Domains› Church Management› Check-in› Registration›

Family Pre-Registration

When new people show up for the first time, you'll need to enter them into the system before they can check in. The best way to enter these families is under People > New Family.

If you are using a paper registration card and entering the data into the system, keep in mind you don't need to enter all of the data right away. You only need to enter these six key points to get started:

  • Parents' names
  • Children's names
  • Children's birth dates
  • Children's grades (if in grade school)
  • Phone numbers
  • Allergies and legal notes

You can enter other contact information like addresses and emails later. This really helps speed up the registration process for first time guests.

Warning

It's critical that you enter a child's birthdate before the family attempts to check in. Without a birthdate none of the age filters will work. Also, if you've configured your check-in groups to filter on grade, it's highly recommended that you enter those right away. If you don't, it will fall back to using age, but the grade is usually a better (read: narrower) filter.

Tip

Self-Service Coming Soon
The New Family screen does not allow you to enter some fields, like allergy/legal notes. This must be done on the Person Profile screen. We hope to add specific registration screens soon to streamline the entry process and even allow a self-service capability. Stay tuned.

Configure Family Pre-Registration


The Family Pre-Registration block can be used by families to pre-register before attending a service for the first time. Registering ahead of time makes the check-in process faster and easier. By default, the Family Pre-Registration block is included in the external site on the Connect page.

You can customize the Family Pre-Registration page by changing the block settings on the external site. There are a lot of settings here, so we're going to break it up into pieces.

Family Pre-Registration Block Settings

  1. Show Campus - Select 'Yes' to display the Campus selection field.
  2. Default Campus - If the Campus selection field is displayed, you can designate a default campus to be displayed. Alternatively, the campus can be passed to this block (by Id or GUID) using a query string parameter in the URL.
  3. Require Campus - This setting simply determines whether a campus must be selected.
  4. Campus Type/Status - You can limit which campuses are available for selection with these filters. For instance, you may only want to show 'Physical' campuses that are 'Open'.
  5. Campus Schedule Attribute - Here you can provide a campus attribute of type Schedules that can be used to set the Planned Visit Date and Planned Visit Time. See the help text for additional information.
  6. Planned Visit Date - This field determines how the Planned Visit Date field will be displayed. Select 'Hide', 'Optional' or 'Required'. The Planned Visit Date value is not saved anywhere. It is only used if launching a workflow, or it can be used in the Lava to redirect the guest after they are done completing the screen. (Note: If both the Campus and Planned Visit Date fields are hidden, the entire Visit Information section will not be displayed.)
  7. Scheduled Days Ahead - If you're using a schedule configured for the campus, this setting limits how many days ahead the person can select their Planned Visit Date. If you're not using a campus schedule, then a date picker will be shown, and this setting does not apply.
  8. Family Attributes - Enter any family attributes you want displayed. The attributes will appear to the right of the Address field on the Family Registration screen. Any attributes that are configured as ‘required’ will require the guest to provide a value.
  9. Allow Updates - Select 'Yes' if you want the block to automatically assume the guest who is logged in is updating information for their own family. If 'Yes' is selected, when a guest is logged in, the current names of each family member will not be editable. If 'No' is selected, the block will automatically assume a new family is being entered, regardless of whether a guest is logged in or not.
  10. Auto Match - Select 'Yes' if you want the block to attempt to find a matching person in Rock when a new adult is being added, rather than creating a new person. Rock will identify a match if one (and only one) person with the same first/last name and email address matches the adult being added. This process is skipped and a new record will be created if the existing record's Account Protection Profile is configured to skip duplicate checking based on your Security Settings.
  11. Connection Status - Designate the connection status to use when creating a new person.
  12. Record Status - Designate the record status to use when creating a new person.
  13. Record Source - Discover where a new individual's info was entered into the system. In this case, select 'Family Registration' to categorize a new record's origin.

Family Pre-Registration Block Settings

  1. Workflow Types - Select any optional workflows you want to launch after the guest has entered the information. For any workflows launched, the block will set the entity for the workflow to the family that is being created. It will also try to set any of the following workflow attribute values if they exist on the workflow type:
    1. ParentIds: A comma-delimited list of the person IDs for each adult
    2. ChildIds: A comma-delimited list of the person IDs for each child
    3. PlannedVisitDate: The value entered in the Planned Visit Date field
    4. You can also define a workflow to launch for each parent or each child using the Parent Workflow and Child Workflow fields.
  2. Redirect URL - Enter the URL you want to redirect the guest to after they are finished entering the family information. This field supports Lava, and the block will pass the following fields (in addition to common fields):
    1. Family: The family that is being created, including adults and children
    2. RelatedChildren: A collection of any children that are not included in the primary family
    3. ParentIds: A comma-delimited list of the person IDs for each adult
    4. ChildIds: A comma-delimited list of the person IDs for each child
    5. PlannedVisitDate: The value entered in the Planned Visit Date field
  3. Planned Visit Information Panel Title - Here you can change the title of the panel that appears at the top of the form, where the person provides their planned visit details.
  4. Show SMS Opt-in - If the form asks for the person's mobile phone number, this setting lets them grant consent for receiving SMS messages from your organization at that number.
  5. Prioritize Child Entry - By default, the "Adults Information" section of the form appears above the section where information is added for children. This setting moves the "Children" section above the "Adults Information" section.

Family Pre-Registration Block Settings

  1. Adult Fields - The options here determine which fields in the Adult Information section of the Family Registration screen will be displayed. Select options according to your organization’s preferences.
  2. First Adult Create Account - In addition to creating a record in Rock, the person can also create their account so they can log in right away. You can make account creation required or optional.
  3. Create Account Title - This is simply the title of the area that displays when account creation is shown. This only applies if First Adult Create Account is not set to Hide.
  4. Create Account Description - The description you provide here will appear below the Create Account Title configured above. Again, this only applies if First Adult Create Account is not set to Hide.
  5. Race - You can choose to collect a person's race, which describes their physical traits and characteristics.
  6. Ethnicity - You can also choose to collect a person's ethnicity, which is a cultural identifier.

Family Pre-Registration Block Settings

  1. Child Fields - The fields in this section determine how the fields in the Child section of the Family Registrations screen will be displayed. Select options according to your organization’s preferences.
  2. Relationship Types - Select the known relationship type roles that should be displayed as an option for each child. The value ‘Child’ will always be included, even if it is not an existing known relationship type.
  3. Same Immediate Family Relationships - Select the known relationship type roles that, if selected, should not actually create the relationship, but rather just add the child to the same family as the adults. In most cases, ‘Child’ will be the only value included in this list. Any values included in this list that are not in the Known Relationship Types list will be ignored.
  4. Can Check-in Relationship - Select the known relationship type roles that, if selected, should also create an additional ‘Can Check-in’ relationship. This is only necessary if the role that is selected does not have the ‘Allow Check-in’ option.

As you can see, there are several ways to get new people into Rock. You can even turn a kiosk into a volunteer assisted, walk-up registration station to help get people registered. Read more about that in the Check-in Registration chapter.

Add Barcodes During Registration Attendance