take several weeks to complete the printing, which is another reason why we offer our tags. Even if you will be printing your own, you can use ours while you wait for yours to print. If you need information on the print shop we recommend, email us at info@msdweb.com
If I have a touchscreen, do I need a barcode scanner, too?
Not if you don't want one. You can use either the barcode scanner or the touchscreen, or both. You select the combination you want to use. Some churches favor using both, especially when they print one barcode per family. The barcode can pull up the family, the touchscreen makes it easy to select which family members to check in.
Can I have a touchscreen and barcode scanner attached to the same computer?
Only if you will be using both devices to check in the same person.
If you want parents to have an option of how they enter their data, placing two or even three inputs on one computer works out fine since both devices are entering the same information (for instance, there is no problem in scanning a barcode done by family and then using the touchscreen to select the family members).
But, if you have two lines of people feeding into the same computer and trying to enter a different person with each device, you will get interference between the two lines. It would be the same as plugging in two keyboards to the same computer and trying to get two different people to type at the same time.
If we use the fingerprint scanner, is it possible for someone to retrieve my print from the system?
No. The fingerprint scanner does not store your actual print. It simply stores a mathematical representation of certain key features. This is not enough information to recreate a usable fingerprint.
Can babies use the fingerprint scanner?
Yes. A person's fingerprint is set from before they are born, and remains unchanged throughout life. Small children may have to use their thumb (because the increased surface area makes it easier to read), but all children can use the fingerprint scanner.
What happens when a visitor comes who isn't in the system?
The check-in interface has a button labeled "visitor." When someone selects that option, a form will appear asking for the person's name and other information. With this information, the person can be automatically entered into the system. If you are running low on space and do not wish to automatically create records for visitors, that is an option as well. You will also have the ability to program what information is requested on the visitor form, so you can get enough information without asking for so much that the visitor is uncomfortable or the line backs up.
If you create a record for the visitors, you will be able to generate a list of what visitors were present that Sunday. If you do not create records for visitors, you will only be able to see the number of visitors who came.
Do I have to check people out as well as in?
No. The program allows you to select whether or not you will track check out. Tracking check out can be helpful for security purposes, since it lets you know who already left for the day and who is supposed to be present but has gone missing, but it is not required.
How do I check people out when they leave class?
Simply go through the same process as if you were checking them in. Since Excellerate knows they are already in class, it will know that the second time you enter their information must be them leaving, not arriving.
What happens if someone forgets to check out one Sunday?
If someone is still checked in at the end of the day, Excellerate will assume they have checked out. It will not record a check out time, since it doesn't know that, but it will know that the person has left and will act accordingly.
Can I use wireless networking for the check-in stations?
Excellerate can run on some wireless networks. However, it is highly discouraged. Due to the high demands placed upon a check-in system and the possibility of dropped packets, wireless is not the optimal set-up. Some systems will work, but you should do extensive testing before going live. You should also back-up your system very often, since dropping of packets will cause significant wear and tear on the database.
Instead of wireless, we recommend a hard-wired network. If that is not possible, we recommend that you run the stations in off-line mode and sync the data after service.
How does offline mode work?
Each check-in station that runs offline will need a removable storage device. Typically, that is a USB flash drive since they're cheap to buy and very easy to use. During service, you'll have the USB drive in the check-in station and the station will record all events on that drive. After service, you will sync your drives with the main database. The database will automatically calculate which event refers to what action, so, even if someone enters at one station and leaves by another, the computer will reconcile the two and know that the first time the person shows up was the check-in and the second time was check-out.
What if we're running offline and someone checks out at a station they didn't check in on?
That's not a problem. When you sync the records at the end of the day, Excellerate will know that the second event recorded for that child must be them checking out, since they already checked in.
How much does it cost?
Click here for check-in pricing and hardware options
How do I get the software? Is it download or CD?
You'll get both.
When you order, we will send you an email with a link to download the software, as well as your registration information. With that, you can get started. When we send out your hardware, we will also include a hard copy of the user manual and the CDs.
Click here for FAQs about our full church management software