home

MinistryPlatform

RealmRealm AccountingMinistryPlatformeGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite
RealmRealm AccountingMinistryPlatformeGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite

What would you like to know more about?

Show Contents

thumbnailMinistryPlatform

Classroom Manager

Participant Details

When an individual selects a Participant, they can see the Event, check-in status, age, date of birth, attributes, date of last attendance, and family and authorized households.

There are many actions available on the Participant Details screen. These actions partially depend on the individual's current check-in status (if they are checked in, marked present, and so on). Events stay available for 30 minutes after the Event End time.

Mark Present

Image displaying the Classroom Manager. The Mark Present Selected tab is on the left, outlined in red and shows that four participants are selected to be marked present.

Confirm that a participant is physically present in the classroom. This option is available if at least one Group is chosen from the Selected Group list and the participant is checked-in but not present or not checked-in. If the child wasn't previously checked-in, this button performs both actions - it checks the participant into the event and marks them present.

When the classroom attendant or Group Leader launches the Mark Present dialog box, they can specify a Room per Group. If all participants in a selection belong to the same group, only one Group displays. Only rooms associated through Room Reservations display in each Group's drop-down list. Room capacities update as you assign each group.

Image displaying an example Mark Selected Participants Present screen.

If needed, you can mark a participant present who was previously checked out. From the Checked-Out view, open the participant and click Mark Present. This moves the participant to the Present view. This also removes the Time Out value and updates the Time In value on the Event Participant record.

Check Out

When the participant leaves, this button records that the participant is no longer at the event or under the church's watch.

Image displaying the Classroom Manager. The red Check Out Selected tab is on the left and shows that two participants are selected for check out.

Notes

Use the Notes field is available to add notes specific to the day that the Group Leader might need to remember during the event. You can find the note on the person's Event Participant record in MinistryPlatform.

Image displaying an example note for the participant Bridger James that reads "My nose is running, but it's allergies".

Photo

Take a photo of the selected participant and update their information in MinistryPlatform.

This feature requires a camera device at the workstation. The first time you select this option, you need to:
  • Select the device (if there is more than).
  • Give permission to use the camera device.
  • Select whether to remember this choice in the future.

Notify Front Desk

Classroom attendants or Group Leaders can to notify someone at the "front desk" (for example, the Information Center or Children's Welcome Desk) that a participant needs to be picked up.

Image displaying the participant screen for Willie Whale. The orange Notify Front Desk button is located at the top right and is outlined in red.

Often, this is a volunteer at a central area with access to the paging system inside the service. Click this button to send a text to the number set in the CIM, FrontDeskSMSNumber Configuration Setting. The text message contains the participant's name, Group, and Room. For example, "Smith, Larry needs assistance in Sprouts Group Room 234".

To send text messages, you need to:

Notify Parents

Click this button to set the Call Parents field to Yes on the Event Participant record. What this does beyond is up to you to create and customize. For example, a church could create a workflow that uses this button to:

  • Record that they manually used the call system (for example, the "nanny light" or "parent pager" system) in service to notify parents.
  • Trigger a process to email the appropriate party or create a task to follow up.
  • Trigger a webhook or custom integration to text the appropriate party.
  • Trigger a webhook or custom integration to post a message to display on the call system in service.
  • Show in a custom view so that they can track over time how many times they use the call system, by which events, and which participants.
  • OR some variation or combination of these options.

You can hide this button with the CIM, HideCallParentsButton Configuration Setting.

Family and Permitted Guardians

This section lists the participant's family members and members of other authorized households, including a picture, household position, and mobile phone. Set other authorized households on the Participant's Contact record on the Other Households page with a Household Type of "Shows in Check-in". (You can find Household Types in System Lookups/Household Types. If you are missing the type "Shows in Check-in", please add it to your system.) This is commonly used for grandparents, relatives, or close friends or neighbors who might drop off or pick up the participant besides the parent(s).

Inactive contacts do not display in this section.

MinistryPlatform
portal

Last updated: July 16, 2024